Oracle Student System

User’s Guide, Volume 1

Release 11i

December 2000
Part Number: A87469-01
Oracle Student System User’s Guide, Volume 1, Release 11i

The part number for this book is A87469-01. To reorder this book, use the set part number A87462-01.

Copyright © 1999, 2000, Oracle Corporation. All rights reserved.

Editors: Aruna Sri Aluru, Shailaja Babanagar, Barbara Bauer, Ves Bennet, Brent Bosin, Mary Brilliant, Bob
Carroll, Aju Kumar Chandrasekharan, Sai Krishna Kishore Gummaraj, Robin Inglis-Arkell, Richard
Karat, Ann Kuchins, Gustavus Kundahl, Carol Ann Lapeyrouse, Julianna Litwin, Ashish Saigal, Anjana
Suparna Sriram

Contributors: Stephanie Anabo, Satish Bhat, Frank Bishop, Warren Boadle, Venkat Chamakura, Brian
Chan, Maxine Chan, Adele Davis, Srini Gaddamadugo, Iyer Geetha, Chip Goldstein, Richard Ho, Sharita
Holgado, Bill Hollowsky, Arthur Hung, Bharathy Kaliappan, Shirley Kang, Joseph LeCluyse, Ben Lee,
Pat Lovitt, Chris Olms, Richard Perkin, Ajay Rajput, Ron Slominski, Mollie Smilie, Edith Vega, Venky
Voruganti, Stella Wotherspoon

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 Contents

Send Us Your Comments ............................................................................................................. cxvii

Preface........................................................................................................................................................ cxix

1 Product Overview
Definition ............................................................................................................................................. 1-2

2 Introduction
Overview .............................................................................................................................................. 2-2

Part I Program Structure and Planning

3 Program Structure and Planning Introduction

Overview .............................................................................................................................................. 3-2

4 Program Structure and Planning Overview

Purpose ................................................................................................................................................. 4-2

5 Basic Program Details Procedure

Definition ............................................................................................................................................. 5-2

iii
6 Program Alternative Exits Procedure
Definition.............................................................................................................................................. 6-2

7 Program Awards Procedure

Definition.............................................................................................................................................. 7-2

8 Program Ownership Procedure

Definition.............................................................................................................................................. 8-2

9 Program Annual Load Procedure

Definition.............................................................................................................................................. 9-2

10 Program Group Membership Procedure

Definition............................................................................................................................................ 10-2

11 Program Reference Codes Procedure

Definition............................................................................................................................................ 11-2

12 Program Categorizations Procedure

Definition............................................................................................................................................ 12-2

13 Program Fields of Study Procedure

Definition............................................................................................................................................ 13-2

14 Restricted Funding Sources Procedure

Definition............................................................................................................................................ 14-2

15 Program Offerings Procedures

Definition............................................................................................................................................ 15-2

iv
16 Program Offering Notes Procedure
Definition .......................................................................................................................................... 16-2

17 Text Notes Procedure

Definition ........................................................................................................................................... 17-2

18 Program Offering Options Procedure

Definition ........................................................................................................................................... 18-2

19 Program Offering Option Notes Procedure

Definition ........................................................................................................................................... 19-2

20 Program Entry Point Reference Codes Procedure

Definition ........................................................................................................................................... 20-2

21 Program Offering Patterns Procedure

Definition ........................................................................................................................................... 21-2

22 Program Offering Pattern Notes Procedure

Definition ........................................................................................................................................... 22-2

23 Program Version Notes Procedure

Definition ........................................................................................................................................... 23-2

24 Basic Unit Details Procedures

Definition ........................................................................................................................................... 24-2

25 Program Unit Levels Procedure

Definition ........................................................................................................................................... 25-2

v
26 Sub-Unit Relationships Procedures
Definition............................................................................................................................................ 26-2

27 Teaching Responsibility Procedure

Definition............................................................................................................................................ 27-2

28 Unit Categorizations Procedure

Definition............................................................................................................................................ 28-2

29 Unit Disciplines Procedure

Definition............................................................................................................................................ 29-2

30 Unit Reference Codes Procedure

Definition............................................................................................................................................ 30-2

31 Unit Fields of Study Procedure

Definition............................................................................................................................................ 31-2

32 Unit Grading Schemas Procedure

Definition............................................................................................................................................ 32-2

33 Unit Repeat Conditions Procedure

Definition............................................................................................................................................ 33-2

34 Unit Locations and Facilities Procedure

Definition............................................................................................................................................ 34-2

35 Unit Cross-Reference Information Procedure

Definition............................................................................................................................................ 35-2

vi
36 Unit Offerings Procedures
Definition ........................................................................................................................................... 36-2

37 Unit Offering Notes Procedure

Definition ........................................................................................................................................... 37-2

38 Unit Sections Procedure

Definition ........................................................................................................................................... 38-2

39 Unit Section Notes Procedure

Definition ........................................................................................................................................... 39-2

40 Unit Offering Pattern Waitlist Procedure

Definition ........................................................................................................................................... 40-2

41 Unit Version Notes Procedure

Definition ........................................................................................................................................... 41-2

42 Basic Unit Set Details Procedures

Definition ........................................................................................................................................... 42-2

43 Unit Set Notes Procedure

Definition ........................................................................................................................................... 43-2

44 Apply Unit Set to Program Offerings Procedure

Definition ........................................................................................................................................... 44-2

45 Program Types Procedure

Definition ........................................................................................................................................... 45-2

vii
46 Program Type Groups Procedure
Definition............................................................................................................................................ 46-2

47 Program Categories Procedures

Definition............................................................................................................................................ 47-2

48 Fields of Study Procedure

Definition............................................................................................................................................ 48-2

49 Program Attendance Modes Procedure

Definition............................................................................................................................................ 49-2

50 Program Attendance Types Procedures

Definition............................................................................................................................................ 50-2

51 Program Group Types Procedure

Definition............................................................................................................................................ 51-2

52 Awards Procedures
Definition............................................................................................................................................ 52-2

53 Program Statuses Procedure

Definition............................................................................................................................................ 53-2

54 Funding Sources Procedure

Definition............................................................................................................................................ 54-2

55 Reference Code Types Procedure

Definition............................................................................................................................................ 55-2

viii
56 Program Groups Procedures
Definition ........................................................................................................................................... 56-2

57 Program and Unit Note Types Procedure

Definition ........................................................................................................................................... 57-2

58 Dictionary of Occupational Titles Procedure

Definition ........................................................................................................................................... 58-2

59 Program Occupational Titles Procedure

Definition ........................................................................................................................................... 59-2

60 Careers and Related Programs Procedure

Definition ........................................................................................................................................... 60-2

61 Programs Eligible for Financial Aid Procedure

Definition ........................................................................................................................................... 61-2

62 Program Stages Procedure

Definition ........................................................................................................................................... 62-2

63 Program Stage Types Procedure

Definition ........................................................................................................................................... 63-2

64 Program Version Rules Procedure

Definition ........................................................................................................................................... 64-2

65 Program Offering Option Admission Categories Procedure

Definition ........................................................................................................................................... 65-2

ix
66 Patterns of Study Procedure
Definition............................................................................................................................................ 66-2

67 Program Pattern of Studies Procedure

Definition............................................................................................................................................ 67-2

68 Program Offering Unit Sets Procedure

Definition............................................................................................................................................ 68-2

69 Program Offering Unit Set Relationships Procedure

Definition............................................................................................................................................ 69-2

70 Program Offering Option Unit Sets Procedure

Definition............................................................................................................................................ 70-2

71 Disciplines Procedure
Definition............................................................................................................................................ 71-2

72 Unit Categories Procedures

Definition............................................................................................................................................ 72-2

73 Unit Statuses Procedure

Definition............................................................................................................................................ 73-2

74 Unit Levels Procedure

Definition............................................................................................................................................ 74-2

75 Unit Modes Procedure

Definition............................................................................................................................................ 75-2

x
76 Unit Classes Procedure
Definition ........................................................................................................................................... 76-2

77 Unit Internal Program Levels Procedure

Definition ........................................................................................................................................... 77-2

78 Unit Offering Pattern Notes Procedure

Definition ........................................................................................................................................... 78-2

79 Teaching Responsibility Overrides Procedure

Definition ........................................................................................................................................... 79-2

80 Unit Version Rules Procedure

Definition ........................................................................................................................................... 80-2

81 Special Requirements Procedure

Definition ........................................................................................................................................... 81-2

82 Units Eligible for Financial Aid Procedure

Definition ........................................................................................................................................... 82-2

83 Unit Section Details Procedure

Definition ........................................................................................................................................... 83-2

84 Unit Section Occurrences Procedure

Definition ........................................................................................................................................... 84-2

85 Unit Section Enrollment Limits and Waitlist Procedure

Definition ........................................................................................................................................... 85-2

xi
86 Unit Section Credit Points Procedure
Definition............................................................................................................................................ 86-2

87 Unit Section Cross Listings Procedure

Definition............................................................................................................................................ 87-2

88 Unit Section Financial Aid Eligibility Procedure

Definition............................................................................................................................................ 88-2

89 Unit Section Repeat Conditions Procedure

Definition............................................................................................................................................ 89-2

90 Unit Section Assessments Procedure

Definition............................................................................................................................................ 90-2

91 Unit Section Assessment Items Procedure

Definition............................................................................................................................................ 91-2

92 Unit Section Reference Codes Procedure

Definition............................................................................................................................................ 92-2

93 Unit Section Grading Schemas Procedure

Definition............................................................................................................................................ 93-2

94 Unit Set Categories Procedure

Definition............................................................................................................................................ 94-2

95 Unit Set Statuses Procedure

Definition............................................................................................................................................ 95-2

xii
96 Unit Set Rules Procedure
Definition ........................................................................................................................................... 96-2

97 Degree Details Procedure

Definition ........................................................................................................................................... 97-2

98 Faculty Unit Section History Procedure

Definition ........................................................................................................................................... 98-2

99 Catalog and Schedule Definition Procedures

Definition ........................................................................................................................................... 99-2

100 Catalog and Schedule Notes Procedures

Definition ......................................................................................................................................... 100-2

101 Program Structure and Planning Concurrent Processes

Definition ......................................................................................................................................... 101-2

Part II Admissions

102 Admissions Introduction

Overview .......................................................................................................................................... 102-2

103 Admissions Overview

Purpose ............................................................................................................................................ 103-2

104 Admissions Functions and Maintenance

Setup Overview............................................................................................................................... 104-2

105 Record Admission Enquiries Procedure

Definition ......................................................................................................................................... 105-2

xiii
106 Direct Admission Procedure
Definition.......................................................................................................................................... 106-2

107 View Unit Placement Details Procedure

Definition.......................................................................................................................................... 107-2

108 Admissions Import Process Procedure

Definition.......................................................................................................................................... 108-2

109 Partial Matching Records Procedures

Definition.......................................................................................................................................... 109-2

110 Admission Category Procedure

Definition.......................................................................................................................................... 110-2

111 Admission Process Category Detail Procedure

Definition.......................................................................................................................................... 111-2

112 Admission Application Status Procedure

Definition.......................................................................................................................................... 112-2

113 Admission Fee Status Procedure

Definition.......................................................................................................................................... 113-2

114 Visa Types Procedure

Definition.......................................................................................................................................... 114-2

115 Basis for Admission Types Procedure

Definition ......................................................................................................................................... 115-2

xiv
116 Admission Codes Procedure
Definition ......................................................................................................................................... 116-2

117 Admission Entry Qualification Status Procedure

Definition ......................................................................................................................................... 117-2

118 Admission Unit Outcome Status Procedure

Definition ......................................................................................................................................... 118-2

119 Admission Documentation Status Procedure

Definition ......................................................................................................................................... 119-2

120 Admission Outcome Status Procedure

Definition ......................................................................................................................................... 120-2

121 Admission Conditional Offer Status Procedure

Definition ......................................................................................................................................... 121-2

122 Admission Offer Response Status Procedure

Definition ......................................................................................................................................... 122-2

123 Admission Offer Deferment Status Procedure

Definition ......................................................................................................................................... 123-2

124 Tertiary Level of Qualification Procedure

Definition ......................................................................................................................................... 124-2

125 Tertiary Level of Completion Procedure

Definition ......................................................................................................................................... 125-2

xv
126 Admission Test Types Procedure
Definition.......................................................................................................................................... 126-2

127 Rating Scales Procedure

Definition.......................................................................................................................................... 127-2

128 Unit Placement Procedure

Definition.......................................................................................................................................... 128-2

129 Credential Types Procedure

Definition.......................................................................................................................................... 129-2

130 Note Types Procedure

Definition.......................................................................................................................................... 130-2

131 Grade Conversion Procedure

Definition.......................................................................................................................................... 131-2

132 Admission Reference Data Setup Procedure

Definition.......................................................................................................................................... 132-2

133 Self Service Admission Application Setup Procedure

Definition.......................................................................................................................................... 133-2

134 Source Categories Procedure

Definition.......................................................................................................................................... 134-2

135 Secondary Education Schools Procedure

Definition.......................................................................................................................................... 135-2

xvi
136 Secondary Education Assessment Types Procedure
Definition ......................................................................................................................................... 136-2

137 Assessment Type Government Score Mapping Procedure

Definition ......................................................................................................................................... 137-2

138 Overseas Secondary Education Qualification Procedure

Definition ......................................................................................................................................... 138-2

139 Government Admission Codes Procedure

Definition ......................................................................................................................................... 139-2

140 Government Levels of Qualification Procedure

Definition ......................................................................................................................................... 140-2

141 Government Level of Completion Procedure

Definition ......................................................................................................................................... 141-2

142 Teaching Period Codes Procedure

Definition ......................................................................................................................................... 142-2

143 Government Secondary Assessment Types Procedure

Definition ......................................................................................................................................... 143-2

144 Find Person Procedure

Definition ......................................................................................................................................... 144-2

145 Find Program Procedure

Definition ......................................................................................................................................... 145-2

xvii
146 Direct Admissions Program Procedure
Definition.......................................................................................................................................... 146-2

147 Direct Admissions Unit Procedure

Definition.......................................................................................................................................... 147-2

148 Establish Fee Contracts Procedure

Definition.......................................................................................................................................... 148-2

149 Enquiry Source Types Procedure

Definition.......................................................................................................................................... 149-2

150 Enquiry Information Types Procedure

Definition.......................................................................................................................................... 150-2

151 Enquiry Characteristic Types Procedure

Definition.......................................................................................................................................... 151-2

152 Enquiry Status Procedure

Definition.......................................................................................................................................... 152-2

153 Inquiry Package Items Procedure

Definition.......................................................................................................................................... 153-2

154 Program Enquiry Package Items Procedure

Definition.......................................................................................................................................... 154-2

155 Admissions Calendar Configurations Procedure

Definition.......................................................................................................................................... 155-2

xviii
156 Admission Period Calendars Procedure
Definition ......................................................................................................................................... 156-2

157 Admission Period Date Overrides Procedure

Definition ......................................................................................................................................... 157-2

158 Student Target Types Procedure

Definition ......................................................................................................................................... 158-2

159 Submission Intake Targets Procedure

Definition ......................................................................................................................................... 159-2

160 Organizational Unit Student Targets Procedure

Definition ......................................................................................................................................... 160-2

161 Program Student Targets Procedure

Definition ......................................................................................................................................... 161-2

162 Academic History Details Procedure

Definition ......................................................................................................................................... 162-2

163 Person Activities Procedure

Definition ......................................................................................................................................... 163-2

164 Recruitment Procedure

Definition ......................................................................................................................................... 164-2

165 Admission Test Results Procedure

Definition ......................................................................................................................................... 165-2

xix
166 Admissions Concurrent Processes Procedure
Definition.......................................................................................................................................... 166-3

Part III Enrollments

167 Enrollments Introduction

Overview........................................................................................................................................... 167-2

168 Enrollments Overview

Purpose.............................................................................................................................................. 168-2

169 Preenrollment Process Overview

Overview........................................................................................................................................... 169-2

170 Student Enrollments Procedures

Definition.......................................................................................................................................... 170-2

171 Student Program Attempt Notes Procedure

Definition.......................................................................................................................................... 171-2

172 Process Program Transfer Procedure

Definition.......................................................................................................................................... 172-2

173 Class List Query Procedure

Definition.......................................................................................................................................... 173-2

174 Unit Section Waitlist Procedure

Definition.......................................................................................................................................... 174-2

175 Unit Set Attempt Procedure

Definition.......................................................................................................................................... 175-2

xx
176 Change Student’s Program Offering Option Procedure
Definition ......................................................................................................................................... 176-2

177 Intermission Procedure

Definition ......................................................................................................................................... 177-2

178 Special Requirements Procedure

Definition ......................................................................................................................................... 178-2

179 Program Attempt Contribution Procedure

Definition ......................................................................................................................................... 179-2

180 Program Attempt Administration Procedure

Definition ......................................................................................................................................... 180-2

181 Administrative Unit Statuses Procedure

Definition ......................................................................................................................................... 181-2

182 Institution Waitlist Options Procedure

Definition ......................................................................................................................................... 182-2

183 Organizational Unit Waitlist Setup Procedure

Definition ......................................................................................................................................... 183-2

184 Enrollment Calendar Configuration Procedure

Definition ......................................................................................................................................... 184-2

185 Unit Discontinuation Date Criteria Procedure

Definition ......................................................................................................................................... 185-2

xxi
186 Category Procedure Detail Procedure
Definition.......................................................................................................................................... 186-2

187 Gov’t Contribution Payments Procedure

Definition.......................................................................................................................................... 187-2

188 Contribution Payment Procedure

Definition.......................................................................................................................................... 188-2

189 Enrollment Categories Procedure

Definition.......................................................................................................................................... 189-2

190 Enrollment Method Types Procedure

Definition.......................................................................................................................................... 190-2

191 Discontinuation Reasons Procedure

Definition.......................................................................................................................................... 191-2

192 Load Calendar Structure Procedure

Definition.......................................................................................................................................... 192-2

193 Enrollment Note Types Procedure

Definition.......................................................................................................................................... 193-2

194 Enrollments Concurrent Processes Procedure, Part I

Definition.......................................................................................................................................... 194-2

195 Enrollments Concurrent Processes Procedure, Part II

Definition.......................................................................................................................................... 195-2

Part IV Student Finance

xxii
196 Student Finance Introduction
Overview .......................................................................................................................................... 196-2

197 Student Finance Overview

Purpose ............................................................................................................................................ 197-2

198 Student Finance Functions and Maintenance

Overview .......................................................................................................................................... 198-2

199 Student Finance Concepts

Fee Type Levels ............................................................................................................................... 199-2

200 Fee Structure Statuses Procedure

Definition ........................................................................................................................................ 200-2

201 Fee Posting Accounts Procedure

Definition ........................................................................................................................................ 201-2

202 Fee Types Procedure

Definition ........................................................................................................................................ 202-2

203 Fee Category Calendar Instance Procedure

Definition ........................................................................................................................................ 203-2

204 Program Type Fee Trigger Procedure

Definition ........................................................................................................................................ 204-2

205 Program Group Fee Trigger Procedure

Definition ........................................................................................................................................ 205-2

xxiii
206 Program Fee Trigger Procedure
Definition ......................................................................................................................................... 206-2

207 Unit Fee Trigger Procedure

Definition ......................................................................................................................................... 207-2

208 Fee Trigger Groups Procedure

Definition ......................................................................................................................................... 208-2

209 Contract Fee Assessment Rates Procedure

Definition ......................................................................................................................................... 209-2

210 Fee Assessment Enrollment Procedure

Definition ......................................................................................................................................... 210-2

211 Person Payment Schedules Procedure

Definition ......................................................................................................................................... 211-2

212 Payment Schedules

Definition ......................................................................................................................................... 212-2

213 Retention Schedules Procedure

Definition.......................................................................................................................................... 213-2

214 Fee Hold Procedure

Definition ......................................................................................................................................... 214-2

215 Fee Sponsorship Statuses Procedure

Definition.......................................................................................................................................... 215-2

xxiv
216 Charge Method Apportion Procedure
Definition ........................................................................................................................................ 216-2

217 Fee Assessment Rates Procedure

Definition ........................................................................................................................................ 217-2

218 Element Ranges Procedure

Definition ......................................................................................................................................... 218-2

219 Unit Set Fee Trigger Procedure

Definition ........................................................................................................................................ 219-2

220 Student Fee Sponsor Types Procedure

Definition ........................................................................................................................................ 220-2

221 Fee Sponsor Statuses Procedure

Definition ........................................................................................................................................ 221-2

222 Record Sponsor Details Procedure

Definition ........................................................................................................................................ 222-2

223 Direct Assignment of Sponsorships Procedures

Definition ........................................................................................................................................ 223-2

224 Disbursement Categories Procedure

Definition ......................................................................................................................................... 224-2

225 Disbursement Accounts Procedure

Definition ........................................................................................................................................ 225-2

xxv
226 Fee Disbursement Formulas Procedure
Definition ......................................................................................................................................... 226-2

227 Authorize Fee Disbursement Journal Procedure

Definition ......................................................................................................................................... 227-2

228 International Currency Codes Procedure

Definition ......................................................................................................................................... 228-2

229 Student Finance External Reference Types Procedure

Definition ......................................................................................................................................... 229-2

230 Fee Hold Status Procedure

Definition ....................................................................................................................................... 230--2

231 Account Classification Procedure

Definition.......................................................................................................................................... 231-2

232 Authorize Fee Hold Procedure

Definition ......................................................................................................................................... 232-2

233 Receivables Control Procedure

Definition ......................................................................................................................................... 233-2

234 External Charges Procedure

Definition ......................................................................................................................................... 234-2

235 Student Finance Concurrent Processes Procedures

Definition.......................................................................................................................................... 235-3

xxvi
Part V Academic Progress

236 Academic Progress Introduction

Overview .......................................................................................................................................... 236-2

237 Advanced Standing Overview

Purpose ............................................................................................................................................. 237-2

238 Advanced Standing Details Procedures

Definition ......................................................................................................................................... 238-2

239 Advanced Standing Configuration Procedure

Definition ......................................................................................................................................... 239-2

240 System Advanced Standing Types Procedure

Definition ......................................................................................................................................... 240-2

241 Advanced Standing Concurrent Processes Procedure

Definition ......................................................................................................................................... 241-2

242 Assessments Overview

Purpose ............................................................................................................................................. 242-2

243 Assessments Functions and Maintenance

Setting Up Reference Data ........................................................................................................... 243-2

244 Assessment Types Procedure

Definition ......................................................................................................................................... 244-2

245 Examination Supervisor Types Procedure

Definition ......................................................................................................................................... 245-2

xxvii
246 Examination Material Types Procedure
Definition.......................................................................................................................................... 246-2

247 Assessor Types Procedure

Definition.......................................................................................................................................... 247-2

248 Special Consideration Categories Procedure

Definition.......................................................................................................................................... 248-2

249 Special Consideration Outcomes Procedure

Definition.......................................................................................................................................... 249-2

250 Assessments Calendar Configuration Procedure

Definition.......................................................................................................................................... 250-2

251 Assessment Items Procedure

Definition.......................................................................................................................................... 251-2

252 Assessment Item Examination Materials Procedure

Definition.......................................................................................................................................... 252-2

253 Unit Assessment Items Procedure

Definition.......................................................................................................................................... 253-2

254 Unit Assessment Items Query Procedure

Definition.......................................................................................................................................... 254-2

255 Unit Assessment Patterns Procedure

Definition.......................................................................................................................................... 255-2

xxviii
256 Unit Assessment Pattern Inquiry Procedure
Definition ......................................................................................................................................... 256-2

257 Student Unit Assessment Patterns Procedure

Definition ......................................................................................................................................... 257-2

258 Student Unit Assessment Items Procedure

Definition ......................................................................................................................................... 258-2

259 Venue Session Availability Procedure

Definition ......................................................................................................................................... 259-2

260 Examination Supervisor Details Procedure

Definition ......................................................................................................................................... 260-2

261 Examination Sessions Procedure

Definition ......................................................................................................................................... 261-2

262 Supervisors to Venue Procedure

Definition ......................................................................................................................................... 262-2

263 Student Examination Details Procedure

Definition ......................................................................................................................................... 263-2

264 Special Consideration Application Details Procedure

Definition ......................................................................................................................................... 264-2

265 Mark/Grade Entry Configuration Procedure

Definition ......................................................................................................................................... 265-2

xxix
266 Grading Schemas Procedure
Definition.......................................................................................................................................... 266-2

267 Grading Schema Grade Translations Procedure

Definition.......................................................................................................................................... 267-2

268 Mark/Grade Entry Procedure

Definition.......................................................................................................................................... 268-2

269 Non-Enrolled Student Outcomes Procedure

Definition.......................................................................................................................................... 269-2

270 Outcome Upload File Procedure

Definition.......................................................................................................................................... 270-2

271 Student Unit Attempt Outcomes Procedure

Definition.......................................................................................................................................... 271-2

272 Produce Transcript Procedure

Definition.......................................................................................................................................... 272-2

273 Transcript Types Procedure

Definition.......................................................................................................................................... 273-2

274 Assessments Concurrent Processes Procedure

Definition.......................................................................................................................................... 274-3

275 Graduation Overview

Purpose.............................................................................................................................................. 275-2

xxx
276 Graduation Functions and Maintenance
Setting up Reference Data ........................................................................................................... 276-2

277 Graduation Ceremony Procedure

Definition ......................................................................................................................................... 277-2

278 Award Ceremony Procedure

Definition ......................................................................................................................................... 278-2

279 Unit Set Ceremony Procedure

Definition ......................................................................................................................................... 279-2

280 Graduation Ceremony Notes Procedure

Definition ......................................................................................................................................... 280-2

281 Ceremony Graduands Procedure

Definition ......................................................................................................................................... 281-2

282 Graduand Details Procedure

Definition ......................................................................................................................................... 282-2

283 Graduand Ceremony Details Procedure

Definition ......................................................................................................................................... 283-2

284 Special Awards Procedure

Definition ......................................................................................................................................... 284-2

285 Graduand Statuses Procedure

Definition ......................................................................................................................................... 285-2

xxxi
286 Graduand Approval Statuses Procedure
Definition.......................................................................................................................................... 286-2

287 Graduation Note Types Procedure

Definition.......................................................................................................................................... 287-2

288 Credential Types Procedure

Definition.......................................................................................................................................... 288-2

289 Honors Levels Procedure

Definition.......................................................................................................................................... 289-2

290 Measurements Procedure

Definition.......................................................................................................................................... 290-2

291 Graduation Concurrent Processes Procedure

Definition.......................................................................................................................................... 291-2

292 Progression Overview

Purpose.............................................................................................................................................. 292-2

293 Progression Outcome Types Procedure

Definition.......................................................................................................................................... 293-2

294 Progression Rule Categories Procedure

Definition.......................................................................................................................................... 294-2

295 System Progression Configuration Procedure

Definition.......................................................................................................................................... 295-2

xxxii
296 Program Version Progression Configurations Procedure
Definition ......................................................................................................................................... 296-2

297 Organizational Unit Progression Configuration Procedure

Definition ......................................................................................................................................... 297-2

298 Complete Student Program Attempts Procedure

Definition ......................................................................................................................................... 298-2

299 Progression Rule Applications Procedure

Definition ......................................................................................................................................... 299-2

300 Progression Rules Procedure

Definition ......................................................................................................................................... 300-2

301 Progression Rule Outcome Procedure

Definition ......................................................................................................................................... 301-2

302 Progression Rule Summary

Definition ......................................................................................................................................... 302-2

303 Student Progression Rule Check Procedure

Definition ......................................................................................................................................... 303-2

304 Student Progression Outcome Procedure

Definition ......................................................................................................................................... 304-2

305 Progression Outcome Decision Procedure

Definition ......................................................................................................................................... 305-2

xxxiii
306 Program Completion Query
Definition.......................................................................................................................................... 306-2

307 Progression Concurrent Processes Procedure

Definition.......................................................................................................................................... 307-2

308 Research Overview

Purpose.............................................................................................................................................. 308-2

309 Research Functions and Maintenance

Setting Up Reference Data ............................................................................................................ 309-2

310 Research Concepts

Calculating Effective Full Time Days and Submission Dates ............................................... 310-2

311 Research Candidacy Details Procedure

Definition.......................................................................................................................................... 311-2

312 Research Supervisors Procedure

Definition.......................................................................................................................................... 312-2

313 Research Milestones Procedure

Definition.......................................................................................................................................... 313-2

314 Scholarship Details Procedure

Definition.......................................................................................................................................... 314-2

315 Thesis Details Procedure

Definition.......................................................................................................................................... 315-2

xxxiv
316 Program Default Research Milestones Procedure
Definition ......................................................................................................................................... 316-2

317 Research Calendar Configuration Procedure

Definition ......................................................................................................................................... 317-2

318 Milestone Types Procedure

Definition ......................................................................................................................................... 318-2

319 Research Supervisor Types Procedure

Definition ......................................................................................................................................... 319-2

320 Thesis Panel Types Procedure

Definition ......................................................................................................................................... 320-2

321 Thesis Examination Types Procedure

Definition ......................................................................................................................................... 321-2

322 Thesis Panel Member Types Procedure

Definition ......................................................................................................................................... 322-2

323 Scholarship Types Procedure

Definition ......................................................................................................................................... 323-2

324 Thesis Result Codes Procedure

Definition ......................................................................................................................................... 324-2

325 Government Socio-Economic Objective Classifications

Definition ......................................................................................................................................... 325-2

xxxv
326 Socio-Economic Objective Classifications Procedure
Definition.......................................................................................................................................... 326-2

327 Government Type of Activity Classification Codes

Definition.......................................................................................................................................... 327-2

328 Milestone Statuses Procedure

Definition.......................................................................................................................................... 328-2

Part VI Person Reference

329 Person Reference Introduction

Overview........................................................................................................................................... 329-2

330 Person Reference Overview

Definition.......................................................................................................................................... 330-2

331 Person Query Procedure

Definition.......................................................................................................................................... 331-2

332 Person Query Summary Procedure

Definition.......................................................................................................................................... 332-2

333 Person Address Inquiry Procedure

Definition.......................................................................................................................................... 333-2

334 Student Program Attempt Procedure

Definition.......................................................................................................................................... 334-2

335 Advanced Standing Unit Inquiry Procedure

Definition.......................................................................................................................................... 335-2

xxxvi
336 Advanced Standing Unit Level Inquiry Procedure
Definition ......................................................................................................................................... 336-2

337 Person Details Procedure

Definition ......................................................................................................................................... 337-2

338 Employment Details Procedure

Definition ......................................................................................................................................... 338-2

339 Alternative Person IDs Procedure

Definition ......................................................................................................................................... 339-2

340 Person Aliases Procedure

Definition ......................................................................................................................................... 340-2

341 Persons Special Needs Procedure

Definition ......................................................................................................................................... 341-2

342 Person International Details Procedure

Definition ......................................................................................................................................... 342-2

343 Person Notes Procedure

Definition ......................................................................................................................................... 343-2

344 Person Image Procedure

Definition ......................................................................................................................................... 344-2

345 Person ID Group Definitions Procedure

Definition ......................................................................................................................................... 345-2

xxxvii
346 Person Relationships Procedure
Definition.......................................................................................................................................... 346-2

347 Person Types Procedure

Definition.......................................................................................................................................... 347-2

348 Person Statistics Procedure

Definition.......................................................................................................................................... 348-2

349 Person Health and Insurance Details Procedure

Definition.......................................................................................................................................... 349-2

350 Person Residency Details Procedure

Definition.......................................................................................................................................... 350-2

351 Person Military Details Procedure

Definition.......................................................................................................................................... 351-2

352 Person Privacy Details Procedure

Definition.......................................................................................................................................... 352-2

353 Reference Types Procedure

Definition.......................................................................................................................................... 353-2

354 Person Reference Details Procedure

Definition.......................................................................................................................................... 354-2

355 Faculty Degree Details Procedure

Definition.......................................................................................................................................... 355-2

xxxviii
356 System Hold Effect Types Procedure
Definition ......................................................................................................................................... 356-2

357 Person Hold Types Procedure

Definition ......................................................................................................................................... 357-2

358 Person Hold Details Procedure

Definition ......................................................................................................................................... 358-2

359 Merge Person IDs Procedure

Definition ......................................................................................................................................... 359-2

360 Review Duplicate Records Procedure

Definition ......................................................................................................................................... 360-2

361 Source Types Procedure

Definition ......................................................................................................................................... 361-2

362 Match Criteria Sets Procedure

Definition ......................................................................................................................................... 362-2

363 Duplicate Person Details Procedure

Definition ......................................................................................................................................... 363-2

364 Addresses Procedure

Definition ......................................................................................................................................... 364-2

365 Country Codes Procedure

Definition ......................................................................................................................................... 365-2

xxxix
366 Language Codes Procedure
Definition.......................................................................................................................................... 366-2

367 Citizenship Codes Procedure

Definition.......................................................................................................................................... 367-2

368 Aboriginal/Torres Codes Procedure

Definition.......................................................................................................................................... 368-2

369 Special Need Types Procedure

Definition.......................................................................................................................................... 369-2

370 Person ID Types Procedure

Definition.......................................................................................................................................... 370-2

371 Permanent Resident Codes Procedure

Definition.......................................................................................................................................... 371-2

372 Suburb Postcodes Procedure

Definition.......................................................................................................................................... 372-2

373 Person Note Types Procedure

Definition.......................................................................................................................................... 373-2

374 Set Up Person Types Procedure

Definition.......................................................................................................................................... 374-2

375 Mandatory Data by Person Types Procedure

Definition.......................................................................................................................................... 375-2

xl
376 County Codes Procedure
Definition ......................................................................................................................................... 376-2

377 Province Codes Procedure

Definition ......................................................................................................................................... 377-2

378 State Codes Procedure

Definition ......................................................................................................................................... 378-2

379 Delivery Point Codes Procedure

Definition ......................................................................................................................................... 379-2

380 Person Alias Types Procedure

Definition ......................................................................................................................................... 380-2

381 Private Data Groups Procedure

Definition ......................................................................................................................................... 381-2

382 Person Code Classes Setup Procedure

Definition ......................................................................................................................................... 382-2

383 Person Reference Concurrent Processes Procedure

Definition ......................................................................................................................................... 383-2

384 Tracking Overview

Purpose ............................................................................................................................................. 384-2

385 Tracking Items Procedures

Definition ......................................................................................................................................... 385-2

xli
386 Tracking Item Notes Procedure
Definition.......................................................................................................................................... 386-2

387 Tracking Item Step Notes Procedure

Definition.......................................................................................................................................... 387-2

388 Tracking Types Procedure

Definition.......................................................................................................................................... 388-2

389 Tracking Type Step Notes Procedure

Definition.......................................................................................................................................... 389-2

390 Tracking Status Procedure

Definition.......................................................................................................................................... 390-2

391 Tracking Note Types Procedure

Definition.......................................................................................................................................... 391-2

392 Tracking Groups Procedure

Definition.......................................................................................................................................... 392-2

393 Tracking Group Notes Procedure

Definition.......................................................................................................................................... 393-2

394 Tracking Item Group Membership Procedure

Definition.......................................................................................................................................... 394-2

395 Tracking Item Report Concurrent Process Procedure

Definition.......................................................................................................................................... 395-2

Part VII Requests

xlii
396 Requests Introduction
Overview .......................................................................................................................................... 396-2

397 Requests Overview

Purpose ............................................................................................................................................. 397-2

398 Job Text Procedure

Definition ......................................................................................................................................... 398-2

399 Delete System Log Entries Concurrent Process Procedure

Definition ......................................................................................................................................... 399-2

400 Program Type History Procedure

Definition ......................................................................................................................................... 400-2

401 Program Field of Study History Procedure

Definition ......................................................................................................................................... 401-2

402 Program Ownership History Procedure

Definition ......................................................................................................................................... 402-2

403 Program Reference Code History Procedure

Definition ......................................................................................................................................... 403-2

404 Program Unit Level History Procedure

Definition ......................................................................................................................................... 404-2

405 Program Version History Procedure

Definition ......................................................................................................................................... 405-2

xliii
406 Discipline History Procedure
Definition.......................................................................................................................................... 406-2

407 Field of Study History Procedure

Definition.......................................................................................................................................... 407-2

408 Unit Discipline History Procedure

Definition.......................................................................................................................................... 408-2

409 Teaching Responsibility Override History Procedure

Definition.......................................................................................................................................... 409-2

410 Teaching Responsibility History Procedure

Definition ......................................................................................................................................... 410-2

411 Funding Source Restriction History Procedure

Definition.......................................................................................................................................... 411-2

412 Unit Internal Program Level History Procedure

Definition.......................................................................................................................................... 412-2

413 Unit Reference Code History Procedure

Definition.......................................................................................................................................... 413-2

414 Unit Version History Procedure

Definition.......................................................................................................................................... 414-2

415 Unit Set History Procedure

Definition.......................................................................................................................................... 415-2

xliv
416 Admission Program Application Instance History
Definition ......................................................................................................................................... 416-2

417 Admission Application History Procedure

Definition ......................................................................................................................................... 417-2

418 Admission Program Application Instance Unit History

Definition ......................................................................................................................................... 418-2

419 Student Unit Attempt History Procedure

Definition ......................................................................................................................................... 419-2

420 Student Unit Attempt Outcome History Procedure

Definition ......................................................................................................................................... 420-2

421 Student Program Attempt History Procedure

Definition ......................................................................................................................................... 421-2

422 Student Unit Set Attempt History Procedure

Definition ......................................................................................................................................... 422-2

423 Funding Source History Procedure

Definition ......................................................................................................................................... 423-2

424 Graduand History Procedure

Definition ......................................................................................................................................... 424-2

425 Graduand Award Ceremony History Procedure

Definition ......................................................................................................................................... 425-2

xlv
426 Institution History Procedure
Definition.......................................................................................................................................... 426-2

427 Organizational Unit History Procedure

Definition.......................................................................................................................................... 427-2

Part VIII Setups

428 Setups Introduction

Overview........................................................................................................................................... 428-2

429 Oracle Student System Setup Checklist

Overview........................................................................................................................................... 429-2

430 Oracle Student System Lookups Procedure

Definition.......................................................................................................................................... 430-2

431 Calendar Overview

Purpose.............................................................................................................................................. 431-2

432 Calendar Types Procedure

Definition.......................................................................................................................................... 432-2

433 Calendar Instance Relationships Procedure

Definition ......................................................................................................................................... 433-2

434 Calendar Date Alias Instances Procedure

Definition........................................................................................................................................... 4342

435 Rollover Calendar Instance Procedure

Definition.......................................................................................................................................... 435-2

xlvi
436 Date Aliases Procedure
Definition ......................................................................................................................................... 436-2

437 Date Alias Instances Procedure

Definition ......................................................................................................................................... 437-2

438 Date Alias Offset Constraints Procedure

Definition ......................................................................................................................................... 438-2

439 Date Alias Instance Offset Constraints

Definition ......................................................................................................................................... 439-2

440 Date Alias Categories Procedures

Definition ......................................................................................................................................... 440-2

441 Calendar Statuses Procedure

Definition ......................................................................................................................................... 441-2

442 Calendar Concurrent Processes Procedure

Definition ......................................................................................................................................... 442-2

443 Organizational Structure Overview

Purpose ............................................................................................................................................. 443-2

444 Institutions Procedure

Definition ......................................................................................................................................... 444-2

445 Organizational Structure Alternate IDs

Definition ......................................................................................................................................... 445-2

xlvii
446 Organization Structure Notes Procedure
Definition.......................................................................................................................................... 446-2

447 Organizational Structure Accreditation Details

Definition.......................................................................................................................................... 447-2

448 Government Institution Codes Procedure

Definition.......................................................................................................................................... 448-2

449 Institution Statuses Procedure

Definition.......................................................................................................................................... 449-2

450 Institution Types

Definition.......................................................................................................................................... 450-2

451 Institution Control Types

Definition.......................................................................................................................................... 451-2

452 Organizational Units Procedure

Definition.......................................................................................................................................... 452-2

453 Organizational Unit Relationships Procedure

Definition.......................................................................................................................................... 453-2

454 Organizational Unit Locations Procedure

Definition.......................................................................................................................................... 454-2

455 Organizational Types Procedure

Definition.......................................................................................................................................... 455-2

xlviii
456 Member Types Procedure
Definition ......................................................................................................................................... 456-2

457 Organizational Statuses Procedure

Definition ......................................................................................................................................... 457-2

458 Organizational Structure Note Types Procedure

Definition ......................................................................................................................................... 458-2

459 Organizational Structure Alternate ID Types Procedure

Definition ......................................................................................................................................... 459-2

460 Organizational Structure Accreditation Statuses

Definition ......................................................................................................................................... 460-2

461 Media and Equipment Procedure

Definition ......................................................................................................................................... 461-2

462 Locations Procedure

Definition ......................................................................................................................................... 462-2

463 Location Type Procedure

Definition ......................................................................................................................................... 463-2

464 Buildings Procedures

Definition ......................................................................................................................................... 464-2

465 Rooms Procedures

Definition ......................................................................................................................................... 465-2

xlix
466 Location Relationships Procedure
Definition.......................................................................................................................................... 466-2

467 Venues Procedure

Definition.......................................................................................................................................... 467-2

468 Organizational Structure Concurrent Processes Procedure

Definition.......................................................................................................................................... 468-2

469 Rules Overview

Purpose.............................................................................................................................................. 469-2

470 Group Rules Procedure

Definition.......................................................................................................................................... 470-2

471 Rule Procedure

Definition.......................................................................................................................................... 471-2

472 Government Reference Overview

User Responsibilities ..................................................................................................................... 472-2

473 Government Program Types Procedure

Definition.......................................................................................................................................... 473-2

474 Government Special Program Types Procedure

Definition.......................................................................................................................................... 474-2

475 Government Fields of Study Procedure

Definition.......................................................................................................................................... 475-2

l
476 Government Country Codes Procedure
Definition ......................................................................................................................................... 476-2

477 Government Language Codes Procedure

Definition ......................................................................................................................................... 477-2

478 Government Funding Source

Definition ......................................................................................................................................... 478-2

479 Government Discipline Groups Procedure

Definition ......................................................................................................................................... 479-2

480 Government Citizenship Codes Procedure

Definition ......................................................................................................................................... 480-2

481 Government Basis for Admission Type Procedure

Definition ......................................................................................................................................... 481-2

482 Government Program Attendance Types Procedure

Definition ......................................................................................................................................... 482-2

483 Government Program Attendance Modes Procedure

Definition ......................................................................................................................................... 483-2

484 Government Aboriginal/Torres Strait Islander Codes

Definition ......................................................................................................................................... 484-2

485 Government Honors Levels Procedure

Definition ......................................................................................................................................... 485-2

li
486 Government Permanent Resident Codes Procedure
Definition.......................................................................................................................................... 486-2

487 Government Contribution Bands Procedure

Definition.......................................................................................................................................... 487-2

488 Enrollment Statistics Snapshot Control Procedure

Definition.......................................................................................................................................... 488-2

489 Reset Government Reportable Indicator Procedure

Definition.......................................................................................................................................... 489-2

490 Government Snapshot Control Procedure

Definition.......................................................................................................................................... 490-2

491 Student DETYA Statistics Procedure

Definition.......................................................................................................................................... 491-2

Glossary

Index

lii
 Send Us Your Comments
Oracle Student System User’s Guide, Volume 1, Release 11i
Part No. A87469-01
Oracle Corporation welcomes your comments and suggestions on the quality and usefulness of this
publication. Your input is an important part of the information used for revision.
■ Did you find any errors?
■ Is the information clearly presented?
■ Do you need more information? If so, where?
■ Are the examples correct? Do you need more examples?
■ What features did you like most about this manual?

If you find any errors or have any other suggestions for improvement, please indicate the chapter,
section, and page number (if available). You can send comments to us in the following ways:
■ Electronic mail - gepdpubs_us@oracle.com
■ FAX - (650) 506-7800 Attn: Documentation Manager
■ Oracle Corporation
Oracle Public Sector Applications
500 Oracle Parkway, MS 3op7
Redwood City, CA 94065
U.S.A.

If you would like a reply, please give your name, address, and telephone number below.

liii
If you have problems with the software, please contact Oracle Support Services.

liv
 Preface

The Oracle Student System User’s Guide provides information on how to use Oracle
Student System.
The following sections are included in this preface:
■ Audience
■ Online Documentation
■ Related Publications
■ Document Conventions
■ Training
■ Do Not Use Database Tools to Modify Oracle Public Sector Applications Data
■ About Oracle
■ Customer Support
■ Documentation Sales and Client Relations

lv
Audience
The Oracle Student System User’s Guide provides information about Oracle Student
System, describes how to use each feature, provides illustrations of windows and
reports, and includes detailed process diagrams and descriptions. It is designed to
assist the following:
■ Oracle database administrators
■ subsystem specialists
■ administration officials
■ administration staff
This guide assumes the user has a basic familiarity with Oracle Applications.

lvi
Online Documentation
All Oracle Applications documentation is available online in HTML and PDF. The
technical reference guides are available in paper format only.
The HTML version of this guide is optimized for on screen reading, and users can
follow hypertext links for easy access to other HTML guides in the library. When
the HTML window is open, users can use the features on the left side of the
window to navigate freely throughout all Oracle Applications documentation.
Note: The HTML help may contain information that was not available when this
guide was printed. If there is a discrepancy between product functionality and this
guide, check the online help. The system administrator must install the most recent
updates to ensure that online help is current.

lvii
Related Publications
This guide contains references to the following Oracle publications. Use the Release
11i versions of these guides, unless otherwise specified.
■ Oracle Applications Flexfields Guide
■ Oracle Applications System Administrator’s Guide
■ Oracle Applications User’s Guide
■ Oracle General Ledger User Guide, Release 11i
■ Oracle Receivables User Guide, Release 11i

lviii
Document Conventions
The following conventions are observed:
■ special conventions
■ usage conventions
■ references

Special Conventions
The following special conventions are observed:

bold Bold type denotes buttons or menu paths, as in the following

example:
Submit and File - New - Open
UPPERCASE Uppercase text denotes Oracle keywords, statements, and statuses,
as in the following example:
CONFIRMED
Courier Courier font denotes a mathematical formula, as in the following
example:
2%/(100%-2%) x 360/((30-(10-0)) = 0.367
<> Angle brackets denote a user-selected value, as in the following
example:
<Pagebreak 1>
[] Square brackets denote a description that assists the user, but is not
actually a part of the application, as in the following example:
[field not available]
WARNING: Warnings alert users to the following type of information in this
guide:
WARNING: Warnings highlight text that warns of actions that could
result in loss of data or incorrect processing.

lix
Usage Conventions
The following usage conventions are observed:

Close the window. Indicates users should close the window using either the File - Close
Form command or by clicking on the x in the upper right-hand
corner.
Note: The File - Close Form command produces different results
depending on the product and platform in use. For example,
sometimes it closes only one window; at other times, it closes all
open windows. Users must familiarize themselves with how the
command behaves in their own environments.
Descriptions of Textual descriptions accompany all graphics that appear in this
Graphics guide. Screen shot fields are described in the accompanying window
description tables.

References
All references to specific chapters refer to chapters in this guide unless otherwise
noted.

lx
Training
Oracle Corporation offers a complete set of training courses to help users master
Oracle Applications. We can help users develop a training plan that provides
thorough training for both the project team and end users. We can work with users
to organize courses appropriate to the particular user’s job or area of responsibility.
Training professionals can show users how to plan training throughout the
implementation process so that the right amount of information is delivered to key
people when they need it the most. Users can attend courses at any of the Oracle
Educational Centers, or Oracle trainers can teach at the users’ facility. We also offer
Net classes, deliver training over the Internet, and provide many multimedia-based
courses on CD. In addition, we can tailor standard courses or develop custom
courses to meet users’ needs.

lxi
Do Not Use Database Tools to Modify Oracle Public Sector Applications
Data
We STRONGLY RECOMMEND that users never use SQL*Plus, Oracle Data
Browser, database triggers, or any other tool to modify Oracle Public Sector
Applications tables, unless users are told to do so in the guide.
Oracle Corporation provides powerful tools users can employ to create, store,
change, retrieve, and maintain information in an Oracle database. But if users
employ tools such as SQL*Plus to modify Oracle Public Sector Applications data,
users risk destroying the integrity of the data and lose the ability to audit changes to
the data.
Because Oracle Public Sector Applications tables are interrelated, any change made
using an Oracle Public Sector Applications window can update many tables at once.
But when users modify Oracle Public Sector Applications data using anything other
than Oracle Applications windows, users might change a row in one table without
making corresponding changes in related tables. If the tables get out of
synchronization with each other, users risk retrieving erroneous information and
unpredictable results throughout Oracle Public Sector Applications.
When users employ Oracle Public Sector Applications windows to modify the data,
Oracle Public Sector Applications automatically checks that the changes are valid.
Oracle Public Sector Applications also keeps track of who changes the information.
But if users enter information into database tables using database tools, users can
store invalid information. Users also lose the ability to track who has changed the
information because SQL*Plus and other database tools do not keep a record of
changes.

lxii
About Oracle
Oracle Corporation develops and markets an integrated line of software products
for database management, applications development, decision support, and office
automation, as well as Oracle Public Sector Applications. Oracle Applications
provides the E-business Suite, a fully integrated suite of more than 70 software
modules for financial management, Internet procurement, business intelligence,
supply chain management, manufacturing, project systems, human resources, and
sales and service management.
Oracle products are available for mainframes, minicomputers, personal computers,
network computers, and personal digital assistants, enabling organizations to
integrate different computers, different operating systems, different networks, and
even different database management systems, into a single, unified computing and
information resource.
Oracle is the world’s leading supplier of software for information management, and
the world’s second largest software company. Oracle offers its database, tools, and
application products, along with related consulting, education, and support
services, in over 145 countries around the world.

lxiii
Customer Support
From on-site support to central support, a team of experienced professionals
provides the help and information that users need to keep Oracle Public Sector
Applications working for its users. This team includes the Technical Representative,
Account Manager, and Oracle Corporation’s large staff of consultants, and support
specialists with expertise in the user’s business area, managing an Oracle server,
and the user’s hardware and software environment.
Oracle Support Services can be reached 24 hours a day. To obtain assistance, please
call one of the following numbers:
In the USA: 1.650.506.1500
In Europe: +44 1344.860160
You will be asked a series of questions that help direct you to the correct Oracle
product support group. Be prepared to supply the following information:
■ your CSI number, which helps Oracle Support Services track problems recorded
for each customer and identifies you as a supported customer
■ version numbers of the Oracle products
■ operating system name and version number
■ details of error numbers and descriptions, which help Oracle Support Services
track down the problem more quickly
■ a description of the problem

Documentation Sales and Client Relations

To order hard copy documentation, call Documentation Sales at one of the
following numbers:
In the USA: 1.800.252.0303
In Europe: +44 0990.332200
For shipping inquiries, product exchanges, or returns, call Client Relations at one of
the following numbers:
In the USA: 1.650.506.1500
In Europe: +44 0990.622300

lxiv
 1
Product Overview

This chapter provides an overview of Oracle Student System. The following

sections are in this chapter:
■ Definition
■ Overview
■ Program Structure and Planning
■ Admissions
■ Enrollments
■ Student Finance
■ Academic Progress
■ Person Reference
■ Requests
■ Setups

Product Overview 1-1

Definition

Definition
Oracle Student System is part of an integrated e-business suite of software modules
that provides educational institutions with an integrated student information
management system.

Overview
Oracle Student System manages the entire life cycle of a student from inquiry
through graduation, and includes the following subsystems:
■ Program Structure and Planning
■ Admissions
■ Enrollments
■ Student Finance
■ Academic Progress
■ Person Reference
■ Requests
■ Setups

1-2 Oracle Student System User’s Guide

 Academic Progress

Program Structure and Planning

The Program Structure and Planning subsystem records and maintains details
related to an institution’s programs and units.

Admissions
The Admissions subsystem manages an institution’s admission processes.

Enrollments
The Enrollments subsystem manages student enrollment, reenrollment, and
enrollment changes.

Student Finance
The Student Finance subsystem manages student fees when students apply for
admission and enroll in programs at an institution.
Customer accounts for students and third parties are automatically created in
Oracle Account Receivables when they are created within Oracle Student System.
Tuition charges and fees generated within Oracle Student System are transferred to
Oracle Account Receivables to create invoices. Through Oracle Account Receivables
functionality, Oracle Student System enables the institution to accomplish the
following business activities:
■ student billing
■ revenue distribution
■ multiple fund accounting for receivables
■ interface to Oracle General Ledger
■ interface to non-Oracle General Ledgers

Academic Progress
The Academic Progress subsystem monitors a student’s progress through the
student’s academic program.

Product Overview 1-3

Person Reference

Person Reference
The Person Reference subsystem records and maintains all details related to persons
entered in the system.
Person and organization entities within Oracle Student System utilize the Trading
Community Architecture to enhance the interaction between Oracle Student System
and Oracle Account Receivables and between Oracle Student System and the suite
of Customer Relationship Management products.

Requests
The Requests subsystem runs Oracle Student System concurrent processes and
displays the history of changes to records.

Setups
The Setups subsystem records and maintains information required to implement
Oracle Student System features and functions.

1-4 Oracle Student System User’s Guide

 2
Introduction

This chapter describes how Oracle Student System User’s Guide is organized. The
following sections are in this chapter:
■ Overview
■ Program Structure and Planning
■ Admissions
■ Enrollments
■ Student Finance
■ Academic Progress
■ Person Reference
■ Requests
■ Setups

Introduction 2-1
Overview

Overview
The Oracle Student System User’s Guide contains information needed to understand
and use Oracle Student System.
This guide is divided into parts that describe each of the Oracle Student System
subsystems as shown in Figure 2–1.

Figure 2–1 Oracle Student System Subsystems

Each part includes a chapter or chapters that provide an overview of the subsystem
functionality.
This guide is divided into the following parts:
■ Program Structure and Planning
■ Admissions
■ Enrollments
■ Student Finance
■ Academic Progress
■ Person Reference

2-2 Oracle Student System User’s Guide

 Overview

■ Requests
■ Setups
WARNING: Enhancements are added to this product regularly. Information
presented here may be superseded by subsequent updates to online help. If there is
a discrepancy between product functionality and the online help describing it,
ensure that the system administrator has installed the most current updates to
online help.

Introduction 2-3
Program Structure and Planning

Program Structure and Planning

For an overview of the Program Structure and Planning subsystem, see Chapter 4,
Program Structure and Planning Overview.
For information on Program Structure and Planning windows, see Chapter 5, Basic
Program Details Procedure to Chapter 100, Catalog and Schedule Notes Procedures.
For information on Program Structure and Planning concurrent processes, see
Chapter 101, Program Structure and Planning Concurrent Processes.

Admissions
For an overview of the Admissions subsystem, see Chapter 103, Admissions
Overview and Chapter 104, Admissions Functions and Maintenance.
For information on Admissions windows, see Chapter 105, Record Admission
Enquiries Procedure to Chapter 165, Admission Test Results Procedure.
For information on Admissions concurrent processes, see Chapter 166, Admissions
Concurrent Processes Procedure.

Enrollments
For an overview of the Enrollments subsystem, see Chapter 168, Enrollments
Overview and Chapter 169, Preenrollment Process Overview.
For information on Enrollments windows, see Chapter 170, Student Enrollments
Procedures to Chapter 193, Enrollment Note Types Procedure.
For information on Enrollments concurrent processes, see Chapter 194, Enrollments
Concurrent Processes Procedure, Part I and Chapter 195, Enrollments Concurrent
Processes Procedure, Part II.

Student Finance
For an overview of the Student Finance subsystem, see Chapter 197, Student
Finance Overview to Chapter 199, Student Finance Concepts.
For information on Student Finance windows, see Chapter 200, Fee Structure
Statuses Procedure to Chapter 234, External Charges Procedure.
For information on Student Finance concurrent processes, see Chapter 235, Student
Finance Concurrent Processes Procedures.

2-4 Oracle Student System User’s Guide

 Academic Progress

Academic Progress
The following topics are in this section:
■ Advanced Standing
For an overview of Advanced Standing, see Chapter 237, Advanced Standing
Overview.
For information on Advanced Standing windows, see Chapter 238, Advanced
Standing Details Procedures to Chapter 240, System Advanced Standing Types
Procedure.
For information on Advanced Standing concurrent processes, see Chapter 241,
Advanced Standing Concurrent Processes Procedure.
■ Assessment
For an overview of Assessments, see Chapter 242, Assessments Overview and
Chapter 243, Assessments Functions and Maintenance.
For information on Assessments windows, see Chapter 244, Assessment Types
Procedure to Chapter 273, Transcript Types Procedure.
For information on Assessments concurrent processes, see Chapter 274,
Assessments Concurrent Processes Procedure.
■ Graduation
For an overview of Graduation, see Chapter 275, Graduation Overview and
Chapter 276, Graduation Functions and Maintenance.
For information on Graduation windows, see Chapter 277, Graduation
Ceremony Procedure to Chapter 290, Measurements Procedure.
For information on Graduation concurrent processes, see Chapter 291,
Graduation Concurrent Processes Procedure.
■ Progression
For an overview of Progression, see Chapter 292, Progression Overview.
For information on Progression windows, see Chapter 293, Progression
Outcome Types Procedure to Chapter 306, Program Completion Query.
For information on Progression concurrent processes, see Chapter 307,
Progression Concurrent Processes Procedure.
■ Research

Introduction 2-5
Person Reference

For an overview of Research, see Chapter 308, Research Overview to

Chapter 310, Research Concepts.
For information on Research windows, see Chapter 311, Research Candidacy
Details Procedure to Chapter 328, Milestone Statuses Procedure.

Person Reference
The following topics are in this section:
■ Person Reference
For an overview of Person Reference, see Chapter 330, Person Reference
Overview.
For information on Person Reference windows, see Chapter 331, Person Query
Procedure to Chapter 382, Person Code Classes Setup Procedure.
For information on Person Reference concurrent processes, see Chapter 383,
Person Reference Concurrent Processes Procedure.
■ Tracking
For an overview of Tracking, see Chapter 384, Tracking Overview.
For information on Tracking windows, see Chapter 385, Tracking Items
Procedures to Chapter 394, Tracking Item Group Membership Procedure.
For information on the Tracking Item Report concurrent process, see
Chapter 395, Tracking Item Report Concurrent Process Procedure.

Requests
For an overview of Requests, see Chapter 397, Requests Overview.
The following topics are in this section:
■ Concurrent Manager
For information on managing concurrent programs, reports, and processing, see
Chapter 6, Managing Concurrent Programs and Reports, and Chapter 7,
Managing Concurrent Processing, in Oracle Applications System Administrator’s
Guide.
For information on running and monitoring reports and programs, see Chapter
6, Running Oracle Applications Reports and Programs, and Chapter 7,

2-6 Oracle Student System User’s Guide

 Setups

Monitoring Oracle Applications Reports and Programs, in Oracle Applications

User’s Guide.
For information on entering text to be inserted in a concurrent process report,
see Chapter 398, Job Text Procedure.
For information on running the Delete System Log Entries concurrent process,
see Chapter 399, Delete System Log Entries Concurrent Process Procedure.
For information on other Oracle Student System concurrent processes, see the
appropriate concurrent processes chapter in this guide.
■ History
For information on History windows, see Chapter 400, Program Type History
Procedure to Chapter 427, Organizational Unit History Procedure.

Setups
For an overview of Oracle Student System setup, see Chapter 429, Oracle Student
System Setup Checklist.
For information on how to perform lookups in Oracle Student System, see
Chapter 430, Oracle Student System Lookups Procedure.
The following topics are in this section:
■ Calendars
For an overview of Calendars, see Chapter 431, Calendar Overview.
For information on Calendars windows, see Chapter 432, Calendar Types
Procedure to Chapter 441, Calendar Statuses Procedure.
For information on Calendars concurrent processes, see Chapter 442, Calendar
Concurrent Processes Procedure.
■ Organizational Structure
For an overview of Organizational Structure, see Chapter 443, Organizational
Structure Overview.
For information on Organizational Structure windows, see Chapter 444,
Institutions Procedure to Chapter 467, Venues Procedure.
For information on Organizational Structure concurrent processes, see
Chapter 468, Organizational Structure Concurrent Processes Procedure.
■ Rules

Introduction 2-7
Setups

For an overview of Rules, see Chapter 469, Rules Overview.

For information on Rules windows, see Chapter 470, Group Rules Procedure
and Chapter 471, Rule Procedure.
■ Government Reference
For an overview of Government Reference, see Chapter 472, Government
Reference Overview.
For information on Government Reference windows, see Chapter 473,
Government Program Types Procedure to Chapter 491, Student DETYA
Statistics Procedure.
For information on Government Reference concurrent processes, see Chapter 1,
Government Reference Concurrent Processes Procedure.

2-8 Oracle Student System User’s Guide

 Part I
Program Structure and Planning
 3
Program Structure and Planning
Introduction

This chapter describes Program Structure and Planning. The following sections are
in this chapter:
■ Overview
■ Topics

Program Structure and Planning Introduction 3-1

Overview

Overview
The Program Structure and Planning subsystem records and maintains details
related to an institution’s programs and units.
Figure 3–1 represents the Program Structure and Planning subsystem.

Figure 3–1 Program Structure and Planning Subsystem

3-2 Oracle Student System User’s Guide

 Topics

Topics
For an overview of the Program Structure and Planning subsystem, see Chapter 4,
Program Structure and Planning Overview.
For information on Program Structure and Planning windows, see Chapter 5, Basic
Program Details Procedure to Chapter 100, Catalog and Schedule Notes Procedures.
For information on Program Structure and Planning concurrent processes, see
Chapter 101, Program Structure and Planning Concurrent Processes.

Program Structure and Planning Introduction 3-3

Topics

3-4 Oracle Student System User’s Guide

 4
Program Structure and Planning Overview

This chapter provides an overview of the Program Structure and Planning

subsystem.
The following sections are in this chapter:
■ Purpose
■ User Responsibilities
■ Relationships Between Main Data Groups
■ Unit Sets
■ Program and Unit Rollover
For information on preenrollment of admission applications, see Chapter 169,
Preenrollment Process Overview.

Program Structure and Planning Overview 4-1

Purpose

Purpose
The Program Structure and Planning subsystem enters and maintains details related
to the following items:
■ programs
■ units
■ program groups
■ unit sets, including majors
■ sub-units, or modules
The programs and units defined in this subsystem are used in the following
subsystems:
■ Admissions, in which prospective students apply for admission to programs, or
to single units, and are made offers of enrollment in programs
■ Enrollments, in which students are enrolled in programs, units, and unit sets
■ Advanced Standing, in which programs and units can be the basis for advanced
standing applications, and advanced standing can be granted in units or at unit
levels
■ Assessments, in which units have assessment items such as exams and
assignments, and programs and units have grading schema
■ Statistics, in which unit and program details are included in files submitted to
the government

User Responsibilities
Most information entered in the Program Structure and Planning subsystem is
reference data. The ability to add, modify, and delete this data is restricted to
subsystem specialists and system administrators.
Most other users are provided with read-only access to this subsystem and can use
program and unit details in other subsystems or through special inquiry or
reporting interfaces. For example, program and unit details are used extensively in
the Admissions, Enrollment, and Assessment subsystems.

4-2 Oracle Student System User’s Guide

 Relationships Between Main Data Groups

Relationships Between Main Data Groups

Figure 4–1 shows the relationships between the main data groups in the Program
Structure and Planning subsystem, and the types of data needed to define programs
and units, and specify the program and unit offering instances in which students
are enrolled.

Figure 4–1 Relationships Between Main Data Groups

Reference data defines programs and units. For example, a program status is
required to define a program. The permissible set of program statuses is maintained
separately, as reference data. Reference data remains relatively static over time.
Individual program and unit details, however, are defined by their combinations of
attributes, including those defined as reference data.
The following sections describe the relationships between data elements, and how
they combine to create program and unit offerings:

Program Structure and Planning Overview 4-3

Relationships Between Main Data Groups

■ Relationships Required to Define Program Versions

■ Relationships Between Program Details
■ Relationships Between Program Versions and Offerings
■ Relationships Required to Define Program Offering Options
■ Relationships Required to Define Unit Versions
■ Relationships Required to Define Unit Sections
■ Relationships Related to Note Functionality

Relationships Required to Define Program Versions

Figure 4–2 shows how reference data combines to define program versions.

Figure 4–2 Relationships Required to Define Program Versions

To define a program version, a program type, program status, government special

program type, and organizational unit must be defined for the program version.
Similarly, to define a program status, a system program status must be assigned to
it. A program type must be assigned a government program type but a program
type group is optional.

4-4 Oracle Student System User’s Guide

 Relationships Between Main Data Groups

Relationships Between Program Details

Figure 4–3 shows the details that can be maintained for a program version, once it is
defined.

Figure 4–3 Relationships Between Program Details

Note: Many of the attributes of a program version are defined by other data
maintained as reference data. For example, a program version can be assigned a
program field of study. The field of study must be maintained as reference data and
depends on the existence of an appropriate government field of study.

Program Structure and Planning Overview 4-5

Relationships Between Main Data Groups

Relationships Between Program Versions and Offerings

Figure 4–4 shows the relationship between program versions and their offerings,
offering options, and offering patterns. Typical data is included to show how a
particular set of records is constructed.

Figure 4–4 Relationships Between Program Versions and Offerings

Students enroll in a particular program offering pattern of a program. A unique

program offering pattern is created by combining information related to a specific
program version with information describing when (calendar), where (location) and
how (attendance type and mode) the program is offered.

4-6 Oracle Student System User’s Guide

 Relationships Between Main Data Groups

Relationships Required to Define Program Offering Options

Figure 4–5 shows the relationships required to define a program offering option.

Figure 4–5 Relationships Required to Define Program Offering Options

Note: Not all reference data is applied directly to program versions. Program
offering options are also built from a number of data elements.

Program Structure and Planning Overview 4-7

Relationships Between Main Data Groups

Relationships Required to Define Unit Versions

Figure 4–6 shows the main unit data groups, shown in Figure 4–1, in more detail.

Figure 4–6 Relationships Required to Define Unit Versions

The data elements above the unit version are reference data used in defining a unit
version. Unit status and program unit level are both dependent on other reference
data.
The data elements below the unit version are the details that can be maintained for
each unit version, once it is defined.
Note: Many of the attributes of a unit version are defined by other data, maintained
as reference data. For example, a unit version can be assigned a unit discipline that
must be maintained as reference data, and is defined by an appropriate government
discipline group.

4-8 Oracle Student System User’s Guide

 Relationships Between Main Data Groups

Relationships Required to Define Unit Sections

Figure 4–7 shows the relationships required to define a unit section and typical data
values to show how the data is combined.

Figure 4–7 Relationships Required to Define Unit Offering Options

Program Structure and Planning Overview 4-9

Relationships Between Main Data Groups

Relationships Related to Note Functionality

Figure 4–8 shows the data relationships related to note functionality.

Figure 4–8 Relationships Related to Note Functionality

Note functionality allows additional information to be attached to certain data. The

note type attribute enables notes to be grouped according to a common
characteristic. Notes of many types can be created, each type reflecting the purpose
of notes associated with it. For example, notes of type HANDBOOK can be created
to facilitate maintenance of the institution’s handbook.
Notes can be created, stored, and retrieved in text format.
For information on note functionality, see Chapter 17, Text Notes Procedure.

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 Unit Sets

Note: The level in a subsystem where different notes are attached depends on
institution policy. Within the Program Structure and Planning subsystem, notes can
be attached to data at the following levels:
■ program version
■ program offering
■ program offering option
■ program offering pattern
■ unit version
■ unit offering
■ unit offering option
■ unit offering pattern
■ catalog version
■ schedule version

Unit Sets
Unit sets define a path of study, ensuring the satisfactory progression and
completion of student program attempts. This section includes the following topics:
■ Unit Set Functions
■ Academic and Administrative Unit Sets
■ Unit Set Reference Data
■ Setting Up and Maintaining Unit Sets
■ Attaching Unit Sets to Student Program Attempts
■ Unit Sets and Encumbrances

Program Structure and Planning Overview 4-11

Unit Sets

Unit Set Functions

Table 4–1 shows how unit sets are used in various subsystems.

Table 4–1 Unit Set Functions

Subsystem Unit Set Function
Program allows creation and maintenance of unit sets and mapping of unit
Structure and sets to entry point reference codes for Admissions uploads
Planning
Admissions allows selection of unit set as part of an admission application. If an
offer of admission is made, details regarding this unit set form part
of the admission offer.
Enrollments unit sets can be included as part of student’s program attempt
Graduation allows ordering of graduation ceremonies, grouping graduands by
unit set as well as program
Student unit sets can trigger fee calculations for students enrolled in unit set
Finance

Academic and Administrative Unit Sets

Academic unit sets further define the path of study a student has selected, such as a
major in Accounting or a specialization in Taxation.
Administrative unit sets restrict the paths a student can follow within a program.
For example, a Bachelor of Business program can have the following administrative
unit set streams:
■ Stream 1: Accounting, Banking and Finance, and Economics majors
■ Stream 2: Management, Marketing, and Communications majors
A student enrolled in the Bachelor of Business program who elects to complete an
Accounting major is restricted to unit sets in Stream 1. The student cannot pursue
unit sets in Stream 2 except in special circumstances.
Administrative unit sets also include subjects that all students are required to
complete. For example, a core unit set can consist of an English unit and a Physical
Education unit to be completed by all students as part of their program, regardless
of field.
Administrative unit sets also define progression components of a program.

4-12 Oracle Student System User’s Guide

 Unit Sets

Note: By default, administrative unit sets are not displayed on documentation such
as transcripts and diplomas.
Table 4–2 and Table 4–3 show sample components of administrative unit Stream 1
and Stream 2 in a Bachelor of Business program of study.

Table 4–2 Bachelor of Business Administrative Unit Stream 1

MAJORS
Accounting Banking and Finance Economics
MINORS
Taxation Share Market Third World Countries
Small Business International Business Public Sector Economics
Information Systems Banking Regulations Regional Planning
Auditing Money Management
SPECIALIZATIONS
Public Speaking
Information Technology
Budgets
Proposals and Grants
Government and Politics

Table 4–3 Bachelor of Business Administrative Unit Stream 2

MAJORS
Management Marketing Communications
MINORS
Industrial Relations Advertising Public Relations
Public Sector Tourism Organizational
Management Communication
Human Resource Arts and Culture Languages
Management
Arbitration Sports
SPECIALIZATIONS

Program Structure and Planning Overview 4-13

Unit Sets

Table 4–3 Bachelor of Business Administrative Unit Stream 2

Public Speaking
Information Technology
Budgets
Proposals and Grants
Government and Politics

Students are required to complete the core units and elect to study one of the
following options:
■ 2 majors
■ 1 major and 2 minors
■ 1 major, 1 minor, and 2 specializations
■ 1 major, 1 minor, and electives
The following rules apply to the program:
■ Students are restricted by stream through the use of unit set rules. For example,
a student in Stream 1 cannot select a major or minor from Stream 2.
■ Specializations are available for all student program attempts.
Given these rules, a student enrolled in the Bachelor of Business program who
elects to study Accounting has to select one of the following unit set options:
■ another major, Banking and Finance or Economics. The student cannot select a
major from Stream 2.
■ two minors, from any of those listed under Stream 1
■ one minor from Stream 1 and any two specializations
■ one minor from Stream 1 and a number of electives from either stream or from
other programs
Note: In special circumstances, institution policy might allow students to select unit
set majors or minors from Stream 2. The Authorized By fields must be filled in
under these circumstances.

4-14 Oracle Student System User’s Guide

 Unit Sets

Unit Set Reference Data

In order for unit sets to be created, the reference data listed in Table 4–4 must be
created and maintained:

Table 4–4 Unit Set Reference Data

Reference Data Purpose Window
unit set categories to define type of unit set Unit Set Categories
in the Basic Unit Set
Details window. Each unit
set category must be
assigned a rank.
unit set statuses to define status of unit set Unit Set Statuses
in the Basic Unit Set
Details window
Note: It is recommended
that a one-to-one
correspondence be
established with the
values of ACTIVE,
INACTIVE, and
PLANNED.

Setting Up and Maintaining Unit Sets

The procedure for setting up and maintaining unit sets includes the following steps:
1. Use the Basic Unit Set Details window to create a unit set. For an academic unit
set, the administrative indicator is unchecked. For an administrative unit set,
the administrative indicator is checked.
2. In the same window, restrict the unit set to specific program types, such as
Bachelor's Pass or Master's by Research.
Click the Unit Set Notes button to open the Unit Set Notes window and enter
notes describing the uses or limitations of the unit set, as required.
Click the Unit Set Rules button to open the Unit Set Rules window and define
rules to apply units to the unit set and establish prerequisites, as required.
3. Click the Apply Unit Set to Program Offerings button to open the Apply Unit
Set to Program Offerings window.
At this point, the user can apply the unit set to a particular program offering or to a
group of program offerings with one of the following procedures:

Program Structure and Planning Overview 4-15

Unit Sets

■ Applying Unit Set to a Particular Program Offering

■ Applying Unit Set to a Group of Program Offerings
Note: Unit sets can be attached to an entry point reference code in the Program
Entry Point Reference Codes window. By mapping to entry point codes, applicants
uploaded into Admissions through the Process TAC Offer File Load job are
automatically admitted to the unit set that becomes part of their admission offer.

Applying Unit Set to a Particular Program Offering

The procedure for applying a unit set to a particular program offering includes the
following steps:
1. Click the Program Offering Unit Sets button to open the Program Offering
Unit Sets window. The list of values contains all ACTIVE unit sets, regardless of
those attached to program offerings in the Apply Unit Set to Program Offerings
window, and is restricted by the program type restrictions established in the
Basic Unit Set Details window. Unit sets can be defined as Only as Subordinate
for the program offering to restrict the unit set to a subordinate relationship
with other unit sets.
2. Click the Program Offering Unit Set Relationships button to open the Program
Offering Unit Set Relationships window. Create superior and subordinate
relationships between the different unit sets for the program offering.
3. Click the Program Offering Option Unit Sets button to open the Program
Offering Option Unit Sets window. Restrict a program offering option to
specific unit sets that are applied to the program offering but are not available
to the program offering option.

Applying Unit Set to a Group of Program Offerings

The procedure for applying a unit set to a group of program offerings includes the
following steps:
1. In the Basic Program Details window, click the Program Offering button to
open the Program Offerings window.
2. For the displayed program offering, click the Program Offering Unit Set button
to open the Program Offering Unit Sets window, where unit sets can be mapped
to the program offering.
3. Click the Program Offering Unit Set Relationships button to open the Program
Offering Unit Set Relationships window, where superior and subordinate
relationships can be established between the program offering unit sets.

4-16 Oracle Student System User’s Guide

 Unit Sets

4. Return to the Program Offerings window and click the Program Offering
Options button to open the Program Offering Options window, and display the
program offering options.
5. Click the Program Offering Option Unit Sets button to open the Program
Offering Option Unit Sets window. The program offering option can be
restricted to particular unit sets within the program offering.

Attaching Unit Sets to Student Program Attempts

When a student enrolls in a program attempt, unit sets can be selected for the
program attempt to further define the student’s intended path of study.
The procedure for attaching unit sets to a student program attempt includes the
following steps:
1. In the Student Enrollments window, click the Program button to display
student program attempt details.
2. Click the Unit Sets button to open the Unit Set Attempt window.
Unit sets for the program offering can be selected for the student program
attempt. Unit sets that constitute the major part of the student program attempt
can be defined as primary sets for display on documentation.

Unit Sets and Encumbrances

The Excluded from Enrollment in a Specific Program Unit Set effect type, one of the
system encumbrance effect types available to institutions, can prevent a student
within a particular program from selecting a specific unit set.
For information on applying encumbrances to individual students, see Chapter 358,
Person Hold Details Procedure.

Program Structure and Planning Overview 4-17

Program and Unit Rollover

Program and Unit Rollover

To reduce the work involved in maintaining curriculum and associated data, the
system provides rollover functionality by which existing program and unit
information can be used to create the following new information:
■ new programs and program versions based on existing program versions
■ new units and unit versions based on existing unit versions
■ new unit offering patterns, unit offering pattern waitlists, and unit sections
based on existing unit offering patterns, unit offering pattern waitlists, and unit
sections
■ program offering instances and patterns in a new academic period based on
program offering instances and patterns of a former academic period. If
required, a particular organizational unit can also be rolled over.
■ program offering instances and patterns in a new teaching period based on unit
offering options and patterns of a former teaching period. If required, a
particular organizational unit can also be rolled over.

4-18 Oracle Student System User’s Guide

 5
Basic Program Details Procedure

This chapter describes how to create program versions and enter program details.
The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Program Versions Procedure
■ Basic Program Details Window
■ Basic Program Details Window Description

Basic Program Details Procedure 5-1

Definition

Definition
The basic program details procedure creates institution-defined program versions
and enters details relevant to the program version.

Overview
A program includes one or more areas of study that can lead to a formal award.
Each program is defined by numerous attributes.
Many versions of a program can be created if new versions have significantly
different attributes from previous versions. Program versions represent a history of
changes made to a program’s attributes. Students can complete the program version
they are enrolled in even if a different program version is offered to new students.
The institution determines whether changing one or more attributes results in the
creation of a new version.
Students are enrolled in particular program versions.
Table 5–1 describes program statuses.

Table 5–1 Program Statuses

Program Status Description
Active students can enroll in program
can be changed only to Inactive
only one version of active program and unset expiration
date can exist; before changing status of new program
version to Active, status of existing program version must
be changed to Inactive or expiration date must be entered
Inactive students cannot enroll in program
can be changed only to Active
system does not check for closed reference data when
changing Inactive to Active
program status can be changed to Inactive only when end
date is entered
details of inactive program version cannot be modified
Pending program needs to be approved and have its status
changed to Planned or Active before students can enroll

5-2 Oracle Student System User’s Guide

 Overview

Table 5–1 Program Statuses

Program Status Description
Planned students can enroll in program in future
new programs must be Planned
can be changed only to Active or Inactive
when status is changed from Planned to Active, system
checks related program offerings and displays warning if
closed or missing reference data is found; correct data
must be entered before status becomes Active, or new
version must be created

Basic Program Details Procedure 5-3

Creating Program Versions Procedure

Creating Program Versions Procedure

The following information applies to this procedure:
■ Closed organizational units, program statuses, government special program
types, and program types cannot define a program and programs containing
these closed values cannot be activated.
■ The sum of the values entered in the External Limit and Residency Credit
Points Required fields should equal the value in the Credit Points Required
field.
To create a program version, perform the following steps.
1. In Oracle Student System, navigate to the Basic Program Details window as
follows:
Program Structure and Planning - Basic Program Details
2. Enter data in appropriate fields as described in Table 5–2.
The following information applies to this step:
■ To modify a program version in which students are enrolled, a new
program version must be created.
■ If students are enrolled in a program version, it cannot be deleted.
■ To delete a program version, dependent data such as program awards and
offerings, must be deleted first.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Optionally, click the buttons described in Table 5–2 and enter data in
appropriate fields.
Note: Click Other Program Detail to display buttons to enter additional
program details.
5. Close the window.

5-4 Oracle Student System User’s Guide

 Basic Program Details Window

Basic Program Details Window

Figure 5–1 Basic Program Details Window

Basic Program Details Procedure 5-5

Basic Program Details Window Description

Basic Program Details Window Description

Table 5–2 Basic Program Details Window Description
Field Name Type Features Description
Program Code required program code
Version Number default, program version number; new program is assigned
display only version number of 1 when record is saved; version
automatically created by system
Title required program name
Program Status required list of values program status
For information on program statuses, see Table 5–1.
Approval Date optional list of date program approved for inclusion in curriculum
values:
pop-up
calendar
External Approval optional list of date external entity, such as government agency,
Date values: approves program for inclusion in curriculum
pop-up
calendar
Effective Date required list of start date; default start date is current date
values:
pop-up
calendar
[End Date] optional list of end date; must be left blank when creating new
values: program version
pop-up
Note: An end date is entered only for inactive program
calendar
versions.
Note: A program’s end date must be greater than or
equal to the expiration date if an expiration date is set.
Expiration Date optional list of date when program is no longer available for student
values: enrollment if no administrative action taken pending
pop-up review, accreditation, or some other event
calendar
Note: Units with an expiration date cannot be used by
the Admissions subsystem except for readmission.
Review Date optional list of date program version must be reviewed
values:
pop-up
calendar

5-6 Oracle Student System User’s Guide

 Basic Program Details Window Description

Table 5–2 Basic Program Details Window Description

Field Name Type Features Description
Short Title required short version of program name
Abbreviation required abbreviated version of program name
Program Type required list of values program type, for example, Bachelors or Non-award
Note: The program type must be Award if program
awards exist for the program. That is, if program
completion results in awarding a degree or certificate,
it must be of type Award.
[Description] default, program type description
display only
Responsible required list of values organizational unit with responsibility for program
Organizational Unit
[Start Date] default, organizational unit start date
display only
[Description] default, responsible organizational unit name
display only
Government Special required list of values government special program type
Program Type
Supplemental Exams optional check box indicates if supplemental exams are permitted
Permitted
Note: The Supplemental Exam check box in the Basic
Unit Details window overrides the Supplemental
Exams Permitted check box in this window.
Generic Program optional check box indicates if program is generic
Graduate Students optional check box indicates if students can graduate from program or
program is award program
Intermission Region
Allow Intermission optional check box indicates if students can take intermission from
program version
Count In Progression optional check box indicates if intermission period is counted in
progression
Number Units Before optional number of units students must complete before taking
Intermission intermission
Max Intermission optional maximum number of months students can take
(Months) intermission

Basic Program Details Procedure 5-7

Basic Program Details Window Description

Table 5–2 Basic Program Details Window Description

Field Name Type Features Description
Advanced Standing
Region
Qualification Recency optional time period, in years, for which other studies will be
recognized for the purpose of granting advanced
standing in a program
External Limit optional maximum amount of advanced standing that can be
granted in the program for studies undertaken outside
the institution
Internal Limit optional maximum amount of advanced standing that can be
granted in a program for studies undertaken at the
institution
CP Required optional minimum number of credit points student requires to
complete program
Max CP Per Teaching optional maximum number of credit points student can have in
Period teaching period
Note: This data is used to validate student schedules
during enrollments to prevent students from
overloading their schedules.
Residency CP Reqd optional minimum number of credit points student must take at
institution, rather than abroad or at another institution
Standard Annual optional load in credit points that a full-time student would
Load normally study in a year if enrolled in the program.
This is used to calculate the relative weighting of the
units for the Effective Full Time Student Units
calculation.
Note: If the program annual load for a program
version is not constant for each year of the program,
the Standard Annual Load field must be left blank and
the Program Annual Load window must be used to
enter the annual load for each year of the program.
Credits Total Effective optional total full-time equivalency for the program; represents
Full Time Student the student load for a unit or part of a unit expressed
Units as a proportion of the workload for a standard annual
program for students undertaking a full year of study
in a particular year of a particular program.
Government Program optional aggregate Effective Full Time Student Units value for a
Load program, expressed in tenths

5-8 Oracle Student System User’s Guide

 Basic Program Details Window Description

Table 5–2 Basic Program Details Window Description

Field Name Type Features Description
Contact Hours optional minimum number of contact hours, which is in-class
time for a unit, required of the student for completion
of the program
Standard Part time optional a government code that indicates the standard time to
Completion Time complete the requirements of the program on a
part-time basis
Standard Full time optional a government code that indicates the standard time to
Completion Time complete the requirements of the program on a
full-time basis
Min Submission % optional percentage of total effective full-time days that must
pass before a research thesis can be submitted. This
value is used in the calculation of submission dates for
research candidature.
Other Program Detail button displays buttons to enter additional program details
Program Offering button opens Program Offerings window
Program Version button opens Program Version Notes window
Note
Alternative Exit button opens Program Alternative Exits window
Program Award button opens Program Awards window
Program Ownership button opens Program Ownership window
Program Annual button opens Program Annual Load window
Load
Program Group button opens Program Group Membership window
Membership
Program Reference button opens Program Reference Codes window
Code
Program button opens Program Categorizations window
Categorization
Program Field of button opens Program Fields of Study window
Study
Funding Source button opens Restricted Funding Sources window
Restriction
Program Stage button opens Program Stages window
Program Version Rule button opens Program Version Rules window

Basic Program Details Procedure 5-9

Basic Program Details Window Description

Table 5–2 Basic Program Details Window Description

Field Name Type Features Description
Default Milestone Set button opens Program Default Research Milestones window
Progression Rules button opens Progression Rule Applications window
Occupational Titles button opens Program Occupational Titles window

5-10 Oracle Student System User’s Guide

 6
Program Alternative Exits Procedure

This chapter describes how to create program alternative exits. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Program Alternative Exits Procedure
■ Program Alternative Exits Window

Program Alternative Exits Procedure 6-1

Definition

Definition
The program alternative exits procedure creates alternative exits from programs.

Overview
The following regions are described in this section:
■ Program Version Region
■ Alternative Exit Region

Program Version Region

The Program Version region of the Program Alternative Exits window displays the
current program version record selected in the Basic Program Details window. The
displayed records in the Alternative Exit region of the Program Alternative Exits
window are the alternative exits for the selected record.

Alternative Exit Region

The Program Ownership region of the Program Alternative Exits window enters
and maintains the set of alternative exits for the selected program version. An
alternative exit is represented by another program version entered in the system.
Students satisfying the program completion requirements of the alternative exit can
exit their enrolled program with the award for the alternative exit program version.
For example, a Bachelor of Commerce degree can have an alternative exit of a
Diploma of Business Administration. This means that students enrolled in a
Bachelor of Commerce program could exit that program with a Diploma of
Business Administration if they satisfy the program completion requirements of the
lesser award.

6-2 Oracle Student System User’s Guide

 Creating Program Alternative Exits Procedure

Creating Program Alternative Exits Procedure

The following information applies to this procedure:
■ The exit program code must be a program code currently entered in the system.
■ The exit version set is the set of version numbers identifying which versions of
the program specified by the exit program code are valid as alternative exits.
■ Alternative exits cannot be altered, inserted, or deleted once the exit version’s
program status is made Inactive.
■ Adding an alternative exit indicates that students can exit their enrolled
program version by taking the award for the alternative exit program.
To create program alternative exits, perform the following steps.
1. In Oracle Student System, navigate to the Program Alternative Exits window as
follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Select a program version and click Other Program Detail.
3. Click Alternative Exit.
The Program Alternative Exits window appears.
4. Enter data in appropriate fields.
The following information applies to this step:
■ Deleting an alternative exit indicates that the alternative exit is no longer
available for the selected program version.
■ The Exit Program Code field is protected against modification. An
incorrectly entered program code can be deleted and the correct code
entered.
5. In the Exit Program Code field, enter the program code of the alternative exit
program version.
6. In the Exit Version Set field, enter the version number or range of version
numbers.
7. Save or save and continue as follows:
File - Save or Save and Proceed

Program Alternative Exits Procedure 6-3

Creating Program Alternative Exits Procedure

8. Close the window.

6-4 Oracle Student System User’s Guide

 Program Alternative Exits Window

Program Alternative Exits Window

Figure 6–1 Program Alternative Exits Window

Program Alternative Exits Procedure 6-5

Program Alternative Exits Window

6-6 Oracle Student System User’s Guide

 7
Program Awards Procedure

This chapter describes how to assign program awards. The following sections are in
this chapter:
■ Definition
■ Overview
■ Attaching Program Awards Procedure
■ Assigning Program Award Ownership Procedure
■ Program Awards Window

Program Awards Procedure 7-1

Definition

Definition
The program awards procedure defines awards that result from successful
completion of a program, such as Bachelor of Science or Diploma of Business
Administration. The award codes, their corresponding titles, and diploma types are
maintained in the Awards window.
The Program Awards procedure also defines award ownership. An award can be
owned by more than one organizational unit in varying proportions.

Overview
The following regions are described in this section:
■ Program Version Region
■ Program Awards Region
■ Program Award Ownerships Region

Program Version Region

The Program Version region of the Program Awards window displays the current
program version record selected in the Basic Program Details window. The
displayed records in the Program Awards region of the Program Awards window
are the program awards for the selected record.

Program Awards Region

In the Program Awards region of the Program Awards window, users enter and
maintain the set of awards for the displayed program version. A program award is
represented by an institution-defined code and a title that are created and
maintained using the Awards window. Students satisfying the completion
requirements of the program version become eligible for the award or awards
listed.
The Award Code field is protected against modification. An incorrectly entered
program code can be deleted and the correct code inserted.
The award for successful completion of program A300 - Bachelor of Arts can be
entered using any institution-defined award code, for example, BA - Bachelor of
Arts.
Combined degrees are an example of programs that can have more than one award.

7-2 Oracle Student System User’s Guide

 Overview

Program Award Ownerships Region

The Program Award Ownerships region of the Program Awards window identifies
the organizational unit or units responsible for a program award. A program award
can be owned by more than one organizational unit in varying proportions. For
example, BA - Bachelor of Arts can be owned by organizational unit 0401 - Faculty
of Arts.

Program Awards Procedure 7-3

Attaching Program Awards Procedure

Attaching Program Awards Procedure

The following information applies to this procedure:
■ Program awards cannot be attached to nonaward programs.
■ Closed awards cannot be attached to programs.
■ Only awards with the system Award Type of Program can be attached to
programs.
■ Program awards cannot be altered, inserted, or deleted once the program
version is made Inactive.
■ Programs with multiple awards must typically have multiple fields of study
and vice versa.
■ Program awards with dependent graduand and graduation ceremony records
cannot be deleted.
■ Adding program awards to program versions permits the use of this
information by the Graduation subsystem. In particular, this information is
available for use when graduand and graduation award ceremony records are
created and modified.
To attach new program awards to a program version, perform the following steps.
1. In Oracle Student System, navigate to the Program Awards window as follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Other Program Detail.
4. Click Program Award.
The Program Awards window appears.
5. Enter data in appropriate fields.
The following information applies to this step:
■ Any ownership records for the program award must be deleted first.
6. In the Award Code field, enter a valid code or select the appropriate award
code from the list of values.

7-4 Oracle Student System User’s Guide

 Attaching Program Awards Procedure

7. If more than one award is to be entered against the program version, repeat
Step 2 until all awards are entered.
8. Save or save and continue as follows:
File - Save or Save and Proceed
A message warning that award ownership is not defined appears.
Note: If program award ownership can be defined now, go to the Assigning
Program Award Ownership Procedure in this chapter.
9. Click OK.
10. Close the window.

Program Awards Procedure 7-5

Assigning Program Award Ownership Procedure

Assigning Program Award Ownership Procedure

The following information applies to this procedure:
■ Ownership of a program must total 100%.
■ Program award ownership can be added only against organizational units that
are Active.
■ Program ownership cannot be altered once the program version is made
Inactive.
■ Assigning ownership of a program award to one or more organizational units
permits use of this information elsewhere in the system. In particular, the
information can be used in reports and statistics.
To assign program award ownership, perform the following steps.
1. In Oracle Student System, navigate to the Program Awards window as follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Other Program Detail.
4. Click Program Award.
The Program Awards window appears.
5. Enter data in appropriate fields.
The following information applies to this step:
■ If, after an owning organizational unit is deleted, any owning
organizational units still remain, the percentages for the remaining
organizational units must be adjusted until the total is 100.
■ The Organizational Unit Code, Organizational Start Date, and Description
fields are protected from alteration. Only the % field can be modified.
■ To change an owning organizational unit, the existing owning
organizational unit must be deleted and a new owning organizational unit
added.
■ Any alteration to ownership percentages must still total 100.
6. In the Program Awards region of the Program Awards window, select the
program award for which ownership is to be defined.

7-6 Oracle Student System User’s Guide

 Assigning Program Award Ownership Procedure

7. In the Program Award Ownerships region, enter Insert mode.

8. In the Organizational Unit Code field, enter a valid organizational unit code or
select the appropriate owning organizational unit from the list of values.
9. Perform one of the following options:
■ If the award is owned entirely by the selected organizational unit, enter 100
in the % field.
■ If the award is owned by more than one organizational unit, enter the
proportion of ownership of this organizational unit up to two decimal
places in the % field.
For example, enter one third ownership as 33.33.
10. If an award is owned by more than one organizational unit, repeat Step 9 until
the percentage total is 100.
11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

Program Awards Procedure 7-7

Program Awards Window

Program Awards Window

Figure 7–1 Program Awards Window

7-8 Oracle Student System User’s Guide

 8
Program Ownership Procedure

This chapter describes how to assign program ownership. The following sections
are in this chapter:
■ Definition
■ Overview
■ Assigning Program Ownership Procedure
■ Modifying Ownership of a Program Version Procedure
■ Program Ownership Window

Program Ownership Procedure 8-1

Definition

Definition
The program ownership procedure assigns and apportions program version
ownership to one or more organizational units.

Overview
The following regions are described in this section:
■ Program Version Region
■ Program Ownerships Region

Program Version Region

The Program Version region of the Program Ownership window displays the
current program version record selected in the Basic Program Details window. The
displayed records in the Program Ownerships region of the Program Ownership
window are the program owners for the selected record.

Program Ownerships Region

In the Program Ownerships region of the Program Ownership window, users enter
the organizational unit or units that own the selected program version. In general,
the owner or owners of a program version are responsible for the delivery of the
program to students. A program version can be owned by more than one
organizational unit in varying proportions. For example, Program version A 300 -
Bachelor of Arts, version x, is owned by the Faculty of Arts, 100%.

8-2 Oracle Student System User’s Guide

 Assigning Program Ownership Procedure

Assigning Program Ownership Procedure

The following information applies to this procedure:
■ Ownership of a program must total 100%.
■ Program ownership can be added only against organizational units that are
Active.
■ Program ownership cannot be altered once the program version is made
Inactive.
■ Assigning ownership of a program version to one or more organizational units
permits use of this information elsewhere in the system. In particular, the
information can be used in reports and statistics.
To assign ownership of a program version, perform the following steps.
1. In Oracle Student System, navigate to the Program Ownership window as
follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Other Program Detail.
4. Click Program Ownership.
The Program Ownership window appears.
5. Enter data in appropriate fields.
The following information applies to this step:
■ If, after an owning organizational unit is deleted, any owning
organizational units still remain, the percentages for the remaining
organizational units must be adjusted until the total is 100.
■ The Organizational Unit Code, Organizational Start Date, and Description
fields are protected from alteration. Only the Percentage field can be
modified.
■ To change an owning organizational unit, the existing owning
organizational unit must be deleted and a new owning organizational unit
added.
■ Any alteration to ownership percentages must still total 100 percent.

Program Ownership Procedure 8-3

Assigning Program Ownership Procedure

6. In the Organizational Unit Code field, enter a valid organizational unit code or
select the appropriate owning organizational unit from the list of values.
7. Perform one of the following options:
■ If the program version is owned entirely by the selected organizational unit,
enter 100 in the % field.
■ If the program version is owned by more than one organizational unit,
enter the proportion of ownership of this organizational unit up to two
decimal places in the % field.
For example, enter one third ownership as 33.33.
8. If a program version is owned by more than one organizational unit, repeat
Step 7 until the percentage total is 100.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

8-4 Oracle Student System User’s Guide

 Modifying Ownership of a Program Version Procedure

Modifying Ownership of a Program Version Procedure

To modify ownership of a program version, perform the following steps.
1. In Program Structure and Planning, navigate to the Program Ownership
window as follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Other Program Detail.
4. Click Program Ownership.
The Program Ownership window appears.
5. Query the record to be modified.
6. In the % field, alter the value.
7. Perform one of the following:
■ If there is only one owning organizational unit, the percentage is now less
than 100. Add another owning organizational unit or return the percentage
ownership of this organizational unit to 100.
■ If there is more than one owning organizational unit, the percentages no
longer total 100. Either adjust the percentages of the other organizational
units, add an organizational unit, or delete an organizational unit until the
percentages total 100.
8. Click Save.

Program Ownership Procedure 8-5

Program Ownership Window

Program Ownership Window

Figure 8–1 Program Ownership Window

8-6 Oracle Student System User’s Guide

 9
Program Annual Load Procedure

This chapter describes how to enter program annual load. The following sections
are in this chapter:
■ Definition
■ Overview
■ Entering Program Annual Load Procedure
■ Linking Program Annual Load Unit Link Procedure
■ Program Annual Load Window

Program Annual Load Procedure 9-1

Definition

Definition
The program annual load procedure enters standard annual load for each year of a
program if the standard annual load is variable. If the standard annual load is
constant, it can be entered as a single value in the Basic Program Details window.

Overview
The following regions are described in this section:
■ Program Version Region
■ Program Annual Loads Region
■ Program Annual Load Unit Links Region

Program Version Region

The Program Version region of the Program Annual Load window displays the
current program version record selected in the Basic Program Details window. The
displayed records in the Program Annual Loads region of the Program Annual
Load window are the annual load data for the selected record.

Program Annual Loads Region

Institutions that have a variable annual credit point load for a full-time year of
study use the Program Annual Loads region of the Program Annual Load window.
Institutions that operate with standard annual loads use the Basic Program Details
window to record credit point load. If the annual credit point load varies, an
Effective Full-Time Student Units calculation derives a student’s attendance type.
For example, if the annual credit point load for a full-time year of study varies
between years within a program, annual credit point values must be entered for
each year of the program version. This is illustrated as follows:
year1 = 96 credit points
year2 = 108 credit points
year3 = 96 credit points

9-2 Oracle Student System User’s Guide

 Overview

Program Annual Load Unit Links Region

Unit version can be linked to program annual loads for the purpose of calculating
their Effective Full-Time Student Units. In particular, a unit version can be linked to
the load for a particular year of a program.

Program Annual Load Procedure 9-3

Entering Program Annual Load Procedure

Entering Program Annual Load Procedure

The following information applies to this procedure:
■ If the annual load is constant for each year of a program version, the Program
Annual Load must not be used. For constant loads, use the Basic Program
Details window.
■ Annual loads entered in the Program Annual Load window override a
standard annual load entered in the Basic Program Details window.
■ A year for the purposes of program annual load can be any 12- month period
that constitutes a study year for the particular program. For example,
06-JAN-2002 to 31-MAR-2003 is a period.
■ An annual load can be entered with a start date and no end date. This creates
annual loads that can be applicable for many years.
■ Annual loads with the same description can be entered, but only one of these
can exist without an effective end date.
■ Annual load cannot be altered once the program version is Inactive.
To enter an annual load for a year of a program version, perform the following
steps.
1. In Oracle Student System, navigate to the Program Annual Load window as
follows:
Program Structure and Planning - Basic Program Details
2. Click Other Program Detail.
3. Click Program Annual Load.
The Program Annual Load window appears.
4. Enter data in appropriate fields.
The following information applies to this step:
■ Unless the annual load record is entered in error, it is advisable to end-date
the record and create a new record.
■ To delete an annual load record, any associated program annual load
records must first be deleted and saved.
■ Unless the annual load record is entered in error, it is advisable to end-date
the record and create a new record.

9-4 Oracle Student System User’s Guide

 Entering Program Annual Load Procedure

5. In the Year Number field, enter a year number such as 1 or 2.

6. In the From field, enter the date when the annual load figure becomes
applicable.
7. In the To Effective Dates field, enter the last date when the annual load figure is
applicable.
This is optional for the first occurrence of a year description only.
8. In the Annual Load Value field, enter the annual load value applicable to the
year description.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Program Annual Load Procedure 9-5

Linking Program Annual Load Unit Link Procedure

Linking Program Annual Load Unit Link Procedure

The following information applies to this procedure:
■ A link cannot be made to a unit version that is Inactive.
■ Unit links cannot be altered once the program version is made Inactive.
To link a unit version to a program annual load, perform the following steps.
1. In Program Structure and Planning, navigate to the Program Annual Load
window as follows:
Program Structure and Planning - Basic Program Details
2. Click Other Program Detail.
3. Click Program Annual Load.
The Program Annual Load window appears.
4. Enter data in appropriate fields.
5. In the Program Annual Loads region, select the program annual load record to
which a unit is to be linked.
6. In the Unit Code field, enter a valid value or select the unit version to be linked
to the annual load from the list of values.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

9-6 Oracle Student System User’s Guide

 Program Annual Load Window

Program Annual Load Window

Figure 9–1 Program Annual Load Window

Program Annual Load Procedure 9-7

Program Annual Load Window

9-8 Oracle Student System User’s Guide

 10
Program Group Membership Procedure

This chapter describes how to assign program group membership. The following
sections are in this chapter:
■ Definition
■ Overview
■ Assigning Program Group Membership Procedure
■ Program Group Membership Window

Program Group Membership Procedure 10-1

Definition

Definition
The program group membership procedure assigns a program version to
membership in a previously created program group.

Overview
The following regions are described in this section:
■ Program Version Region
■ Program Group Memberships Region

Program Version Region

The Program Version region of the Program Group Membership window displays
the current program version record selected in the Basic Program Details window.
The displayed records in the Program Group Memberships region of the Program
Group Membership window are the program groups for the selected record.

Program Group Memberships Region

The Program Group Memberships region of the Program Group Membership
window assigns a program version to predefined program groups. Any
functionality specified as applying to the program group is applied to the program
version by virtue of its membership in the group. Reports can be generated by
program group which results in the selection of all group members.
Fields in the Program Group Memberships region of the Program Group
Membership window are protected from modification. Modification of group
memberships can be achieved only by adding new program groups and deleting
old program groups.

10-2 Oracle Student System User’s Guide

 Assigning Program Group Membership Procedure

Assigning Program Group Membership Procedure

The following information applies to this procedure:
■ The program group to which the program version is assigned must exist in the
system.
■ Program groups are created and maintained using the Program Group
Membership window. The same window also assigns program versions to
program groups when a number of program versions are to be assigned to one
program group.
■ A program version cannot be added against a Closed program group.
■ Program group membership cannot be altered once the program version is
made Inactive.
■ Assigning a program version to membership of a program group causes any
functionality applied to the program group to affect the program version.
To assign a program version to program group membership, perform the following
steps.
1. In Oracle Student System, navigate to the Program Group Membership window
as follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Other Program Detail.
4. Click Program Group Membership.
The Program Group Membership window appears.
5. Enter data in appropriate fields.
6. In the Program Group Code field, enter a valid program group code or select
the appropriate program group from the list of values.
7. In the Description field, enter a description of the program group code.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Program Group Membership Procedure 10-3

Program Group Membership Window

Program Group Membership Window

Figure 10–1 Program Group Membership Window

10-4 Oracle Student System User’s Guide

 11
Program Reference Codes Procedure

This chapter describes how to assign program reference codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Assigning Program Reference Codes Procedure
■ Program Reference Codes Window

Program Reference Codes Procedure 11-1

Definition

Definition
The program reference codes procedure assigns alternative reference codes to
program versions.

Overview
The following regions are described in this section:
■ Program Version Region
■ Program Reference Codes Region

Program Version Region

The Program Version region of the Program Reference Codes window displays the
current program version record selected in the Basic Program Details window. The
displayed records in the Program Reference Codes region of the Program Reference
Codes window are the alternative reference codes for the selected record.

Program Reference Codes Region

Each program version in Oracle Student System is identified by its unique
combination of program code and version number. Program reference codes can
also be entered to identify a program version for other specific purposes. This
feature is particularly useful for entering codes used by other systems to identify a
program version. Each reference code assigned to a program version must be
assigned a reference code type, which is maintained in the Reference Code Types
window. Reference code types are mapped to system reference code types that are
recognized by the system for specific functions.
Reference codes can be linked to the following system reference code types:
■ Interactive Voice Response (IVR)
An existing IVR system can use numerical codes to identify program versions.
In Oracle Student System, the same program version can be represented by an
alphanumeric program code and a version number. Using the Program
Reference Codes window, it is possible to enter the IVR code against Oracle
Student System’s program code and version number to provide a link between
the two systems.

11-2 Oracle Student System User’s Guide

 Overview

■ CRSOFSTUDY
DETYA statistical reporting, elements 393 and 394, requires that programs
leading to an undergraduate award that are essentially the same but that have
different program codes, be identified by a program of study code. In Oracle
Student System, this is achieved by attaching a single program of study code to
each of the like program versions using the program reference code mechanism.
For example, the programs M300, M300A, M300B, and M300C are essentially the
same program offered to different cohorts of students. They must be reported to
DETYA under a single program of study code, such as M300. The instructions in the
Assigning Program Reference Codes Procedure in this chapter show the advantages
of using an existing program code as the program of study code.

Program Reference Codes Procedure 11-3

Assigning Program Reference Codes Procedure

Assigning Program Reference Codes Procedure

The following information applies to this procedure:
■ An alternative reference code must be assigned a reference code type. The
reference code type must already exist in the Reference Code Types window.
■ A reference code cannot be added if its reference code type is Closed.
■ Reference codes cannot be altered once the program version is made Inactive.
■ If a program code is used as a Crsofstudy reference code, the program version
description used by the system is from the Active version without an expiry
date set if one exists or an Active version with expiry date set if one exists, or a
Planned version if one exists.
To assign a program reference code to a program version, perform the following
steps.
1. In Oracle Student System, navigate to the Program Reference Codes window as
follows:
Program Structure and Planning - Basic Program Details
2. Click Other Program Detail.
3. Click Program Reference Code.
The Program Reference Codes window appears.
4. Enter data in appropriate fields.
The following information applies to this step:
■ Only the Description field can be modified because all other fields are
protected from modification. Modify reference codes by adding or deleting
reference codes.
5. In the Reference Code Type field, enter a valid value or select the appropriate
reference code type from the list of values.
6. In the Reference Code field, enter the program reference code.
Note: If the reference code type is mapped to a system reference code type of
Crsofstudy, an existing program code can be used as a reference code. In this
case, the program code is validated and the description is automatically
inserted. Reference codes that are not valid program codes can also be used.
7. If an existing program code is not used as the reference code, enter a description
in the Description field.

11-4 Oracle Student System User’s Guide

 Assigning Program Reference Codes Procedure

8. Save or save and continue as follows:

File - Save or Save and Proceed
9. Close the window.

Program Reference Codes Procedure 11-5

Program Reference Codes Window

Program Reference Codes Window

Figure 11–1 Program Reference Codes Window

11-6 Oracle Student System User’s Guide

 12
Program Categorizations Procedure

This chapter describes how to assign program categorizations. The following

sections are in this chapter:
■ Definition
■ Overview
■ Assigning Program Categorizations Procedure
■ Program Categorizations Window

Program Categorizations Procedure 12-1

Definition

Definition
The program categorizations procedure assigns program categories to program
versions.

Overview
The following regions are described in this section:
■ Program Version Region
■ Program Categorizations Region

Program Version Region

The Program Version region of the Program Categorizations window displays the
current program version record selected in the Basic Program Details window. The
displayed records in the Program Categorizations region of the Program
Categorizations window are the program categories assigned to the selected record.

Program Categorizations Region

Previously created categories can be assigned to a program version for the purpose
of grouping program versions.
Program categories can be used for specific purposes within the Statistics
subsystem.
Fields in the Program Categorizations region of the Program Categorizations
window are protected from modification. To modify program categorizations, add
and delete program categories.
Undergraduate, Non-Award, and Corporate are examples of program categories.

12-2 Oracle Student System User’s Guide

 Assigning Program Categorizations Procedure

Assigning Program Categorizations Procedure

The following information applies to this procedure:
■ Program categories are created and maintained in the Program Categorizations
window.
■ Closed program categories cannot be assigned to a program version.
■ Program categories cannot be altered once the program version is made
Inactive.
■ Assigning a program category to a program version permits the program
version to be grouped with other program versions of the same category.
To assign program categories to a program version, perform the following steps.
1. In Oracle Student System, navigate to the Program Categorizations window as
follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Other Program Detail.
4. Click Program Categorization.
The Program Categorizations window appears.
5. Enter data in appropriate fields.
6. In the Program Category field, enter a valid value or select the appropriate
category from the list of values.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Program Categorizations Procedure 12-3

Program Categorizations Window

Program Categorizations Window

Figure 12–1 Program Categorizations Window

12-4 Oracle Student System User’s Guide

 13
Program Fields of Study Procedure

This chapter describes how to define program fields of study. The following sections
are in this chapter:
■ Definition
■ Overview
■ Defining Program Fields of Study Procedure
■ Program Fields of Study Window

Program Fields of Study Procedure 13-1

Definition

Definition
The program fields of study procedure defines main fields of study for program
versions.

Overview
The following regions are described in this section:
■ Program Version Region
■ Program Fields of Study Region

Program Version Region

The Program Version region of the Program Fields of Study window displays the
current program version record selected in the Basic Program Details window. The
displayed records in the Program Fields of Study region of the Program Fields of
Study window are the fields of study for the selected record.

Program Fields of Study Region

One or more fields of study can be entered for a program version. The fields of
study are created and maintained using the Program Fields of Study window. Each
field of study maps to a government field of study that is used for statistical
reporting.
Note: Fields of study map to government fields of study that are used for statistical
reporting. Changes to fields of study can affect the statistics.
For example, the program Bachelor of Arts, Languages can have the field of study
Linguistics entered against it. This can be mapped to the Government Field of
Study 030304 - Linguistics. Psychology and Agricultural Science are also examples
of fields of study.

13-2 Oracle Student System User’s Guide

 Defining Program Fields of Study Procedure

Defining Program Fields of Study Procedure

The following information applies to this procedure:
■ A program version can have more than one field of study.
■ Combined degree programs are the only programs that have more than one
field of study.
■ Each field of study can be assigned a percentage representing the proportional
weighting of the field of study in relation to other fields of study of the program
version. The total of the percentages for all fields of study for a program version
must be 100.
■ Only one field of study can be identified as the major field of study.
■ Fields of study are created and maintained using the Fields of Study window.
■ A field of study cannot be altered once the program version is made Inactive.
■ Closed fields of study cannot be added to program versions.
To define a field of study for a program version, perform the following steps.
1. In Oracle Student System, navigate to the Program Fields of Study window as
follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Other Program Detail.
4. Click Program Field of Study.
The Program Fields of Study window appears.
5. Enter data in appropriate fields.
The following information applies to this step:
■ An Active program version must contain at least one field of study. If all
fields of study are deleted, at least one new field of study must be added
before the program version is saved.
■ Only the Major field and Percentage fields can be modified. To change a
field of study, it is necessary to delete incorrect records or create new
records.

Program Fields of Study Procedure 13-3

Defining Program Fields of Study Procedure

6. In the Field of Study field, enter a valid value or select the appropriate field of
study from the list of values.
7. Perform one of the following options:
■ If only one field of study is defined for the program version, the Major Field
check box is selected by default. Enter 100 in the % field.
■ If more than one field of study is created, select the Major Field check box
for the field of study considered to be the major field of study and adjust
the percentage values in the % field of all records so that their total is 100.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

13-4 Oracle Student System User’s Guide

 Program Fields of Study Window

Program Fields of Study Window

Figure 13–1 Program Fields of Study Window

Program Fields of Study Procedure 13-5

Program Fields of Study Window

13-6 Oracle Student System User’s Guide

 14
Restricted Funding Sources Procedure

This chapter describes how to maintain restricted funding sources. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Restricted Funding Sources Procedure
■ Restricted Funding Sources Window

Restricted Funding Sources Procedure 14-1

Definition

Definition
The restricted funding sources procedure defines the acceptable set of available
funding sources for a program.

Overview
The following regions are described in this section:
■ Program Version Region
■ Funding Source Restrictions Region

Program Version Region

The Program Version region of the Restricted Funding Sources window displays
the current program version record selected in the Basic Program Details window.
The displayed records in the Funding Source Restrictions region of the Restricted
Funding Sources window are the set of available funding sources for the selected
record.

Funding Source Restrictions Region

In the Funding Source Restrictions region of the Restricted Funding Sources
window, the user defines the restricted funding sources and the default funding
source of a program version. Restricted funding sources are those funding sources
against which a student’s enrollment in the program version can be funded.
One of the funding sources can be nominated as the default funding source.
Students enrolling in the program version would then have their funding source set
by default to the default funding source. If this funding source does not have the
Restrict check box selected, then the default funding source can be overridden at
enrollment.
Students enrolling in program versions with no recorded funding source restriction
can have their funding source set to any of the available funding sources.
Employer Funded or Special Grant are examples of restricted funding sources.

14-2 Oracle Student System User’s Guide

 Maintaining Restricted Funding Sources Procedure

Maintaining Restricted Funding Sources Procedure

The Restricted Funding Sources procedure includes the following parts:
■ Defining Restricted Funding Sources for a Program Version
■ Deleting a Restricted Funding Source from a Program Version
■ Modifying a Restricted Funding Source for a Program Version

Defining Restricted Funding Sources for a Program Version

The following information applies to this procedure:
■ Funding sources in the Restricted Funding Sources window are obtained from
a list of values. This list of values is maintained using the Funding Sources
window.
■ A program version can have more than one restricted funding source.
■ A restriction cannot be defined against a Closed funding source.
■ Funding source restrictions cannot be altered once the program version is made
Inactive.
■ Defining a restricted funding source or a set of restricted funding sources for a
program version limits the enrollment of students in the program version to
those funding sources.
■ Defining a restricted funding source as the default funding source makes it the
default for students enrolling in the program version.
To define restricted funding sources for a program version, perform the following
steps.
1. In Program Structure and Planning, navigate to the Restricted Funding Sources
window as follows:
Program Structure and Planning - Basic Program Details
2. Click Other Program Detail.
3. Click Funding Source Restriction.
The Restricted Funding Sources window appears.
4. In the Funding Source field, enter a valid value or select the appropriate
funding source from the list of values.

Restricted Funding Sources Procedure 14-3

Maintaining Restricted Funding Sources Procedure

5. Select the Default and Restrict check boxes according to the following
information.
Only one record can have a Default check box selected.
Either the Default or Restrict or both check boxes can be selected if there is only
one funding source record.
If there are two or more records, the Restrict check box must be selected for
every record.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Deleting a Restricted Funding Source from a Program Version

To delete a restricted funding source from a program version, perform the following
steps.
1. In Program Structure and Planning, navigate to the Restricted Funding Sources
window as follows:
Program Structure and Planning - Basic Program Details
2. Click Other Program Detail.
3. Click Funding Source Restriction.
The Restricted Funding Sources window appears.
4. In the Program Version region of the Restricted Funding Sources window,
query the correct program version.
5. In the Funding Source Restrictions region, select the correct funding source.
6. Delete the record.
7. Click Save.

Modifying a Restricted Funding Source for a Program Version

The following information applies to this procedure:
■ Only the Default and Restrict check boxes can be modified. Modify funding
sources by adding or deleting records.

14-4 Oracle Student System User’s Guide

 Maintaining Restricted Funding Sources Procedure

To modify a restricted funding source for a program version, perform the following
steps.
1. In Program Structure and Planning, navigate to the Restricted Funding Sources
window as follows:
Program Structure and Planning - Basic Program Details
2. Click Other Program Detail.
3. Click Funding Source Restriction.
The Restricted Funding Sources window appears.
4. Query the record to be modified.
5. Modify the Default and Restrict check boxes as required.
Note: Verify that only one funding source is selected as the default and that all
funding sources have the Restrict check box selected if there is more than one
funding source.
6. Click Save.

Restricted Funding Sources Procedure 14-5

Restricted Funding Sources Window

Restricted Funding Sources Window

Figure 14–1 Restricted Funding Sources Window

14-6 Oracle Student System User’s Guide

 15
Program Offerings Procedures

This chapter describes how to create program offerings and program offering
instances. The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Program Offerings Procedure
■ Creating Program Offering Instances Procedure
■ Program Offerings Window

Program Offerings Procedures 15-1

Definition

Definition
The program offerings procedures create program offerings and program offering
instances.

Overview
The Program Offerings window displays the current program version record
selected in the Basic Program Details window. The records displayed in the
Program Offerings region of the Program Offerings window are the program
offerings for the selected record.
The Program Offerings window includes the following regions:
■ Program Offerings Region
■ Program Offering Instances Region

Program Offerings Region

The Program Offerings region creates a program offering by assigning a program
version to a calendar type. Programs can be offered only in calendar types of the
Academic calendar category. A list of values containing only these calendar types
appears in the Calendar Type field. A program version can be offered in more than
one calendar type, each constituting a different program offering.
For example, a program version is assigned to the Standard Academic Year
calendar, indicating that it can be offered in any calendar of that type. The program
version can be offered in calendar types such as Standard Academic Year and MBA
Calendar for different offerings of the program, allowing different offering options
to be applied to the different offerings.

Program Offering Instances Region

After creating a program offering, specific occurrences of the offering, or program
offering instances, can be defined by specifying the particular calendar instance in
which the program version is offered.
The Rollover Program Offering Pattern concurrent process performs a bulk rollover
of program offering instances and patterns.
For example, a new program offering is created by assigning a program version to
the Standard Academic Year calendar type. This program offering can have
program offering instances in numerous calendar instances of the Standard

15-2 Oracle Student System User’s Guide

 Overview

Academic Year type. Each instance is specified by entering the calendar instance in
which the program version in offered, for example, the standard academic year
01-JAN-2000 to 31-DEC-2000.

Program Offerings Procedures 15-3

Creating Program Offerings Procedure

Creating Program Offerings Procedure

The following information applies to this procedure:
■ Program offerings can be assigned only to calendar types of the Academic
calendar category.
■ Program offerings cannot be altered when the program status is Inactive.
■ Program offerings cannot be assigned to closed calendar types, however, a
query can display program offerings assigned to closed calendar types.
To create a program offering, perform the following steps.
1. In Oracle Student System, navigate to the Basic Program Details window as
follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Program Offering.
The Program Offerings window appears.
4. Enter data in appropriate fields.
The following information applies to this step:
■ If a program offering has dependent program offering instance records, it
cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Optionally, click the buttons described in Table 15–1 and enter data in
appropriate fields.
Table 15–1 Program Offerings Region Buttons
Button Description Reference
Program Offering opens Program Offering Maintaining Program Offering
Notes Notes window Notes Procedure in this chapter
Program Offering opens Program Offering Maintaining Program Offering
Options Options window Options Procedure in this chapter

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 Creating Program Offerings Procedure

Table 15–1 Program Offerings Region Buttons

Button Description Reference
Patterns of Study opens Patterns of Study Maintaining Patterns of Study
window Procedure in this chapter
Program Offering opens Program Offering Maintaining Program Offering
Unit Sets Unit Sets window Unit Sets Procedure in this
chapter

7. Optionally, go to the Program Offering Instances region and enter data as

described in Creating Program Offering Instances Procedure in this chapter.
8. Close the window.

Program Offerings Procedures 15-5

Creating Program Offering Instances Procedure

Creating Program Offering Instances Procedure

The following information applies to this procedure:
■ A program offering can have numerous program offering instances.
■ Programs can be offered only in active calendar instances.
■ Changing a calendar status to Inactive makes the program offering instance
inactive, preventing new offering patterns from being assigned to them, and
students from enrolling in them.
To create a program offering instance, perform the following steps.
1. In Oracle Student System, navigate to the Basic Program Details window as
follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Program Offering.
The Program Offerings window appears.
4. Place the cursor in the Calendar Type field.
5. Go to the Program Offering Instances region.
6. Enter data in appropriate fields.
The following information applies to this step:
■ Only the minimum and guaranteed entry assessment scores can be
modified without creating a new program offering instance.
■ If a program offering instance has dependent children records, it cannot be
deleted.
7. In the Alternate Code field, select the alternate code from the list of values.
The calendar instances in the list of values are active instances of the calendar
type displayed in the Program Offerings region.
8. If the minimum entry assessment score required for a student to be considered
for the program is not constant for all related offering patterns, click Program
Offering Patterns and enter data in appropriate fields.

15-6 Oracle Student System User’s Guide

 Creating Program Offering Instances Procedure

Note: This minimum entry assessment score, which is entered in the Program
Offering Patterns window, overrides one entered in the Program Offerings
window.
To create program offering patterns, see Chapter 21, Program Offering Patterns
Procedure.
9. If the minimum entry assessment score required for a student to be considered
for the program is constant for all related offering patterns, enter the minimum
entry assessment score in the Minimum field.
10. If the minimum entry assessment score that guarantees a firm offer of
admission to a student is not constant for all related offering patterns, click
Program Offering Patterns and enter data in appropriate fields.
Note: This minimum entry assessment score, which is entered in the Program
Offering Patterns window, overrides one entered in the Program Offerings
window.
To create program offering patterns, see Chapter 21, Program Offering Patterns
Procedure.
11. If the minimum entry assessment score that guarantees a firm offer of
admission to a student is constant for all related offering patterns, enter the
minimum entry assessment score in the Guaranteed field.
12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Close the window.

Program Offerings Procedures 15-7

Program Offerings Window

Program Offerings Window

Figure 15–1 Program Offerings Window

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 16
Program Offering Notes Procedure

This chapter describes how to create program offering notes. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Program Offering Notes Procedure
■ Program Offering Notes Window

Program Offering Notes Procedure 16-1

Definition

Definition
Program offering notes are descriptive text in the form of notes that are attached to
program offerings.

Overview
The program offering notes procedure attaches additional information to program
offerings in the form of notes. Notes of many types can be created, each type
reflecting the common purpose of the notes associated with it. Notes can be created,
stored, and retrieved in almost any format.
The Program Offering Notes window displays the selected program offering record
from the Program Offerings window. The displayed records in the Program
Offering Note region are the notes for the selected record.
For example, the user selects program version A300 - Bachelor of Arts, version 1 in
the Basic Unit Details window and clicks Program Offering to navigate to the
Program Offerings window. In this window, the user selects the program offering
and clicks Program Offering Notes to navigate to the Program Offering Notes
window. The Program Offering Notes window displays the record and existing
notes for A300 - Bachelor of Arts, version 1.

16-2 Oracle Student System User’s Guide

 Creating Program Offering Notes Procedure

Creating Program Offering Notes Procedure

To create program offering notes, perform the following steps:
1. In Oracle Student System, navigate to the Program Offering Notes window as
follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Program Offering.
The Program Offerings window appears.
4. Click Program Offering Notes.
The Program Offering Notes window appears.
5. Enter data in appropriate fields.
6. In the Program Note Type field, select a program offering note type and
description from the list of values.
7. To enter a note for a program offering note type, select the appropriate program
offering note type and click Edit Note.
The Text Notes window appears.
For information on note functionality, see Chapter 17, Text Notes Procedure.
8. In the field, enter descriptive text.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Program Offering Notes Procedure 16-3

Program Offering Notes Window

Program Offering Notes Window

Figure 16–1 Program Offering Notes Window

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 17
Text Notes Procedure

This chapter describes how to create notes containing information related to data in
Oracle Student System. The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Text Notes Procedure
■ Text Notes Window

Text Notes Procedure 17-1

Definition

Definition
The text notes procedure creates notes containing information related to data in
Oracle Student System.

Overview
The text notes procedure attaches additional information to records in Oracle
Student System’s database and can be accessed from windows in many subsystems.
All notes must be assigned a note type. The types are defined by the institution for
each subsystem in which notes are used. The note type reflects the purpose of the
notes associated with it. For example, a Handbook note type can refer to notes
containing information for publication in an institution’s official handbook.
Notes can be created, stored, and retrieved in text format.

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 Creating Text Notes Procedure

Creating Text Notes Procedure

The following information applies to this procedure:
■ The label for the field at the left-hand side of a window used to access note
functionality varies, depending on context.
To create or edit a note, perform the following steps.
1. In Oracle Student System, the Text Notes window is accessible through multiple
navigation paths.
2. In the field of the Text Notes window, enter or modify descriptive text.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Text Notes Procedure 17-3

Text Notes Window

Text Notes Window

Figure 17–1 Text Notes Window

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 18
Program Offering Options Procedure

This chapter describes how to create program offering options. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Program Offering Options Procedure
■ Program Offering Options Window

Program Offering Options Procedure 18-1

Definition

Definition
The program offering options procedure creates program offering options.

Overview
The Program Offering Options window displays the current program offering
record selected in the Program Offerings window. The records displayed in the
Program Offering Options region of the Program Offering Options window are the
program offering options for the selected record.
The Program Offering Options region defines the manner in which a program is
studied by specifying the attendance mode, for example, On Campus, Off Campus,
Web Based Learning, or Distance Learning, and the attendance type, for example,
Full Time, Half Time, or Quarter Time. A program offering can have more than one
offering option.

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 Creating Program Offering Options Procedure

Creating Program Offering Options Procedure

The following information applies to this procedure:
■ Program offering options cannot be created for program offerings assigned to
closed calendar types.
■ Program offering options cannot be created for closed program versions.
■ Program offering options cannot be created with closed location types,
attendance modes, and attendance types.
■ To create a program offering option, the location type must be Campus.
To create a program offering option, perform the following steps.
1. In Oracle Student System, navigate to the Program Offering Options window as
follows:
Program Structure and Planning - Basic Program Details
2. Click Program Offering.
The Program Offerings window appears.
3. Query the appropriate record.
4. Click Program Offering Options.
The Program Offering Options window appears.
5. Enter data in appropriate fields.
The following information applies to this step:
■ Data in the Location Code, Attendance Mode, and Attendance Type fields
cannot be modified.
■ If a program offering option has dependent children records, it cannot be
deleted.
6. Optionally, in the Time Limitation field, enter the number of years the program
offering option can be offered.
7. Optionally, if this location is the only one where units of the program offering
can be taken, select the Forced Location check box.
8. Optionally, if this attendance mode is the only one in which units of the
program offering can be taken, select the Forced Attendance Mode check box.

Program Offering Options Procedure 18-3

Creating Program Offering Options Procedure

9. Optionally, if this attendance type is the only one for the program offering,
select the Forced Attendance Type check box.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Optionally, click the buttons described in Table 18–1 and enter data in
appropriate fields.
Table 18–1 Program Offering Options Window Buttons
Button Description Reference
Program Offering opens Program Offering See Chapter 65, Program Offering
Option Admission Option Admission Option Admission Categories
Categories Categories window Procedure.
Program Offering opens Program Offering See Chapter 19, Program Offering
Option Notes Option Notes window Option Notes Procedure.
Program Offering opens Program Offering See Chapter 70, Program Offering
Option Unit Sets Option Unit Sets window Option Unit Sets Procedure.
Program Entry Point opens Program Entry Point See Chapter 20, Program Entry
Reference Codes Reference Codes window Point Reference Codes Procedure.

12. Close the window.

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 Program Offering Options Window

Program Offering Options Window

Figure 18–1 Program Offering Options Window

Program Offering Options Procedure 18-5

Program Offering Options Window

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 19
Program Offering Option Notes Procedure

This chapter describes how to create program offering option notes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Querying Program Offering Option Notes Procedure
■ Program Offering Option Notes Window

Program Offering Option Notes Procedure 19-1

Definition

Definition
The program offering option notes procedure creates and maintains notes relating
to program offering options.

Overview
The program offering option notes procedure attaches additional information to
program offering options in the form of notes. Notes of many types can be created,
each type reflecting the common purpose of the notes associated with it. Notes can
be created, stored, and retrieved in almost any format.
The Program Offering Option Notes window displays the selected program offering
option record from the Program Offering Options window. The displayed records in
the Program Offering Option Notes region are the notes for the selected record.
For example, the user selects program version A300-Bachelor of Arts, Version 1 in
the Basic Program Details window and clicks Program Offering to navigate to the
Program Offerings window. In this window, the user selects the calendar type
Standard Academic year and clicks Program Offering Options to navigate to the
Program Offering Options window. In this window, the user selects the location
code Falls Creek Campus, the attendance mode Full Time, and the attendance type
On Campus. The user selects a program offering option and clicks Program
Offering Option Notes. The Program Offering Option Notes window displays the
record and existing notes for A300 - Bachelor of Arts, version 1, Standard Academic
Year, Falls Creek Campus, Full Time, On campus.

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 Querying Program Offering Option Notes Procedure

Querying Program Offering Option Notes Procedure

To query program offering option notes, perform the following steps.
1. In Oracle Student System, navigate to the Program Offering Option Notes
window as follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Program Offering.
The Program Offerings window appears.
4. Click Program Offering Options.
The Program Offering Options window appears.
5. Query the appropriate record.
6. Enter data in appropriate fields.
7. Click Program Offering Option Notes.
The Program Offering Option Notes window appears.
8. In the Program Note Type field, select a program offering option note type and
description from the list of values.
9. To enter a note for a program offering option note type, select the appropriate
program offering option note type and click Edit Note.
The Text Notes window appears.
For information on note functionality, see Chapter 17, Text Notes Procedure.
10. In the field, enter descriptive text.

11. Save or save and continue as follows:

File - Save or Save and Proceed.

12. Close the window.

Program Offering Option Notes Procedure 19-3

Program Offering Option Notes Window

Program Offering Option Notes Window

Figure 19–1 Program Offering Option Notes Window

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 20
Program Entry Point Reference Codes
Procedure

This chapter describes how to maintain program entry point reference codes. The
following sections are in this chapter:
■ Definition
■ Overview
■ Defining Program Entry Point Reference Code for Program Offering Procedure
■ Program Entry Point Reference Codes Window

Program Entry Point Reference Codes Procedure 20-1

Definition

Definition
The program entry point reference codes procedure maintains program entry point
reference codes.

Overview
The following regions are described in this section:
■ Program Offering Option Region
■ Program Entry Point Reference Codes Region

Program Offering Option Region

The Program Offering Option region of the Program Entry Point Reference Codes
window displays the current program offering option record from the Program
Offering Options window. The displayed records in the Program Entry Point
Reference Codes region of the Program Entry Point Reference Codes window are
the available reference codes for the selected record.
For example, if program offering A300 - Bachelor of Arts, version x, Standard
Academic Year, Falls Creek Campus, Full-time, On Campus is displayed in the
Program Offering Options window and Program Entry Point Reference Codes is
clicked, the Program Entry Point Reference Codes window displays A300 - Bachelor
of Arts, version x, Standard Academic Year, Falls Creek Campus, Full-Time, On
Campus as the selected record, and any existing entry point reference codes relating
to this record are displayed.

Program Entry Point Reference Codes Region

Each program offering option is uniquely identified by a program code, version
number, calendar type, location code, attendance mode, and attendance type. The
Program Entry Point Reference Codes window enables users to enter and maintain
the codes used by other systems or organizations to identify a program offering
option, such as VTAC.
Program entry point reference codes are defined by specifying the reference code
type of the entry point reference code and a unique reference code. Note that
reference code types map to system reference code types. Unit set can also be
attached to entry points.
For example, an interactive voice response (IVR) system can use numeric codes to
give students access by phone to particular program offering options for admission

20-2 Oracle Student System User’s Guide

 Overview

and enrollment purposes. The program offering A300 - Bachelor of Arts, version x,
Standard Academic Year, Falls Creek Campus, Full-Time, On Campus can be
identified by a simple numeric code suitable for input on a telephone key pad, such
as 15607. Table 20–1 shows how reference code type Phone maps to system
reference code type IVR.

Table 20–1 Program Entry Point Reference Code Example

Reference Code Type Reference Code Description
Phone 15607 BA1

Program Entry Point Reference Codes Procedure 20-3

Defining Program Entry Point Reference Code for Program Offering Procedure

Defining Program Entry Point Reference Code for Program Offering

Procedure
The following information applies to this procedure:
■ If any component of a program offering option, which includes calendar type,
location, attendance type, or mode, is closed, a program entry point reference
code cannot be entered against it.
■ A program entry point reference code cannot be inserted, modified, or deleted
against an Inactive program version.
To define a program entry point reference code for a program offering, perform the
following steps.
1. In Oracle Student System, navigate to the Program Entry Point Reference Codes
window as follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Click Program Offering.
The Program Offerings window appears.
3. Click Program Offering Options.
The Program Offering Options window appears.
4. Click Program Entry Point Reference Codes.
The Program Entry Point Reference Codes window appears.
5. Enter data in appropriate fields.
The following information applies to this step:
■ Only reference codes that are not being used in program version definitions
can be deleted.
■ Reference codes are usually changed only to correct a data error. Only
reference codes that are not used in program version definitions can be
changed.
6. In the Reference Code Type field, enter a valid value or select the appropriate
reference code type from the list of values.
7. In the Reference Code field, enter the new reference code.
8. Optionally, in the Unit Set Code field, select a unit code from the list of values.

20-4 Oracle Student System User’s Guide

 Defining Program Entry Point Reference Code for Program Offering Procedure

9. In the Description field, enter a description for the new reference code.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Program Entry Point Reference Codes Procedure 20-5

Program Entry Point Reference Codes Window

Program Entry Point Reference Codes Window

Figure 20–1 Program Entry Point Reference Codes Window

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 21
Program Offering Patterns Procedure

This chapter describes how to define program offering patterns. The following
sections are in this chapter:
■ Definition
■ Overview
■ Defining Program Offering Pattern for Program Offering Instance Procedure
■ Program Offering Patterns Window

Program Offering Patterns Procedure 21-1

Definition

Definition
The program offering patterns procedure defines offering pattern of programs.

Overview
The following regions are described in this section:
■ Program Offering Instances
■ Program Offering Patterns

Program Offering Instances

The Program Offering Instances region of the Program Offerings window displays
the current program offering record from the Basic Program Details window. The
displayed records in the Program Offering Patterns region of the Program Offering
Patterns window are the offering pattern data for the selected record.
For example, if a program offering A300 - Bachelor of Arts, version x, Standard
Academic Year, 01-JAN-2002 to 31-DEC-2002 is displayed in the Program Offering
Options window and Program Offering is clicked, the Program Offering Patterns
window displays A300 - Bachelor of Arts, version x, Standard Academic Year,
01-JAN-2002 to 31-DEC-2002 as the selected record, and any existing offering
patterns relating to this record are displayed.

Program Offering Patterns

An offering pattern enhances the definition of a program offering instance through
the assignment of further attributes to the program offering option. These attributes
are primarily concerned with the availability of the program offering instance. A
program offering instance can have more than one offering pattern.

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 Defining Program Offering Pattern for Program Offering Instance Procedure

Defining Program Offering Pattern for Program Offering Instance

Procedure
The following information applies to this procedure:
■ Program offering patterns cannot be added if any component of the program
offering option is Closed, especially attendance mode and attendance type.
■ Program offering patterns cannot be added if the calendar instance in the
program offering instance is not Active.
■ Program offering patterns cannot be added if the calendar type in the program
offering is Closed.
■ Program offering patterns cannot be added, modified, or deleted if a program
version is Inactive.
To define a program offering pattern for a program offering instance, perform the
following steps.
1. In Oracle Student System, navigate to the Program Offering Patterns window as
follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Program Offering.
The Program Offerings window appears.
4. Click Program Offering Patterns.
The Program Offering Patterns window appears.
5. Enter data in appropriate fields.
The following information applies to this step:
■ Location Code, Attendance Mode, and Attendance Type fields are protected
against modification. Incorrectly entered data can be deleted provided that
the incorrect entry does not have any children records entered against it,
and the correct data can be selected in a new record.
6. In the Location Code field, select the appropriate program offering option from
the list of values.

Program Offering Patterns Procedure 21-3

Defining Program Offering Pattern for Program Offering Instance Procedure

7. Optionally, if this program offering option is available for offer to students,

select the Offered check box.
8. Optionally, if this program offering is rolled over from a previous version of its
calendar, select the Confirmed Offering check box to indicate that the detail of
this offering has been checked subsequent to the rollover.
9. Optionally, if this offering pattern is available as an entry point through
admissions, select the Entry Point check box.
10. Optionally, if it is desired that units available for enrollment be included in the
enrollment, pre-enrollment function for this program offering option, select the
Pre-enroll Units check box.
11. Optionally, if this program offering option is a currently valid enrollment
option for students, select the Enrollable check box.
12. If this program offering option is available through the interactive voice
response (IVR) system, select the Voice Response Available check box.
13. Optionally, in the Minimum field for Entry Assessment Scores, enter the entry
assessment score that is the minimum required for entry to the program
offering pattern.
Note: This entry overrides a value entered against the program offering
instance.
14. Optionally, in the Guaranteed field for Entry Assessment Scores, enter the entry
assessment score that is the minimum required to guarantee an offer of a
position.
Note: This entry overrides a value entered against the program offering
instance.
15. Optionally, enter the maximum acceptable cross-credit points in one or more of
the following fields:
■ Faculty
■ Location
■ Mode
■ Historical Faculty
16. Optionally, in the Admission Contact field, enter a known person identifier or
click Find Person.

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 Defining Program Offering Pattern for Program Offering Instance Procedure

17. Optionally, in the Admission Assessment Officer field, enter a known person
identifier or click Find Person.
18. In the Grading Schema Code field, select a grading schema for the program
offering from the list of values.
The grading schema date range and description are displayed.
Only current or future-dated grading schema can be selected for a program
offering pattern.
If entered, the program offering pattern grading schema has precedence over
the unit offering option grading schema unless the Unit Grading Schema
Precedence check box is selected in the Unit Sections window.
If the program grading schema is used and has precedence over the unit
grading schema, recommended grades are translated from the unit grading
schema to the program schema. This procedure is performed using the
Translate Student Unit Attempt Outcomes job.
19. Save or save and continue as follows:

File - Save or Save and Proceed

20. Close the window.

Program Offering Patterns Procedure 21-5

Program Offering Patterns Window

Program Offering Patterns Window

Figure 21–1 Program Offering Patterns Window

21-6 Oracle Student System User’s Guide

 22
Program Offering Pattern Notes Procedure

This chapter describes how to create program offering pattern notes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Program Offering Pattern Notes Procedure
■ Program Offering Pattern Notes Window

Program Offering Pattern Notes Procedure 22-1

Definition

Definition
The program offering pattern notes procedure creates notes relating to program
offering patterns.

Overview
The program offering pattern notes procedure attaches additional information to
program offering patterns in the form of notes. Notes of many types can be created,
each type reflecting the common purpose of the notes associated with it. Notes can
be created, stored, and retrieved in almost any format.
The Program Offering Pattern region in the Program Offering Pattern Notes
window displays the selected program offering pattern context record. The
displayed records in the Program Offering Pattern Notes region are the notes for the
selected record.
For example, the user selects program version A300 - Bachelor of Arts, version 1,
Standard Academic Year, Falls Creek Campus, Full-Time, On Campus in the
Program Ownership window and clicks Program Offering to navigate to the
Program Offering Option Admission Categories window. In this window, the user
selects the program offering and clicks Program Offering Patterns to navigate to
the Program Offering Pattern Notes window. The user selects a program offering
pattern and clicks Program Offering Pattern Notes. The Program Offering Pattern
Notes window displays the record and existing notes for A300 - Bachelor of Arts,
version 1, Standard Academic Year, Falls Creek Campus, Full-Time, On Campus.

22-2 Oracle Student System User’s Guide

 Creating Program Offering Pattern Notes Procedure

Creating Program Offering Pattern Notes Procedure

To create a program offering note, perform the following steps:
1. In Oracle Student System, navigate to the Program Offering Pattern Notes
window as follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Program Offering.
The Program Offerings window appears.
4. In the Calendar Type field, select a calendar type.
5. Enter data in appropriate fields.
6. Click Program Offering Patterns.
The Program Offering Patterns window appears.
7. In the Location Code field, select a location code.
8. Click Program Offering Pattern Notes.
The Program Offering Pattern Notes window appears.
9. In the Program Note Type field, select a program offering pattern note type and
description from the list of values.
10. To enter a note for a program offering pattern note type, select the appropriate
program offering pattern note type and click Edit Note.
The Text Notes window appears.
For information on note functionality, see Chapter 17, Text Notes Procedure.
11. In the field, enter descriptive text.

12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Close the window.

Program Offering Pattern Notes Procedure 22-3

Program Offering Pattern Notes Window

Program Offering Pattern Notes Window

Figure 22–1 Program Offering Pattern Notes Window

22-4 Oracle Student System User’s Guide

 23
Program Version Notes Procedure

This chapter describes how to create program version notes. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating a Program Version Note Procedure
■ Program Version Notes Window

Program Version Notes Procedure 23-1

Definition

Definition
Program version notes are descriptive text in the form of notes that are attached to
program versions.

Overview
The program version notes procedure attaches additional information to program
versions in the form of notes. Notes of many types can be created, each type
reflecting the common purpose of the notes associated with it. Notes can be created,
stored, and retrieved in almost any format.
The Program Version Notes window displays the selected program version record
from the Basic Program Details window. The displayed records in the Program
Version Notes region are the notes for the selected record.

23-2 Oracle Student System User’s Guide

 Creating a Program Version Note Procedure

Creating a Program Version Note Procedure

To create a program version note, perform the following steps.
1. In Oracle Student System, navigate to the Program Version Notes window as
follows.
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Program Version Note.
The Program Version Notes window appears.
4. Enter data in appropriate fields.
5. In the Program Note Type field, select a program version note type and
description from the list of values.
6. To enter a note for a program version note type, select the appropriate program
version note type and click Edit Note.
The Text Notes window appears.
For information on full instructions and explanations for note functionality, see
Chapter 17, Text Notes Procedure.
7. In the field, enter descriptive text.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Program Version Notes Procedure 23-3

Program Version Notes Window

Program Version Notes Window

Figure 23–1 Program Version Notes Window

23-4 Oracle Student System User’s Guide

 24
Basic Unit Details Procedures

This chapter describes how to create unit versions and enter unit details. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Unit Versions Procedure
■ Basic Unit Details Window
■ Basic Unit Details Window Description
■ Entering Unit Credit Points and Hours Procedure
■ Unit Credit Points & Hours Window
■ Unit Credit Points & Hours Window Description
■ Creating Unit Enrollment Limits Procedure
■ Unit Enrollment Limits Window
■ Unit Enrollment Limits Window Description

Basic Unit Details Procedures 24-1

Definition

Definition
The basic unit details procedures create institution-defined unit versions and enter
unit details.

Overview
Institutions create unit versions when making minor changes to a unit. Institutions
create new units for major changes. Each unit or unit version is defined by
numerous attributes. Unit versions represent a history of changes made to a unit’s
attributes.
Students are enrolled in particular unit versions.
Institutions define unit statuses, such as Current, Pending, or Closed. All unit
statuses must be mapped to a system unit status.
Table 24–1 describes system unit statuses.

Table 24–1 System Unit Statuses

System Unit Status Description
Active can be changed to Inactive only
status cannot be changed to Active if inactive or planned
superior units exist
only one version of an active unit and unset expiration
date can exist
Inactive can be changed only to Active; system checks related unit
offerings and displays warning if closed or missing
reference data is found; correct data must be entered
before status becomes Active, or new version must be
created
status cannot be changed to Inactive if active or planned
subordinate units exist
unit status can be changed to Inactive only when end date
is entered
details of inactive unit version cannot be modified
Planned details have been recorded, but unit is awaiting official
approval and a change to Active status
can be changed only to Active or Inactive

24-2 Oracle Student System User’s Guide

 Creating Unit Versions Procedure

Creating Unit Versions Procedure

The following information applies to this procedure:
■ Data in the Title, Short Title, and Abbreviation fields can be used to generate
catalog, schedule, and handbook entries.
■ Closed organizational units, unit statuses, credit point descriptors, unit levels,
and unit internal program levels cannot define a unit and programs containing
these closed values cannot be activated.
To create a unit version, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
2. Enter data in appropriate fields as described in Table 24–2.
The following information applies to this step:
■ To modify a unit version in which students are enrolled, a new unit version
must be created.
■ If students are enrolled in a unit version, it cannot be deleted.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Optionally, click the buttons described in Table 24–2 and enter data in
appropriate fields.
Note: Click Other Unit Details to display buttons to enter additional unit
details.
5. Close the window.

Basic Unit Details Procedures 24-3

Basic Unit Details Window

Basic Unit Details Window

Figure 24–1 Basic Unit Details Window

24-4 Oracle Student System User’s Guide

 Basic Unit Details Window Description

Basic Unit Details Window Description

Table 24–2 Basic Unit Details Window Description
Field Name Type Features Description
Unit Code required unit code
Version Number default, unit version number; new unit is assigned version
display only number of 1 when record is saved
when creating a new version of the same unit, the
system automatically assigns the next ascending
number
Title required unit name
Subtitle optional unit subtitle; provides more detail than title
Modify Subtitle at optional check box if selected, allows subtitle to be modified at unit
Unit Section Level section level
Note: Subtitles are modified in the case of repeatable
units. For example, a student enrolls in a unit titled
Independent Study. The student’s focus is the French
Revolution; the unit’s subtitle becomes French
Revolution. The following year, the same student
enrolls again in the Independent Study unit, this time
to focus on France during World War II. The unit’s
subtitle is WW II France.
Unit Status required list of values unit status
Start Date required list of start date; default start date is current date
values:
pop-up
calendar
Review Date optional list of date unit version must be reviewed
values:
pop-up
calendar
Approval Date optional list of date unit approved for inclusion in curriculum. This
values: can be an internal or external approval.
pop-up
calendar
Expiry Date optional list of expiration date; date when unit is no longer available
values: for student enrollment
pop-up
calendar

Basic Unit Details Procedures 24-5

Basic Unit Details Window Description

Table 24–2 Basic Unit Details Window Description

Field Name Type Features Description
End Date optional list of end date; must be left blank when creating new unit
values: version
pop-up
Note: An end date is entered only for inactive unit
calendar
versions.
Note: A unit’s end date must be greater than or equal
to the expiration date if an expiration date is set.
Short Title required short version of unit name or description
Override Title optional check box if selected, allows override of title for individual
student unit attempt in Student Enrollments window
Abbreviation required abbreviated version of unit name or description
Unit Level required list of values unit level, for example, First Year of Study, Second Year
of Study, Fifth Year and Beyond, or Higher Degree of
Study
Unit Internal optional list of values unit internal program level; for example, First and
Program Level Second Year of Study, Other, or Higher Degree
[Description] default, unit internal program level name
display only
Organizational Unit required list of values organizational unit with responsibility for unit
[Start Date] default, organizational unit start date
display only
[Description] default, organizational unit name
display only
Coordinator required list of values staff member responsible for unit
[Coordinator Name] default, responsible staff member name
display only
Assessable optional check box if selected, indicates that unit is subject to academic
assessment
Supplemental Exams optional check box if selected, indicates that students enrolled in the unit
are subjected to supplementary assessment, in addition
to normal assessment
Note: This check box overrides the Supplemental
Exams Permitted check box in the Basic Program
Details window.

24-6 Oracle Student System User’s Guide

 Basic Unit Details Window Description

Table 24–2 Basic Unit Details Window Description

Field Name Type Features Description
Repeatable optional check box if selected, allows students to enroll in and pass single
Research unit more than once, each time receiving
academic credit toward program requirements;
Research and Override Title check boxes must be
selected; for example, student enrolls in Independent
Study unit, changes unit title to describe area of
research, completes unit and obtains academic credit,
then enrolls in same Independent Study unit, changes
title again to reflect new area of research, and obtains
additional academic credit when unit is completed
Note: Advanced standing can be granted only once per
unit, including repeatable units, within the same
student program attempt. If advanced standing is
approved for a repeatable unit and a student then
enrolls in the unit, the Advanced Standing Granting
Report concurrent process produces the Advanced
Standing Granting report and an administrator must
decide whether to manually discontinue the unit
enrollment. Similarly, when the Advanced Standing
Online Granting concurrent process is run, a warning
message appears and an administrator must decide
whether to manually discontinue the unit enrollment.
Award Program Only optional check box if selected, indicates completion of unit results in
award, such as diploma or certificate. Selection also
indicates that enrollment is open to award students
only.
Research optional check box if selected, indicates unit is research unit, as defined by
institution
Industrial optional check box if selected, indicates unit has a government industrial
code
Practical optional check box if selected, indicates unit has a government practical
experience code
Superior Unit optional check box if selected, sets up unit as superior to other units in
unit hierarchy
Subordinate Unit optional check box if selected, sets up unit as subordinate to other units in
unit hierarchy
Other Unit Details button displays buttons to enter additional unit details
Unit Offering button opens Unit Offerings window
Unit Version Notes button opens Unit Version Notes window

Basic Unit Details Procedures 24-7

Basic Unit Details Window Description

Table 24–2 Basic Unit Details Window Description

Field Name Type Features Description
Program Unit Level button opens Program Unit Levels window
Sub-unit Relationship button opens Sub-Unit Relationships window
Teaching button opens Teaching Responsibilities window
Responsibility
Unit Categorization button opens Unit Categorizations window
Unit Discipline button opens Unit Disciplines window
Unit Reference Codes button opens Unit Reference Codes window
Unit Version Rules button opens Unit Version Rules window
Unit Credit Points button opens Unit Credit Points and Hours window
and Hours
Unit Enrollment button opens Unit Enrollment Limits window
Limits
Unit Fields of Study button opens Unit Fields of Study window
Unit Grading button opens Unit Grading Schemas window
Schemas
Unit Repeat button opens Unit Repeat Conditions window
Conditions
Unit Location and button opens Unit Locations and Facilities window
Facilities
Unit - Cross button opens Unit Cross-Reference Information window
Reference
Information

24-8 Oracle Student System User’s Guide

 Entering Unit Credit Points and Hours Procedure

Entering Unit Credit Points and Hours Procedure

To enter a unit’s credit points and hours, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Unit Credit Points and Hours.
5. Enter data in appropriate fields as described in Table 24–3.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Basic Unit Details Procedures 24-9

Unit Credit Points & Hours Window

Unit Credit Points & Hours Window

Figure 24–2 Unit Credit Points & Hours Window

24-10 Oracle Student System User’s Guide

 Unit Credit Points & Hours Window Description

Unit Credit Points & Hours Window Description

Table 24–3 Unit Credit Points & Hours Window Description
Field Name Type Features Description
Unit Code default, unit code
display only
Version Number default, unit version number
display only
Unit Status default, list of values unit status
display only
Title default, unit name
display only
Credit Points &
Hours
Credit Point optional name for unit’s credit points. The system currently
Descriptor allows only one name, that is, credit points.
[Description] default, unit’s credit points name
display only
Enrolled Credit optional number of unit’s credit points that count toward
Points student’s enrollment, unless modified by Override
Credit Points
Achievable Credit optional number of unit’s credit points that count toward
Points student’s enrollment, if variation exists in number of
credit points student earns when completing unit; for
example, for remedial unit that does not count toward
graduation, users can set achievable credit points to
zero
Override Credit optional check box if selected, allows data to be entered in Override Credit
Points Point Increment, Override Credit Point Minimum, and
Override Credit Point Maximum fields
Note: If the Override Credit Points check box is not
selected, the Override Credit Point Increment,
Override Credit Point Minimum, and Override Credit
Point Maximum fields are inactive.
Note: Selecting the Override Credit Points check box
overrides the Effective Full Time Student Units for
individual student unit attempts in the Student
Enrollments window.

Basic Unit Details Procedures 24-11

Unit Credit Points & Hours Window Description

Table 24–3 Unit Credit Points & Hours Window Description

Field Name Type Features Description
Override Credit Point optional override credit point increment; for example, in lab
Increment unit in which credit points depend on amount of time
students spend in lab, override credit point increment
of .50, override credit point minimum of 2, and
override credit point maximum of 4 indicates that 2,
2.50, 3, 3.50, or 4 override credit points can be assigned
to unit; 2.75 would not be an acceptable value
Override Credit Point optional credit point minimum allowable for enrolled and
Minimum achievable credit points
Note: The override credit point minimum must be less
than or equal to the enrolled credit points.
Note: The override credit point minimum must agree
with the override credit point increment, if one exists.
For example, if enrolled credit points equal 4 and the
credit point increment equals 2, the override credit
point minimum can be 2 but not 3.
Override Credit Point optional credit point maximum allowable for enrolled and
Maximum achievable credit points
Note: The override credit point maximum must be
greater than or equal to the override credit point
minimum.
Note: The override credit point maximum must agree
with the override credit point increment, if one exists.
For example, if enrolled credit points equal 4 and the
credit point increment equals 2, the override credit
point maximum can be 6 but not 5.
Lecture Credit Points optional number of credit points for unit’s lecture component
Lab Credit Points optional number of credit points for unit’s lab component
Other Credit Points optional number of credit points for another component of unit,
for example, Community Service
Clock Hours optional actual number of hours unit meets per week; for
example, three hour unit that meets once per week for
15 weeks equals 45 clock hours
Billing Credit Points optional number of credit points for which student is billed, if
different from enrolled credit points

24-12 Oracle Student System User’s Guide

 Unit Credit Points & Hours Window Description

Table 24–3 Unit Credit Points & Hours Window Description

Field Name Type Features Description
Workload CPs - optional number of lecture component credit points on which
Lecture faculty workload calculations are based
Workload CPs - Lab optional number of lab component credit points on which
faculty workload calculations are based
Continuing optional number of non-academic units earned if unit is part of
Education Units continuing education program

Basic Unit Details Procedures 24-13

Creating Unit Enrollment Limits Procedure

Creating Unit Enrollment Limits Procedure

To create a unit enrollment limit, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Unit Enrollment Limits.
5. Enter data in appropriate fields as described in Table 24–4.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

24-14 Oracle Student System User’s Guide

 Unit Enrollment Limits Window

Unit Enrollment Limits Window

Figure 24–3 Unit Enrollment Limits Window

Basic Unit Details Procedures 24-15

Unit Enrollment Limits Window Description

Unit Enrollment Limits Window Description

Table 24–4 Unit Enrollment Limits Window Description
Field Name Type Features Description
Unit Code default, unit code
display only
Version Number default, unit version number
display only
Unit Status default, list of values unit status
display only
Title default, unit name
display only
Unit Enrollment
Limits
Enrollment optional maximum number of students that can enroll in unit
Maximum
Enrollment Minimum optional minimum number of students that must enroll in unit
for it to be offered
Note: Data in this field does not validate any other
data in the system.
Advance Maximum optional maximum number of students that can enroll in unit
during period of pre-enrollment
Note: Once the advance maximum is reached,
additional students who attempt to enroll during
pre-enrollment are waitlisted if waitlisting options are
enabled
Enrollment Expected optional total number of students expected to enroll in unit;
used for planning purposes
Note: Data in this field does not validate any other
data in the system.

24-16 Oracle Student System User’s Guide

 25
Program Unit Levels Procedure

This chapter describes how to assign program unit levels. The following sections
are in this chapter:
■ Definition
■ Overview
■ Assigning Program Unit Levels Procedure
■ Program Unit Levels Window

Program Unit Levels Procedure 25-1

Definition

Definition
The program unit levels procedure allocates unit levels to a unit version.

Overview
The program unit levels procedure provides the allocation of a unit level for each
program type with which the unit version is associated.
The following topics are described in this section:
■ Unit Version Region
■ Program Unit Levels Region

Unit Version Region

The Unit Version region displays the current unit version from the Basic Unit
Details window. The displayed records in the Program Unit Levels region are the
unit levels for the context record.
For example, when certain conditions exist, this window displays the same unit as
the context record. Additionally, any existing program unit levels relating to this
record are displayed. The conditions are as follows:
■ A unit is displayed in the Basic Unit Details window.
■ Other Unit Details is clicked.
■ Program Unit Level is clicked.

Program Unit Levels Region

This region is used to assign unit levels to a unit version to identify the year level of
a program with which the unit is associated. As units can be associated with
different types of programs, a unit level can be assigned to a unit version for each
program type with which it is associated.
For example, a unit HJ13012, Social Science Research Methods, may be taken as a
third year subject in the Bachelor of Arts in Justice Administration but as a first year
subject in the Master of Criminal Justice. This unit could have a program unit level
of 3 in the undergraduate degree and 5 in the masters degree.

25-2 Oracle Student System User’s Guide

 Assigning Program Unit Levels Procedure

Assigning Program Unit Levels Procedure

The following information applies to this procedure:
■ Program unit levels cannot be altered if the unit status has been made Inactive.
■ Program type must not be Closed.
■ Unit level must not be Closed.
To assign a unit level to a unit version, perform the following steps.
1. In Oracle Student System, navigate to the Program Unit Levels window as
follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Program Unit Level.
The Program Unit Levels window appears.
5. Determine the program type that is to be associated with the unit level.
6. Enter data in appropriate fields.
The following information applies to this step:
■ A unit level or unit version relationship cannot be deleted if it has been
used elsewhere in the system, for example, if students are enrolled in the
unit version and program type.
■ It is unlikely that a unit level associated with a unit version would change
for a given program type. It is more likely that a new unit version is created.
Users are advised to make changes in this window only to amend
incorrectly entered data.
7. In the Program Type field of a blank record, select the program type name from
the list of values, or enter a valid value.
8. Determine the unit level to be associated with this unit version and program
type.
9. In the Unit Level field, select the unit level name from the list of values, or enter
a valid value.

Program Unit Levels Procedure 25-3

Assigning Program Unit Levels Procedure

10. Optionally, enter the weighted average mark weighting in the Weighted
Average Mark Weighting field.
11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

25-4 Oracle Student System User’s Guide

 Program Unit Levels Window

Program Unit Levels Window

Figure 25–1 Program Unit Levels Window

Program Unit Levels Procedure 25-5

Program Unit Levels Window

25-6 Oracle Student System User’s Guide

 26
Sub-Unit Relationships Procedures

This chapter describes how to maintain sub-unit relationships. The following

sections are in this chapter:
■ Definition
■ Overview
■ Querying Unit Version Relationships Procedure
■ Creating Superior Unit Versions Procedure
■ Creating Subordinate Unit Versions Procedure
■ Sub-Unit Relationships Window

Sub-Unit Relationships Procedures 26-1

Definition

Definition
The sub-unit relationships procedure maintains the hierarchical relationship
structure that can exist between units.

Overview
This section includes the following topics:
■ Querying Unit Version Relationships
■ Superior Unit Versions Region
■ Subordinate Unit Versions Region

Querying Unit Version Relationships

Superior unit versions and subordinate unit versions are displayed, added, or
deleted in the Unit Version region. In the Sub-Unit Relationships window, the Unit
Version region displays the record that is the most recently selected unit version in
the Basic Unit Details window. Superior and subordinate unit versions are
displayed for this unit version.
This function enables many layers of superior and subordinate relationships. It also
permits a sub-unit to have more than one superior unit and a superior unit to have
more than one sub-unit. For example, some institutions subscribe to the concept
that the completion of a unit is dependent on the successful completion of two or
more modules if the unit is subdivided into modules. Sub-unit relationships can
then be used to represent this concept, with the unit being the superior and the
modules being subordinate units of the superior.

Superior Unit Versions Region

The Superior Unit Versions region displays all unit versions that are defined as
superiors of the unit version displayed in the context region. New superior unit
versions can be added in this region.
In the previous example, a module can also be taken as part of another unit, the unit
version representing the module can be displayed as the context record, and the
other unit can be entered as a superior.
Superior unit versions are created or deleted by using the Superior Unit Versions
region.

26-2 Oracle Student System User’s Guide

 Overview

Subordinate Unit Versions Region

The Subordinate Unit Versions region displays all unit versions that have been
defined as subordinates of the unit version displayed in the context region. New
subordinate unit versions can be added in this region. For example, if a unit is split
into two modules, the unit can be displayed as the context record and the two
modules can be entered as subordinate units.

Sub-Unit Relationships Procedures 26-3

Querying Unit Version Relationships Procedure

Querying Unit Version Relationships Procedure

It is possible to query deleted relationships by selecting the Include Deleted
Relationships check box. Deleted relationships can be identified by the existence of
a deletion date.
To query the relationships of a unit version other than the one initially displayed,
perform the following steps.
1. In Oracle Student System, navigate to the Sub-Unit Relationships window as
follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Sub-unit Relationship.
The Sub-Unit Relationships window appears.
5. Select the displayed unit version in the Unit Version region.
6. Enter data in appropriate fields.
7. Enter query details in the appropriate field or fields.
8. Execute the query.
9. If more than one unit version is returned, perform one of the following:
■ Scroll through the records until the correct record is located.
■ Redefine the query details and repeat this process.

26-4 Oracle Student System User’s Guide

 Creating Superior Unit Versions Procedure

Creating Superior Unit Versions Procedure

The following information applies to these procedures:
■ Superior unit versions can be created only if their Superior Unit check boxes are
selected in the Basic Unit Details window.
■ A new relationship cannot be created if a relationship already exists between
the unit versions.
■ A Planned unit version cannot be the superior of an Active unit version.
To create a superior unit version to the context unit version, perform the following
steps.
1. In Oracle Student System, navigate to the Sub-Unit Relationships window as
follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Sub-unit Relationship.
The Sub-Unit Relationships window appears.
5. Navigate to the Superior Unit Versions region.
6. Enter data in appropriate fields.
The following information applies to this step:
■ The record is logically rather than physically deleted to permit later inquiry
on former relationships. The logical delete date is inserted by the system.
7. In the Unit Code field, select the required superior unit version from the list of
values or enter a valid unit code.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Sub-Unit Relationships Procedures 26-5

Creating Subordinate Unit Versions Procedure

Creating Subordinate Unit Versions Procedure

The following information applies to this procedure:
■ Subordinate unit versions can be created only if their Subordinate Unit check
boxes are selected in the Basic Unit Details window.
■ A new relationship cannot be created if a relationship already exists between
the unit versions.
■ An Active unit version cannot be the subordinate of a planned unit version.
To create a new subordinate unit version to the context unit version, perform the
following steps.
1. In Oracle Student System, navigate to the Sub-Unit Relationships window as
follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Sub-unit Relationship.
The Sub-Unit Relationships window appears.
5. Navigate to the Subordinate Unit Versions region.
6. Enter data in appropriate fields.
7. In the Unit Code field, select the required subordinate unit version from the list
of values or enter a valid unit code.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

26-6 Oracle Student System User’s Guide

 Sub-Unit Relationships Window

Sub-Unit Relationships Window

Figure 26–1 Sub-Unit Relationships Window

Sub-Unit Relationships Procedures 26-7

Sub-Unit Relationships Window

26-8 Oracle Student System User’s Guide

 27
Teaching Responsibility Procedure

This chapter describes how to create teaching responsibilities. The following

sections are in this chapter:
■ Definition
■ Overview
■ Assigning Teaching Responsibility Procedure
■ Teaching Responsibilities Window

Teaching Responsibility Procedure 27-1

Definition

Definition
The teaching responsibility procedure enters the organizational unit or units
responsible for teaching a unit version.

Overview
Typically, a unit version has one, or at a maximum two, organizational units that are
responsible for teaching it. In the teaching responsibility procedure, responsibility
for teaching a unit version can be assigned, modified, or deleted.
The following topics are described in this section:
■ Unit Version Region
■ Teaching Responsibilities Region

Unit Version Region

This region displays the current unit version record from the Basic Unit Details
window. The displayed records in the Teaching Responsibilities region are the
organizational units responsible for teaching the unit version.
When certain conditions exist, this window displays the same unit as the context
record. Additionally, any existing teaching responsibility records relating to this
record are displayed. The conditions are as follows:
■ A unit is displayed in the Basic Unit Details window.
■ Other Unit Details is clicked.
■ Teaching Responsibility is clicked.

Teaching Responsibilities Region

The Teaching Responsibilities region is used to enter the organizational unit or units
responsible for teaching a unit version. In practice, most unit versions have one, or
at most two, responsible organizational units. An organizational unit is typically a
faculty, school, or center. For example, a unit AAC131, Perspectives in Music, can be
entered as the responsibility of an organizational unit 0404, School of Performing
Arts.

27-2 Oracle Student System User’s Guide

 Assigning Teaching Responsibility Procedure

Assigning Teaching Responsibility Procedure

The following information applies to this procedure:
■ Teaching responsibilities cannot be altered if the unit status has been made
Inactive.
■ The total of the percentage responsibility values for all the organizational units
assigned to a unit version must equal 100.
■ Only Active organizational units are displayed in the list of values.
To assign teaching responsibility for the teaching of a unit version, perform the
following steps.
1. In Oracle Student System, navigate to the Teaching Responsibilities window as
follows:
Program Structure and Planning - Basic Unit Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Teaching Responsibility.
The Teaching Responsibilities window appears.
5. Determine the organizational unit that is to be associated with the unit version.
6. Enter data in appropriate fields.
The following information applies to this step:
■ It is not possible to modify existing records in this window, other than to
adjust their percentages if a record has been added or deleted.
■ The Organizational Unit Code, Organization Start Date, and Description
fields are protected against update.
■ Following the deletion of a teaching responsibility, the total of the
percentage values for all the remaining teaching responsibilities assigned to
the unit version must be adjusted to equal 100.
7. Select the organizational unit name from the list of values, or enter a valid value
in the Organizational Unit Code field of a blank record.
8. If the unit version is to belong to more than one organizational unit, enter the
proportional percentage of the responsibility allocated to this organizational

Teaching Responsibility Procedure 27-3

Assigning Teaching Responsibility Procedure

unit in the Percentage field. Repeat steps 6 and 7 for the second organizational
unit.
9. If the unit version belongs to only one organizational unit, enter 100 in the %
field.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

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 Teaching Responsibilities Window

Teaching Responsibilities Window

Figure 27–1 Teaching ResponsibilitiesWindow

Teaching Responsibility Procedure 27-5

Teaching Responsibilities Window

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 28
Unit Categorizations Procedure

This chapter describes how to assign unit categorizations. The following sections
are in this chapter:
■ Definition
■ Overview
■ Assigning Unit Categorizations Procedure
■ Unit Categorizations Window

Unit Categorizations Procedure 28-1

Definition

Definition
The unit categorizations procedure allocates unit categories to unit versions.

Overview
The Unit Version region displays the current unit version record from the Basic Unit
Details window. The displayed records in the Unit Categorizations region are the
unit categories that have been assigned to the context record.
For example, when a unit is displayed in the Basic Unit Details window and Other
Unit Details is clicked, and then Unit Categorization is clicked, this window
displays the same unit as the context record and any existing categories to which
the unit belongs.
The Unit Categorizations region of the Unit Categorizations window is used to
assign units to membership in unit categories. Unit categories are entered and
maintained in the Unit Categorizations window. Unit categories can be assigned to
unit versions to group them according to like characteristics. The selection and
naming of unit categories is a matter for individual institutions and users, and their
assignment to unit versions is optional. A unit version can be associated with any
number of unit categories.
Note: Unit categories can be used for specific purposes within the Statistics
subsystem. Documentation of this in Statistics Subsystem Data Prerequisites must
be reviewed when setting up this subsystem.
For example, an institution might have a requirement that all students complete a
unit providing basic computer literacy. A category CL, or any other code, could be
created in the Unit Categorizations window and assigned to the displayed unit to
indicate that it is part of the set of units resulting in basic computer literacy. Units in
this category could then be used for progression purposes.

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 Assigning Unit Categorizations Procedure

Assigning Unit Categorizations Procedure

The following information applies to this procedure:
■ Unit categories cannot be altered if the unit status has been made Inactive.
■ The Unit Category field is protected against update. It is not possible to modify
existing records in this window. However, a unit category can be deleted from a
unit version.
To assign a unit category to a unit version, perform the following steps.
1. In Oracle Student System, navigate to the Unit Categorizations window as
follows:
Program Structure and Planning - Basic Unit Details
2. The Basic Unit Details window appears.
3. Query the appropriate record.
4. Click Other Unit Details.
5. Click Unit Categorization.
The Unit Categorizations window appears.
6. Enter data in appropriate fields.
The following information applies to this step:
■ Unit categories are completely user-defined. They are used for grouping
unit versions to meet specific user requirements. Deletion of a unit category
from a unit version has no impact on ongoing system functionality or
record management.
■ It may be necessary to delete a unit category from a unit version if users no
longer want the unit version to be grouped with other unit versions of the
same category.
7. In the Unit Category field of a blank record, select the unit category to be
associated with the unit version from the list of values or enter a valid value.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Unit Categorizations Procedure 28-3

Unit Categorizations Window

Unit Categorizations Window

Figure 28–1 Unit Categorizations Window

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 29
Unit Disciplines Procedure

This chapter describes how to assign unit disciplines. The following sections are in
this chapter:
■ Definition
■ Overview
■ Assigning Unit Disciplines
■ Unit Disciplines Window

Unit Disciplines Procedure 29-1

Definition

Definition
The unit disciplines procedure defines the discipline groups to which a unit version
belongs. A unit version can belong to several institution-defined unit disciplines.
Typically, most unit versions are not assigned to more than one or two unit
disciplines.

Overview
Discipline groups are uniquely coded to collect units of study into similar
disciplines within branches of learning. Unit versions are classified into discipline
groups for statistical reporting and institution purposes.
Discipline groups are comparable to government discipline groups but permit
classification at a more detailed level and use of institution-defined discipline group
names. Each institution-defined discipline group is mapped to a government
discipline group. For example, a unit version AAC131, Perspectives in Music,
version 2, could be assigned to an institution-defined discipline group MUSICTH,
Music Theory, that could be mapped to the government discipline group, 0605,
Music.
The Unit Version region of the Unit Disciplines window displays the current unit
version record from the Basic Unit Details window. The displayed records in the
Unit Disciplines region are the unit disciplines that have been assigned to the
record.
When certain conditions exist, this window displays the same unit version as the
context record. Additionally, any existing unit disciplines relating to this record are
displayed. The conditions are as follows:
■ A unit is displayed in the Basic Unit Details window.
■ Other Unit Details is clicked.
■ Unit Discipline is clicked.

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 Assigning Unit Disciplines

Assigning Unit Disciplines

The following information applies to this procedure:
■ Discipline groups cannot be altered if the unit status has been made Inactive.
■ The total of the percentage values for all the unit disciplines assigned to a unit
version must equal 100.
To assign a unit discipline to a unit version, perform the following steps.
1. In Oracle Student System, navigate to the Unit Disciplines window as follows:
Program Structure and Planning - Basic Unit Details
2. The Basic Unit Details window appears.
3. Query the appropriate record.
4. Click Other Unit Details.
5. Click Unit Discipline.
The Unit Disciplines window appears.
6. Enter data in appropriate fields.
The following information applies to this step:
■ The Discipline Group field is protected against update. Therefore, it is not
possible to modify existing records in this window unless a record is added
or deleted. In that case, it is possible to adjust percentages.
■ After the deletion of a unit discipline, the total of the percentage values for
all the remaining unit disciplines assigned to the unit version must be
adjusted to equal 100.
7. Select the unit discipline to be associated with the unit version from the list of
values, or enter a valid value in the Discipline Group field of a blank record.
8. If the unit version belongs to only one discipline, enter 100 in the % field.
9. If the unit version belongs to more than one discipline, enter the proportional
percentage of the unit version allocated to this discipline in the % field.
10. If the unit version belongs to more than one discipline, repeat steps 6 and 8 for
each additional discipline.
11. Save or save and continue as follows:

File - Save or Save and Proceed

Unit Disciplines Procedure 29-3

Assigning Unit Disciplines

12. Close the window.

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 Unit Disciplines Window

Unit Disciplines Window

Figure 29–1 Unit Disciplines Window

Unit Disciplines Procedure 29-5

Unit Disciplines Window

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 30
Unit Reference Codes Procedure

This chapter describes how to assign a reference code to a unit. The following
sections are in this chapter:
■ Definition
■ Overview
■ Assigning Unit Reference Codes Procedure
■ Unit Reference Codes Window

Unit Reference Codes Procedure 30-1

Definition

Definition
The unit reference code procedure assigns a reference code to a unit.

Overview
In Oracle Student System, each unit is identified by a unit code and version number.
Alternative reference codes can be used to associate institution-defined details with
these unit versions.
For example, an interactive voice response, or IVR, system uses numerical codes to
identify units. In Oracle Student System, the same unit is represented by an
alphanumeric unit code and a version number. In the Unit Reference Codes
window, the IVR code is assigned to the unit code and version number to link the
two systems.

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 Assigning Unit Reference Codes Procedure

Assigning Unit Reference Codes Procedure

The following information applies to this procedure:
■ A reference code cannot be assigned to a unit if its reference code type is closed.
To assign a reference code to a unit, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Unit Reference Code.
The Unit Reference Codes window appears.
5. Enter data in appropriate fields.
The following information applies to this step:
■ Data in the Reference Code Type and Reference Code fields cannot be
modified.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Unit Reference Codes Procedure 30-3

Unit Reference Codes Window

Unit Reference Codes Window

Figure 30–1 Unit Reference Codes Window

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 31
Unit Fields of Study Procedure

This chapter describes how to assign a field of study to a unit. The following
sections are in this chapter:
■ Definition
■ Overview
■ Assigning Unit Fields of Study Procedure
■ Unit Fields of Study Window

Unit Fields of Study Procedure 31-1

Definition

Definition
The unit fields of study procedure assigns a field of study to a unit.

Overview
The Fields of Study window creates institution-defined fields of study.
For information on fields of study and the Fields of Study window, see Chapter 48,
Fields of Study Procedure.

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 Assigning Unit Fields of Study Procedure

Assigning Unit Fields of Study Procedure

The following information applies to this procedure:
■ Fields of study cannot be assigned to an inactive unit.
To assign a field of study to a unit, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Unit Fields of Study.
The Unit Fields of Study window appears.
5. Enter data in appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Unit Fields of Study Procedure 31-3

Unit Fields of Study Window

Unit Fields of Study Window

Figure 31–1 Unit Fields of Study Window

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 32
Unit Grading Schemas Procedure

This chapter describes how to assign a grading schema to a unit. The following
sections are in this chapter:
■ Definition
■ Overview
■ Assigning Unit Grading Schemas Procedure
■ Unit Grading Schemas Window

Unit Grading Schemas Procedure 32-1

Definition

Definition
The unit grading schemas procedure assigns grading schemas to a unit.

Overview
A grading schema describes a set of grades, marks, and results available for the
assessment of student unit attempts. Multiple grading schemas can exist for an
institution.
More than one grading schema can be assigned to a unit in the Unit Grading
Schemas window.

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 Assigning Unit Grading Schemas Procedure

Assigning Unit Grading Schemas Procedure

The following information applies to this procedure:
■ A grading schema cannot be assigned to an inactive unit.
■ One and only one grading schema must be set as the default for a unit.
To assign a grading schema to a unit, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Unit Grading Schemas.
The Unit Grading Schemas window appears.
5. Enter data in appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Unit Grading Schemas Procedure 32-3

Unit Grading Schemas Window

Unit Grading Schemas Window

Figure 32–1 Unit Grading Schemas Window

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 33
Unit Repeat Conditions Procedure

This chapter describes how to enter repeat conditions for a unit. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Unit Repeat Conditions Procedure
■ Unit Repeat Conditions Window
■ Unit Repeat Conditions Window Description

Unit Repeat Conditions Procedure 33-1

Definition

Definition
The unit repeat conditions procedure enters conditions for a unit that control the
conditions under which it is permissible for a student to repeat a previous unit
attempt.

Overview
Institutions can allow students to enroll in and pass a single unit more than once,
each time receiving academic credit that contributes toward program requirements.
For information on repeating units for credit, see Overview, Chapter 24, Basic Unit
Details Procedures.

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 Entering Unit Repeat Conditions Procedure

Entering Unit Repeat Conditions Procedure

The following information applies to this procedure:
■ Repeat conditions cannot be entered for an inactive unit.
■ To modify a unit version in which students are enrolled, a new unit version
must be created.
To enter repeat conditions for a unit, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Unit Repeat Conditions.
The Unit Repeat Conditions window appears.
5. Enter data in appropriate fields as described in Table 33–1.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Unit Repeat Conditions Procedure 33-3

Unit Repeat Conditions Window

Unit Repeat Conditions Window

Figure 33–1 Unit Repeat Conditions Window

33-4 Oracle Student System User’s Guide

 Unit Repeat Conditions Window Description

Unit Repeat Conditions Window Description

Table 33–1 Unit Repeat Conditions Window Description
Field Name Type Features Description
Unit Repeat
Conditions Tab
Same Teaching Period optional check box whether the unit can be enrolled more than once in the
same teaching period, such as for research topics
Maximum Repeats optional maximum times student can repeat unit for credit
for Credit
Maximum Repeat optional maximum credit points student receives when
Credit Points repeating unit
Same Teaching Period optional maximum credit points student receives per teaching
Repeat Credit Points period when repeating unit
Maximum Repeats optional maximum times student can repeat unit for credit and
for Funding receive funding
Same Teaching Period optional maximum times student can repeat unit in same
Repeats teaching period
Unit Repeat Family
Unit Code optional list of values unit code indicating other units that qualify for
repeating the context unit
Version Number default, unit version number
display only
Unit Title default, unit description
display only
Previous Grades
Qualifying for
Repeat
Grade Code optional list of values grade code indicating grade student must receive to
repeat unit for credit
Description default, grade description
display only

Unit Repeat Conditions Procedure 33-5

Unit Repeat Conditions Window Description

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 34
Unit Locations and Facilities Procedure

This chapter describes how to assign a location, media, and equipment needed for
instruction to a unit. The following sections are in this chapter:
■ Definition
■ Overview
■ Assigning Unit Locations, Media, and Equipment Procedure
■ Unit Locations and Facilities Window

Unit Locations and Facilities Procedure 34-1

Definition

Definition
The unit location and facilities procedure assigns a location, media, and equipment
needed for instruction to a unit.

Overview
Codes representing locations where a unit is offered are set up in the Locations
window.
Codes representing media and equipment needed for unit instruction are set up in
the Media and Equipment window.
For information on setting up a location code, see Chapter 462, Locations Procedure.
For information on setting up a media or equipment code, see Chapter 461, Media
and Equipment Procedure.

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 Assigning Unit Locations, Media, and Equipment Procedure

Assigning Unit Locations, Media, and Equipment Procedure

The following information applies to this procedure:
■ A location, media, and equipment cannot be assigned to an inactive unit.
To assign a location, media, and equipment needed for instruction to a unit,
perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Unit Location and Facilities.
The Unit Locations and Facilities window appears.
5. Enter data in appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Optionally, go to the Facilities tab and enter data in appropriate fields.
8. Close the window.

Unit Locations and Facilities Procedure 34-3

Unit Locations and Facilities Window

Unit Locations and Facilities Window

Figure 34–1 Unit Locations and Facilities Window

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 35
Unit Cross-Reference Information
Procedure

This chapter describes how to enter a cross reference for a unit. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Unit Cross References Procedure
■ Unit Cross-Reference Information Window

Unit Cross-Reference Information Procedure 35-1

Definition

Definition
The unit cross-reference information procedure enters cross reference details for a
unit.

Overview
Institutions can assign multiple unit codes to a unit for the purpose of noting that
variable unit codes are actually the same unit that meets in the same place, at the
same time, taught by the same instructor. All unit codes for a unit are entered in the
Unit Cross-Reference Information window.

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 Entering Unit Cross References Procedure

Entering Unit Cross References Procedure

The following information applies to this procedure:
■ Cross references cannot be entered for an inactive unit.
To enter a cross reference for a unit, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Other Unit Details.
4. Click Unit - Cross Reference Information.
The Unit Cross-Reference Information window appears.
5. Enter data in appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Unit Cross-Reference Information Procedure 35-3

Unit Cross-Reference Information Window

Unit Cross-Reference Information Window

Figure 35–1 Unit Cross-Reference Information Window

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 36
Unit Offerings Procedures

This chapter describes how to create unit offerings and unit offering patterns. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Unit Offerings Procedure
■ Creating Unit Offering Patterns Procedure
■ Unit Offerings Window

Unit Offerings Procedures 36-1

Definition

Definition
The unit offering procedures create unit offerings and unit offering patterns.

Overview
The Unit Offerings window displays the current unit version record selected in the
Basic Unit Details window. The records displayed in the Unit Offerings region of
the Unit Offerings window are the unit offerings for the selected record.
The Unit Offerings window includes the following regions:
■ Unit Offerings Region
■ Unit Offering Patterns Region

Unit Offerings Region

The Unit Offerings region creates a unit offering by assigning a unit version to a
calendar type. Units can be offered only in active calendar types of the Teaching
calendar category. A list of values containing only these calendar types appears in
the Calendar Type field. A unit version can be offered in more than one calendar
type.

Unit Offering Patterns Region

After creating a unit offering, specific occurrences of the offering, or unit offering
patterns, can be defined by specifying the particular calendar instance in which the
unit version is offered. Students enroll in unit sections of unit offering patterns.
The Rollover Unit Offering Pattern and Unit Section concurrent process performs a
bulk rollover of unit offering patterns and unit sections.

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 Creating Unit Offerings Procedure

Creating Unit Offerings Procedure

The following information applies to this procedure:
■ Unit offerings can be assigned only to calendars types of the Teaching calendar
category.
■ Unit offerings cannot be assigned to closed calendar types, however, a query
can display unit offerings assigned to closed calendar types.
To create a unit offering, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Unit Offering.
The Unit Offerings window appears.
4. Enter data in appropriate fields.
The following information applies to this step:
■ If a unit offering has dependent children records, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Optionally, click Unit Offering Notes and enter data in appropriate fields.
For information on unit offering notes, see Chapter 37, Unit Offering Notes
Procedure.
7. Optionally, go to the Unit Offering Patterns region and enter data as described
in Creating Unit Offering Patterns Procedure in this chapter.
8. Close the window.

Unit Offerings Procedures 36-3

Creating Unit Offering Patterns Procedure

Creating Unit Offering Patterns Procedure

The following information applies to this procedure:
■ A unit offering can have numerous unit offering patterns.
■ Units can be offered only in active calendar instances.
■ Changing a calendar status to Inactive makes the unit offering instance inactive,
preventing new offering patterns from being assigned to them, and students
from enrolling in them.
To create a unit offering pattern, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Unit Offering.
The Unit Offerings window appears.
4. Place the cursor in the Calendar Type field.
5. Go to the Unit Offering Patterns region.
6. Enter data in appropriate fields.
The following information applies to this step:
■ Unit offering patterns cannot be modified.
■ If a unit offering pattern has dependent children records, it cannot be
deleted.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Optionally, click the buttons described in Table 36–1 and enter data in
appropriate fields.
Table 36–1 Unit Offering Patterns Region Buttons
Button Description Reference
Unit Assessment opens Unit Assessment See Chapter 253, Unit Assessment
Items Items window Items Procedure.

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 Creating Unit Offering Patterns Procedure

Table 36–1 Unit Offering Patterns Region Buttons

Button Description Reference
Unit Offering Pattern opens Unit Offering Pattern See Chapter 78, Unit Offering
Notes Notes window Pattern Notes Procedure.
Unit Sections opens Unit Sections See Chapter 38, Unit Sections
window Procedure.
Unit Offering Waitlist opens Unit Offering Pattern See Chapter 40, Unit Offering
Waitlist window Pattern Waitlist Procedure.

9. Close the window.

Unit Offerings Procedures 36-5

Unit Offerings Window

Unit Offerings Window

Figure 36–1 Unit Offerings Window

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 37
Unit Offering Notes Procedure

This chapter describes how to create unit offering notes. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Unit Offering Notes Procedure
■ Unit Offering Notes Window

Unit Offering Notes Procedure 37-1

Definition

Definition
The unit offering notes procedure maintains notes relating to unit offerings.

Overview
When a unit offering is displayed in the Unit Offerings window and Unit Offering
Notes is clicked, the Unit Offering Notes window displays the same unit offering as
the context record and any notes relating to this record.
The unit offering context region displays the current unit offering from the Unit
Offerings window. The displayed records in the Unit Offering Notes region are the
notes for the context record. This region is used to attach additional information to
unit offerings in the form of notes. Notes of many types can be created, each type
reflecting the common purpose of the notes associated with it.

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 Creating Unit Offering Notes Procedure

Creating Unit Offering Notes Procedure

To create unit offering notes, perform the following steps.
1. In Oracle Student System, navigate to the Unit Offering Notes window as
follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Unit Offering.
The Unit Offerings window appears.
4. Enter data in appropriate fields.
5. Click Unit Offering Notes.
The Unit Offering Notes window appears.
6. In the Program Note Type field, select a unit offering note type and description
from the list of values.
7. To enter a note for a unit offering note type, select the appropriate unit offering
note type and click Edit Note.
The Text Notes window appears.
Note: Notes can be created, stored, and retrieved in almost any format. For
information on note functionality, see Chapter 17, Text Notes Procedure.
8. In the field, enter descriptive text.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Unit Offering Notes Procedure 37-3

Unit Offering Notes Window

Unit Offering Notes Window

Figure 37–1 Unit Offering Notes Window

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 38
Unit Sections Procedure

This chapter describes how to create a unit section. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Unit Sections Procedure
■ Unit Sections Window

Unit Sections Procedure 38-1

Definition

Definition
The unit sections procedure creates a unit section.

Overview
A unit section, or unit offering option, identifies a unit by its location, unit mode,
which is the mode of delivery, and unit class, which is the unit section number or
high-level time indicator. Unit modes are associated with unit sections indirectly;
the direct association is with unit class.
The Unit Sections window displays the current program offering pattern record
from the Unit Offerings window. The records displayed in the Unit Offering
Options region of the Unit Sections window are the unit sections for the selected
record.

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 Creating Unit Sections Procedure

Creating Unit Sections Procedure

The following information applies to this procedure:
■ To create a unit section, the system location type must be Campus.
To create a unit section, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Unit Offering.
The Unit Offerings window appears.
4. Select a unit offering pattern.
5. Click Unit Sections.
The Unit Sections window appears.
6. Enter data in appropriate fields.
The following information applies to this step:
■ Data in the Location and Unit Class fields cannot be modified.
■ Unit sections cannot be modified for inactive calendar instances in unit
offering patterns.
■ Unit sections cannot be modified for inactive units.
■ If a unit offering has dependent children records, it cannot be deleted.
7. In the Location field, select the location where the unit is offered from the list of
values.
8. In the Unit Class field, select the unit class, indicating the high-level class time
or unit section, from the list of values.
9. Optionally, in the Quota field, enter the maximum number of students
permitted to enroll in the unit section.
10. Optionally, in the Reserved field, enter the number of reserved places in the unit
section; for example, for a later enrollment period.

Unit Sections Procedure 38-3

Creating Unit Sections Procedure

11. If students cannot enroll in this unit section through an interactive voice
response system, or IVRS, deselect the IVRS Available check box.
12. If the unit section is not offered at this time, for example, because it is not
approved, deselect the Offered check box.
13. If the unit grading schema takes precedence over the program offering pattern
grading schema, select the Unit Grading Schema Precedence check box.
If a program offering pattern grading schema is entered, it takes precedence
over the unit grading schema unless the Unit Grading Schema Precedence
check box is selected.
If a program offering pattern grading schema has precedence, recommended
unit attempt grades are translated from the unit grading schema to the program
offering pattern grading schema by the Translate Student Unit Attempt
Outcomes concurrent process.
To enter program offering pattern grading schemas, see Chapter 21, Program
Offering Patterns Procedure.
To run the Translate Student Unit Attempt Outcomes concurrent process, see
Translate Student Unit Attempt Outcomes Concurrent Process, Chapter 274,
Assessments Concurrent Processes Procedure.
14. In the Call Number field, if the user profile option has been set to automatically
assign call numbers, the system will autofill a call number. If the user profile
option has been set to enter user-determined call numbers, enter a number in
the field.
Note: A call number must be unique within a teaching period. The same call
number can be used in different teaching periods.
Note: A call number can be any number from one to ten characters in length. If
less than ten characters are used, the system does not display leading zeroes.
15. In the Unit Contact field, select the staff member responsible for the unit.

16. Save or save and continue as follows:

File - Save or Save and Proceed

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 Creating Unit Sections Procedure

17. Optionally, click the buttons described in Table 38–1 and enter data in
appropriate fields.
Table 38–1 Unit Sections Window Buttons
Button Description Reference
Unit Section Grading opens Unit Section Grading See Chapter 93, Unit Section
Schemas Schemas window Grading Schemas Procedure.
Teaching opens Teaching See Chapter 79, Teaching
Responsibility Responsibility Overrides Responsibility Overrides
Overrides window Procedure.
Unit Section Notes opens Unit Section Notes See Chapter 39, Unit Section
window Notes Procedure.

18. Close the window.

Unit Sections Procedure 38-5

Unit Sections Window

Unit Sections Window

Figure 38–1 Unit Sections Window

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 39
Unit Section Notes Procedure

This chapter describes how to create unit section notes. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Unit Section Notes Procedure
■ Unit Section Notes Window

Unit Section Notes Procedure 39-1

Definition

Definition
The unit section notes procedure maintains notes relating to unit sections.

Overview
The Unit Section Notes window displays the current unit section from the Unit
Sections window. The displayed records in the Unit Section Notes region are the
notes for the context record.
For example, when a unit section is displayed in the Unit Sections window and
Unit Section Notes is clicked, the Unit Section Notes window displays the same
offering option as the context record and any notes relating to the record.
The Unit Section Notes region is used to attach additional information to unit
sections in the form of notes. Notes of many types may be created, each type
reflecting the common purpose of the notes associated with it. Notes may be
created, stored, and retrieved in almost any format.

39-2 Oracle Student System User’s Guide

 Creating Unit Section Notes Procedure

Creating Unit Section Notes Procedure

To create a unit section note, perform the following steps.
1. In Oracle Student System, navigate to the Unit Section Notes window as
follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Unit Offering.
The Unit Offerings window appears.
4. Click Unit Sections.
The Unit Sections window appears.
5. Enter data in appropriate fields.
6. Click Unit Section Notes.
The Unit Section Notes window appears.
7. In the Program Note Type field, select a unit section note type and description
from the list of values.
8. To enter a note for a unit section note type, select the appropriate unit section
note type and click Edit Note.
The Text Notes window appears.
For information on note functionality, see Chapter 17, Text Notes Procedure.
9. In the field, enter descriptive text.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Unit Section Notes Procedure 39-3

Unit Section Notes Window

Unit Section Notes Window

Figure 39–1 Unit Section Notes Window

39-4 Oracle Student System User’s Guide

 40
Unit Offering Pattern Waitlist Procedure

This chapter describes how to create unit offering pattern waitlists. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Unit Offering Pattern Waitlists Procedure
■ Unit Offering Pattern Waitlist Window

Unit Offering Pattern Waitlist Procedure 40-1

Definition

Definition
Waitlisting criteria for unit offering pattern enrollments are defined by the
institution. Once established, waitlist limits and priorities are used during the
enrollment process.

Overview
With waitlisting enabled, users can define waitlist setups at the unit level. These
setups at the unit level are inherited at the unit section level and can be modified at
the same level. Waitlist setup consists of the following parts:
Waitlist Part Description
limits indicates maximum number of students allowed on unit or
unit section waitlist
priorities and indicates which waitlisted students have higher priority for
preferences enrolling when unit or unit section spaces become available.
Users can identify priorities based on student attributes, such
as program, unit set, class standing, organization unit, or by a
default date and time of the enrollment attempt.
setup rollover indicates that setups can be rolled from one teaching period to
another

40-2 Oracle Student System User’s Guide

 Creating Unit Offering Pattern Waitlists Procedure

Creating Unit Offering Pattern Waitlists Procedure

To create a unit offering pattern waitlist, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Unit Offering.
The Unit Offerings window appears.
4. Click Unit Offering Pattern Waitlist.
The Unit Offering Pattern Waitlist window appears.
5. Enter data in appropriate fields.
6. To indicate the order in which students are placed on the waitlist for the unit
section, enter or change a value in the Priority Order field of the Waitlist
Priority region.
7. In the Waitlist Priority Preference region, in the Preference Value field, enter or
change a preference code from the list of values.
This further defines the criteria that determine the order in which students are
placed on the waitlist.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Unit Offering Pattern Waitlist Procedure 40-3

Unit Offering Pattern Waitlist Window

Unit Offering Pattern Waitlist Window

Figure 40–1 Unit Offering Pattern Waitlist Window

40-4 Oracle Student System User’s Guide

 41
Unit Version Notes Procedure

This chapter describes how to create unit version notes. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Unit Version Notes Procedure
■ Unit Version Notes Window

Unit Version Notes Procedure 41-1

Definition

Definition
The unit version notes procedure maintains notes relating to unit versions.

Overview
The Unit Version region displays the current unit version record from the Basic Unit
Details window. The displayed records in the Unit Version Notes region are the
notes for the context record. This region is used to attach additional information to
unit versions in the form of notes. Notes of many types can be created, each type
reflecting the common purpose of the notes associated with it.
When a unit is displayed in the Basic Unit Details window and Unit Version Notes
is clicked, the Unit Version Notes window displays that same unit as the context
record, and any existing notes relating to this record are also displayed.

41-2 Oracle Student System User’s Guide

 Creating Unit Version Notes Procedure

Creating Unit Version Notes Procedure

To create a unit version note, perform the following steps.
1. In Oracle Student System, navigate to the Unit Version Notes window as
follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Unit Version Notes.
The Unit Version Notes window appears.
4. In the Program Note Type field, select a unit version note type and description
from the list of values.
5. To enter a note for a unit version note type, select the appropriate unit version
note type and click Edit Note.
The Text Notes window appears.
For information on note functionality, see Chapter 17, Text Notes Procedure.
6. In the field, enter descriptive text.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Unit Version Notes Procedure 41-3

Unit Version Notes Window

Unit Version Notes Window

Figure 41–1 Unit Version Notes Window

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 42
Basic Unit Set Details Procedures

This chapter describes how to maintain basic unit set details. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Unit Sets
■ Basic Unit Set Details Window

Basic Unit Set Details Procedures 42-1

Definition
The basic unit set details procedure maintains unit sets and unit set details.

Overview
Unit sets are used to define a student’s nominated path of study and to assist in the
assessment of progression and completion of the student’s program attempt. A unit
set can be defined as academic or administrative.
■ Academic unit sets do not have the Administrative check box selected.
Academic unit sets are those that further define a student’s path of study, for
example, Majors and Minors.
■ Administrative unit sets are used to define progression components of a
program or to restrict the set of academic unit sets that a student can pursue.
Note: This procedure does not attach units to unit sets. Unit set rules are established
in the Unit Set Rules window.
A unit set has the following four date fields:
■ The Start Date field value is inserted by the system when it creates the unit set.
■ The Review Date field is used as an indication of when a unit set must be
reviewed and updated.
■ Setting the Expiration Date field prevents further selections of a unit set while
keeping the unit set active for current students. Unit sets that have an expiry
date set, display a label when selected on all relevant screens.
■ Setting the End Date field prevents further use or alteration of the unit set.
Unit sets can be restricted to selected program types in the Unit Set Program Type
Restrictions region. Selecting a program type from the list of values restricts the unit
set to the selected program type or types. If no program types have been selected,
the unit set is available for all program types.
For information on unit sets, see Unit Sets, Chapter 4, Program Structure and
Planning Overview.

42-2 Oracle Student System User’s Guide

 Creating Unit Sets

Creating Unit Sets

Unit sets can be created and existing unit sets queried and updated. The following
information applies to this procedure:
■ Once used in the system, unit sets should not be deleted. An expiry date must
be entered to prevent further enrollments.
■ Only one version of a unit set can have an unspecified expiry date.
■ When the user sets an end date, the unit set status must be changed to Inactive
in the same transaction. Similarly, when setting a unit set status to Inactive, an
end date must also be entered in the same transaction.
■ The end date and unit set status Inactive combination cannot be set if there are
active students within an offering of the unit set.
■ The unit set category can be altered only if the unit set status is Planned.
■ The details of a unit set version cannot be altered once the unit set status is
Inactive. To make changes, reset the unit set status to Active, delete the end
date, and save before performing changes.
■ A unit set status cannot be reset to Planned once it has been changed to Active
or Inactive.
To create a unit set, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Set Details window as
follows:
Program Structure and Planning - Basic Unit Set Details
2. Enter data in appropriate fields.
3. In the Unit Set Code field, enter a unique unit set code.
4. In the Title field, enter a unique title.
5. In the Unit Set Category and Unit Set Status fields, select a unit set category and
status from the list of values.
These values are maintained by the Unit Set Categories and the Unit Set
Statuses windows.
6. In the Short Title and Abbreviation fields, enter a short title and abbreviation.
7. Optionally, map the unit set to an academic organizational unit. It is
recommended that all unit sets be mapped to an academic organizational unit.

Basic Unit Set Details Procedures 42-3

 8. Optionally, select the Administrative check box or the Authorization Required
check box.
■ The Administrative check box is used for unit sets that direct a student's
path of study but may not constitute the major studied, for example, core
unit sets or streams. An administrative unit set cannot be selected as a
primary set within the Unit Set Attempt window.
■ The Authorization Required check box requires that students who select the
unit set be approved.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. To enter program note types and their descriptions, click Unit Set Notes.

The Unit Set Notes window appears.

11. To apply unit sets to program offerings, from the Basic Unit Set Details window,
click Apply Unit Set to Program Offerings.
The Apply Unit Set to Program Offerings window appears.
12. To apply units to the unit set, from the Basic Unit Set Details window, click Unit
Set Rules.
The Unit Set Rules window appears.
13. Close the window.

42-4 Oracle Student System User’s Guide

 Basic Unit Set Details Window

Basic Unit Set Details Window

Figure 42–1 Basic Unit Set Details Window

Basic Unit Set Details Procedures 42-5

42-6 Oracle Student System User’s Guide
 43
Unit Set Notes Procedure

This chapter describes how to create unit set notes. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Unit Set Notes Procedure
■ Unit Set Notes Window

Unit Set Notes Procedure 43-1

Definition

Definition
The unit set notes procedure maintains notes related to the unit set.

Overview
Unit set notes can be created, stored, and retrieved in a variety of formats.
For information on note functionality, see Chapter 17, Text Notes Procedure.
For information on unit sets, see Unit Sets, Chapter 4, Program Structure and
Planning Overview.

43-2 Oracle Student System User’s Guide

 Creating Unit Set Notes Procedure

Creating Unit Set Notes Procedure

The following information applies to this procedure:
■ The Unit Set Notes window is entered in context, displaying the unit set details
in the Unit Set region. Any previously created unit set notes are also displayed.
To create a unit set note, perform the following steps.
1. In Oracle Student System, navigate to the Unit Set Notes widow as follows:
Program Structure and Planning - Basic Unit Set Details
The Basic Unit Set Details window appears.
2. Query the appropriate record.
3. Click Unit Set Notes.
The Unit Set Notes window appears.
4. In the Program Note Type field, select a unit set note type and description from
the list of values.
5. To enter a note for a unit set note type, select the appropriate unit set note type
and click Edit Note.
The Text Notes window appears.
6. In the field, enter descriptive text.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Unit Set Notes Procedure 43-3

Unit Set Notes Window

Unit Set Notes Window

Figure 43–1 Unit Set Notes Window

43-4 Oracle Student System User’s Guide

 44
Apply Unit Set to Program Offerings
Procedure

This chapter describes how to apply unit sets to program offerings. The following
sections are in this chapter:
■ Definition
■ Overview
■ Applying Unit Set to Program Offerings Procedure
■ Apply Unit Set to Program Offerings Window

Apply Unit Set to Program Offerings Procedure 44-1

Definition

Definition
The apply unit set to program offerings procedure maps unit sets to program
offerings.

Overview
This procedure is used to attach a unit set to an individual program offering or to
multiple program offerings.
For information on unit sets, see Unit Sets, Chapter 4, Program Structure and
Planning Overview.

44-2 Oracle Student System User’s Guide

 Applying Unit Set to Program Offerings Procedure

Applying Unit Set to Program Offerings Procedure

To apply unit sets to program offerings, perform the following steps.
1. In Oracle Student System, navigate to the Apply Unit Set to Program Offerings
window as follows:
Program Structure and Planning - Basic Unit Set Details
The Basic Unit Details window appears.
The program type details displayed reflect the position of the cursor in the Basic
Unit Set Details window. When the cursor there is located in the Unit Set region,
all programs for the program type restrictions applied are displayed in this
window. When the cursor is located on a program type restriction, then only the
programs for the selected program type restriction are displayed in this
window.
2. Click Apply Unit Set to Program Offerings.
The Apply Unit Set to Program Offerings window appears.
3. Enter data in appropriate fields.
4. Query in the Program Offerings region to refine the program offerings
displayed.
5. Use the function buttons to link the unit set to the program offerings.
Apply to All Offerings attaches the unit set to all program offerings displayed
in the Program Offerings region.
Apply to Highlighted Offering attaches the unit set to the single selected
program offering in the Program Offerings region.
6. To navigate to the Program Offering Unit Sets window, click Program Offering
Unit Sets.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Apply Unit Set to Program Offerings Procedure 44-3

Apply Unit Set to Program Offerings Window

Apply Unit Set to Program Offerings Window

Figure 44–1 Apply Unit Set to Program Offerings Window

44-4 Oracle Student System User’s Guide

 45
Program Types Procedure

This chapter describes how to create program types. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Program Types Procedure
■ Program Types Window

Program Types Procedure 45-1

Definition

Definition
The program types procedure creates institution-defined program types.

Overview
Program types are comparable to government program types, but they also permit
more detailed classification levels and the use of program type names specific to
individual institutions.
For example, Table 45–1 shows how institution-defined program types can be
mapped to government program types. Government program type 10 is mapped to
Undergraduate Bachelor’s Pass, which could be divided into 10a, Undergraduate
Bachelor’s--Government Funded, and 10b, Undergraduate Bachelor’s--Commercial
Operations. An institution might select a local name, such as Shared Program, for
the government program code 41 - Cross-institution undergraduate program. This
could be given a unique code, such as Shared.

Table 45–1 Program Types Mapping Example

Program Type Description Government Program Type
10a Undergraduate Bachelor’s - 10
Government Funded
10b Undergraduate Bachelor’s - 10
Commercial Operations
Shared Undergraduate Program Shared 41
Between Institutions

45-2 Oracle Student System User’s Guide

 Creating Program Types Procedure

Creating Program Types Procedure

The following information applies to this procedure:
■ At least one institution-defined program type must be created to correspond to
each government program type.
■ More than one institution-defined program type can be mapped to the same
government program type.
To create a new program type, perform the following steps.
1. In Oracle Student System, navigate to the Program Types window as follows:
Program Structure and Planning - Program - Program Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a program type has been used in the definition of a program, only the
description can be modified. Modification is not recommended unless the
change in description is minor and does not affect the meaning of the
program type. Typically, a new program type must be created.
■ A program type can be closed, preventing further use, by selecting the
Closed check box.
■ If a program type has been used in the definition of a program, it cannot be
deleted. It can be closed, preventing further use, by selecting the Closed
check box.
3. In the Program Type field of a blank record, enter the name or code of the
program type.
4. In the Description field, enter a description of the program type.
5. In the Government Program Type field, select the appropriate value from the
list of values, or enter a valid value.
6. Optionally, in the Program Type Group Code field, select the appropriate value
from the list of values, or enter a valid value.
7. Optionally, in the Government Program Level field, enter a government
program level.
8. The Award Program check box is selected by default. If the program type
applies to non-award programs, deselect the Award Program check box.

Program Types Procedure 45-3

Creating Program Types Procedure

9. Select the Research Type check box if the program is one for which candidacy
details are to be collected as part of the admissions and enrollments processes.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

45-4 Oracle Student System User’s Guide

 Program Types Window

Program Types Window

Figure 45–1 Program Types Window

Program Types Procedure 45-5

Program Types Window

45-6 Oracle Student System User’s Guide

 46
Program Type Groups Procedure

This chapter describes how to create program type groups. The following sections
are in this chapter.
■ Definition
■ Overview
■ Creating Program Type Groups Procedure
■ Program Type Groups Window

Program Type Groups Procedure 46-1

Definition

Definition
The program type groups procedure creates institution-defined program type
groups.

Overview
The program type groups procedure enters and maintains institution-defined
program type groups. Program type groups are comparable to government and
institution-defined program types mapped to government program types, but they
provide for groupings of these program types to meet the specific needs of the
institution. A program type can be assigned to membership in a program type
group for future inquiry, reporting, and manipulation of programs by group.
For example, program types 03 - Masters by Research and 04 - Masters by
Coursework are mapped to government program types of the same names. They
can be combined by assigning them to the institution-defined program type group
M - Master’s degrees.

46-2 Oracle Student System User’s Guide

 Creating Program Type Groups Procedure

Creating Program Type Groups Procedure

To create a program type group, perform the following steps.
1. In Oracle Student System, navigate to the Program Type Groups window as
follows:
Program Structure and Planning - Program - Program Type Groups
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a program type group is used in the definition of a program type, it
cannot be deleted. It can be closed to prevent further use by selecting the
Closed check box.
■ If a program type group is used in the definition of a program type, only
the description can be modified. It is preferable to create a new program
type group if the changes in the description are substantial.
3. In the Program Type Group Code field, enter the name or code of the program
type group.
4. In the Description field, enter a description of the program type group.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Program Type Groups Procedure 46-3

Program Type Groups Window

Program Type Groups Window

Figure 46–1 Program Type Groups Window

46-4 Oracle Student System User’s Guide

 47
Program Categories Procedures

This chapter describes how to create program categories. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Program Categories Procedure
■ Categorizing Programs Procedure
■ Program Categories Window

Program Categories Procedures 47-1

Definition

Definition
The program categories procedure creates institution-defined program categories.

Overview
The following topics are described in this section:
■ Maintaining Program Categories
■ Categorizing Programs

Maintaining Program Categories

The program categories procedure creates, deletes, and modifies institution-defined
program categories in the Program Category region of the Program Categories
window. A diverse set of programs, with attributes that cannot be easily selected,
can be categorized for inquiry, reporting, and manipulation of programs by
category. For example, all programs of the institution that include the study of
Chinese language can be grouped for the purpose of managing students’ academic
progression in an institution-defined program category CL - Chinese Language.
Program categories can be used for specific purposes within the Statistics
subsystem.

Categorizing Programs
The categorizing programs part of the program categories procedure enters
individual program versions as belonging to the selected program category in the
Program Categorizations region of the Program Categories window. For example,
with the program category CL - Chinese Language selected in the Program
Categories window, the user can place any programs involving the teaching of
Chinese language in this category by adding them in the Program Categorizations
region of the Program Categories window.

47-2 Oracle Student System User’s Guide

 Creating Program Categories Procedure

Creating Program Categories Procedure

To create program categories, perform the following steps.
1. In Oracle Student System, navigate to the Program Categories window as
follows:
Program Structure and Planning - Program - Program Categories
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a program category is used in the definition of a program, it cannot be
deleted. It can be closed to prevent further use by selecting the Closed
check box.
■ If a program category is used in the definition of a program, only the
description can be modified. It is preferable to create a new program
category if the changes in the description are substantial.
3. In the Program Category field, enter the name of the program category.
4. In the Description field, enter a description of the program category.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Program Categories Procedures 47-3

Categorizing Programs Procedure

Categorizing Programs Procedure

To add a program version to a program category, perform the following steps.
1. In Oracle Student System, navigate to the Program Categories window as
follows:
Program Structure and Planning - Program - Program Categories
2. Query the appropriate record.
3. Enter data in appropriate fields.
4. In the Program Code field, perform one of the following:
■ Select the program version number from the list of values.
■ Enter a new program code.
If a program code is already active, the list of values appears.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

47-4 Oracle Student System User’s Guide

 Program Categories Window

Program Categories Window

Figure 47–1 Program Categories Window

Program Categories Procedures 47-5

Program Categories Window

47-6 Oracle Student System User’s Guide

 48
Fields of Study Procedure

This chapter describes how to create fields of study. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Fields of Study Procedure
■ Fields of Study Window

Fields of Study Procedure 48-1

Definition

Definition
The fields of study procedure creates institution-defined fields of study.

Overview
Institution-defined fields of study, covering the programs offered by the institution,
are comparable to government fields of study, but they allow greater flexibility by
permitting classification at a more detailed level and the use of field of study names
specific to the institution. Each institution-defined field of study must be mapped to
a government field of study. More than one institution-defined field of study can be
mapped to the same government field of study.
For example, the government field of study 0101 - Animal Husbandry can be
divided into 0101a - Animal Husbandry - Domestic Animals and 0101b - Animal
Husbandry - Exotic Animals by the institution.
Table 48–1 shows how these fields of study are mapped to government fields of
study.

Table 48–1 Fields of Study Mapping Example

Institution-Defined
Field of Study Code Description Government Field of Study
0101a Animal Husbandry - 0101 - Animal Husbandry
Domestic Animals
0101b Animal Husbandry - 0101 - Animal Husbandry
Exotic Animals

48-2 Oracle Student System User’s Guide

 Creating Fields of Study Procedure

Creating Fields of Study Procedure

The following information applies to this procedure:
■ A field of study cannot be mapped to a closed government field of study.
To create fields of study, perform the following steps.
1. In Oracle Student System, navigate to the Fields of Study window as follows:
Program Structure and Planning - Program - Fields of Study
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a field of study defines a program, only the description can be modified.
■ If changes in the description are substantial, a new field of study must be
created.
■ If a field of study defines a program, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
■ A closed field of study cannot be reopened if it is mapped to a closed
government field of study.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Fields of Study Procedure 48-3

Fields of Study Window

Fields of Study Window

Figure 48–1 Fields of Study Window

48-4 Oracle Student System User’s Guide

 49
Program Attendance Modes Procedure

This chapter describes how to create program attendance modes. The following
sections are in this chapter.
■ Definition
■ Overview
■ Creating Program Attendance Modes Procedure
■ Program Attendance Modes Window

Program Attendance Modes Procedure 49-1

Definition

Definition
Program attendance modes are institution-defined classifications of the manner in
which a student undertakes a program offering option.

Overview
The program attendance modes procedure creates a program attendance mode.
Program attendance modes are comparable to government attendance modes, but
they provide for greater flexibility by permitting classification at a more detailed
level and the use of attendance mode names specific to the institution. Each
institution-defined attendance mode must be mapped to a government attendance
mode. More than one institution-defined attendance mode can be mapped to the
same government attendance mode.
For example, an institution can use its own names for internal and external
students, such as On Campus and Off Campus, with the codes On and Off. These
codes are mapped to the government attendance modes, internal and external.
Similarly, multi-modal can be identified as Mixed Attendance, Mixed.
Table 49–1 shows how this example is mapped.

Table 49–1 Program Attendance Modes Example

Program Attendance Government Program
Mode Description Attendance Mode
On On Campus 1
Off Off Campus 2
Mixed Mixed Attendance 3

49-2 Oracle Student System User’s Guide

 Creating Program Attendance Modes Procedure

Creating Program Attendance Modes Procedure

To create program attendance modes, perform the following steps.
1. In Oracle Student System, navigate to the Program Attendance Modes window
as follows:
Program Structure and Planning - Program - Program Attendance Modes
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a program attendance mode is used in the definition of a program, it
cannot be deleted. It can be closed to prevent further use by selecting the
Closed check box.
■ If a program attendance mode is used in the definition of a program, only
the description can be modified. It is preferable to create a new program
attendance mode if the changes in the description are substantial.
■ A program attendance mode can be closed to prevent further use by
selecting the Closed check box.
3. In the Attendance Mode field, enter the name or code of the program
attendance mode.
4. In the Description field, enter a description of the program attendance mode.
5. In the Government Attendance Mode field, enter a government program
attendance mode from the list of values.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Program Attendance Modes Procedure 49-3

Program Attendance Modes Window

Program Attendance Modes Window

Figure 49–1 Program Attendance Modes Window

49-4 Oracle Student System User’s Guide

 50
Program Attendance Types Procedures

This chapter describes how to create program attendance types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Attendance Types Procedure
■ Entering Loads Defining an Attendance Type Procedure
■ Program Attendance Types Window

Program Attendance Types Procedures 50-1

Definition

Definition
A program attendance type is an institution-defined classification based on the
proportion of full-time study load to be undertaken by a student in a program.

Overview
The following topics are described in this section:
■ Attendance Type
■ Attendance Type Load

Attendance Type
The program attendance types procedure creates attendance types and enters their
definition in terms of load ranges. A program attendance type is comparable to a
government attendance type but provides for greater flexibility by permitting
classification at a more detailed level and using attendance type names specific to
the institution. Typical attendance types are full-time and part-time. Each
institution-defined attendance type must be mapped to a government attendance
type. More than one institution-defined attendance type can be mapped to the same
government attendance type.
Attendance types are used in the definition of program offering options and for
institution administrative purposes such as calculation of fees and charges.
In the Attendance Type region of the Program Attendance Types window, the
acceptable per annum Effective Full-Time Student Units (EFTSU) range necessary to
meet the definition of each attendance type is entered. This is used to calculate the
attendance type and load of students for government statistical returns and for
some fees. It is the total of a student’s current program attempts across all enrolled
teaching periods that is calculated against the load ranges entered. For multiperiod
enrollments, the calculation uses the relevant apportionment factor.
For information on attendance type and student load, see Load and Attendance
Types, Chapter 168, Enrollments Overview.
For information on apportionment factors, see Load Calendar Structure,
Chapter 168, Enrollments Overview.
For information on student fees, see Nominated and Derived Program Attributes,
Chapter 199, Student Finance Concepts.

50-2 Oracle Student System User’s Guide

 Overview

A research percentage is also entered against an attendance type. This percentage is

used as the default attendance percentage value for a research candidacy in a
program with that attendance type.
In the Attendance Type Load region of the Program Attendance Types window, the
load ranges required to meet the definition of each attendance type within the
period of specific load calendars are entered. These load ranges are used to calculate
the attendance type of students for institution purposes, such as calculation of
service fees and to ensure that a student’s enrollment conforms to the program
attendance type where a student is forced or required to undertake a program with
a particular attendance type. A student’s program attempt attendance type is
validated against the load ranges entered. A default EFTSU value is entered for each
attendance type within the specified load calendar period. This default EFTSU value
must exist for calculation of some fees using the predictive fee assessment process.
For example, institutions can further subdivide the government attendance types
1 - full-time and 2 - part-time to facilitate local operations. Institutions can also use
locally recognized codes to describe full-time or part-time load, such as FT and PT.
In either case, each institution-defined attendance type must map to a
corresponding government attendance type.
The load range for a year in EFTSU, which defines each attendance type, is entered
as the academic period load range. For government reporting purposes, a student’s
unit load is calculated across all program attempts, and the student is deemed to be
of a particular program attendance type if the student’s load falls within the load
range of the attendance type.

Attendance Type Load

Because a student’s attendance type can be assessed in periods less than a full year
for enrollment, validation, service fees, and travel concessions, it is necessary to be
able to define the standard load range that constitutes each attendance type in each
of the shorter periods. The student’s calculated unit load can then be compared to
the load ranges defined for an attendance type for the periods defined by specific
load calendars.
For example, full-time study at an institution can equate to a load of 0.75 EFTSU or
more in a year. The institution can determine its students’ attendance types for each
semester. The institution can determine that a load between 0.375 and 9.999 EFTSU
constitutes a full-time load in each of semester 1 and semester 2. Therefore, a
student can be classified as full-time for the year with a load of 0.75 EFTSU, but
part-time for semester 1 and full-time for semester 2 with loads for each of these
periods of 0.25 and 0.5 EFTSU, respectively.

Program Attendance Types Procedures 50-3

Creating Attendance Types Procedure

Creating Attendance Types Procedure

The following information applies to this procedure:
■ The load limit ranges for two open attendance types cannot overlap.
■ There must be no gaps in the academic period load ranges, which means that
the full possible load range must be covered by the attendance types.
To create attendance types, perform the following steps.
1. In Oracle Student System, navigate to the Program Attendance Types window
as follows:
Program Structure and Planning - Program - Program Attendance Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ If an attendance type is used in the definition of a program, it cannot be
deleted. It can be closed to prevent further use by selecting the Closed
check box.
■ If an attendance type is used in the definition of a program, only the
description can be modified. It is preferable to create a new program
category if the changes in the description are substantial.
■ An attendance type can be closed to prevent further use by selecting the
Closed check box.
3. In the Attendance Type field, enter the name of the attendance type.
4. In the Description field, enter a description of the attendance type.
5. In the Government Attendance Type field, select the appropriate government
attendance type from the list of values.
6. In the Lower Load Limit field, enter the lower load limit representing the
acceptable per annum EFTSU range necessary to meet the definition of the
selected attendance type.
7. In the Upper Load Limit field, enter the upper load limit representing the
acceptable per annum EFTSU range necessary to meet the definition of the
selected attendance type.
8. In the Research % field, enter the research percentage representing the default
attendance percentage for a research student in a program of the selected
attendance type.

50-4 Oracle Student System User’s Guide

 Creating Attendance Types Procedure

9. Save or save and continue as follows:

File - Save or Save and Proceed
10. Close the window.

Program Attendance Types Procedures 50-5

Entering Loads Defining an Attendance Type Procedure

Entering Loads Defining an Attendance Type Procedure

The following information applies to this procedure:
■ Changes within the Program Attendance Types window affect the calculation of
a student’s derived program attendance type.
■ The enroll load ranges for two open attendance types specified for a specific
load calendar cannot overlap.
■ There must be no gaps in the enroll load ranges for a specific load calendar,
which means that the full possible load range must be covered by the
attendance types.
■ A default EFTSU value must exist for the processing of predictive fee
assessment for the selected attendance type.
■ Once in use, load range data must not be deleted or modified. A major change
in teaching calendar or load calendar structure requires the creation of new
calendars and new load apportionment.
To enter the loads defining an attendance type, perform the following steps.
1. In Oracle Student System, navigate to the Program Attendance Types window
as follows:
Program Structure and Planning - Program - Program Attendance Types
2. Enter data in appropriate fields.
The following information applies to this step.
■ To prevent further use of a record, the Closed check box must be selected.
3. Query the appropriate attendance type.
4. In the Calendar Type field, select the appropriate load calendar from the list of
values or enter a valid value.
5. In the Lower Enroll Load Range field, enter the EFTSU range that defines the
attendance type for the selected load calendar.
6. In the Upper Enroll Load Range field, enter the EFTSU range that defines the
attendance type for the selected load calendar.
7. In the Default Equivalent Full Time Student Unit field, enter the default EFTSU
applicable to the selected attendance type.
8. Save or save and continue as follows:

50-6 Oracle Student System User’s Guide

 Entering Loads Defining an Attendance Type Procedure

File - Save or Save and Proceed

9. Close the window.

Program Attendance Types Procedures 50-7

Program Attendance Types Window

Program Attendance Types Window

Figure 50–1 Program Attendance Types Window

50-8 Oracle Student System User’s Guide

 51
Program Group Types Procedure

This chapter describes how to create program group types. The following sections
are in this chapter.
■ Definition
■ Overview
■ Creating Program Group Types Procedure
■ Program Group Types Window

Program Group Types Procedure 51-1

Definition

Definition
The program group types procedure creates institution-defined program group
types.

Overview
The program group types procedure maintains the set of institution-defined
program group types. Programs can be gathered into ad hoc groups for specific
purposes. Each program group is identified by a unique code. Program group types
classify program groups according to the purpose of the grouping. Each program
group must be mapped to a program group type. Every program group type must
be mapped to a system program group type that is recognized by the system for
other functionality.

51-2 Oracle Student System User’s Guide

 Creating Program Group Types Procedure

Creating Program Group Types Procedure

The following information applies to this procedure:
■ A program group type cannot be added against a Closed system program
group type.
■ A program group type cannot be reopened if it is mapped to a Closed system
program group type.
To create program group types, perform the following steps.
1. In Oracle Student System, navigate to the Program Group Types window as
follows:
Program Structure and Planning - Program - Program Group Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a program group type is used in the definition of a program, it cannot be
deleted. It can be closed to prevent further use by selecting the Closed
check box.
■ If a program group type is used in the definition of a program, only the
description can be modified. It is preferable to create a new program group
type if the changes in the description are substantial.
■ A program group type can be closed to prevent further use by selecting the
Closed check box.
3. In the Program Group Type field, enter the name or code of the program group
type.
4. In the Description field, enter a description of the program group type.
5. In the System Program Group Type field, select the appropriate system program
group type from the list of values.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Program Group Types Procedure 51-3

Program Group Types Window

Program Group Types Window

Figure 51–1 Program Group Types Window

51-4 Oracle Student System User’s Guide

 52
Awards Procedures

This chapter describes how to create student awards. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Awards Procedure
■ Querying Programs Associated with an Award Procedure
■ Awards Window

Awards Procedures 52-1

Definition

Definition
The awards procedure creates institution-defined student awards and queries
program versions associated with an award.

Overview
The following topics are described in this section:
■ Awards
■ Program Award Inquiry

Awards
The awards procedure enters and maintains the institution’s awards. Students
receive awards for satisfying the completion requirements of their programs.
The system award type indicates to the system if the award is a program award,
honorary award, or special award, such as a medal or prize. Awards can be
assigned to program versions using the system award type Program in the Program
Awards window and are ultimately applied to diplomas, academic transcripts, and
graduation processes.
Creating an award with the system award type Honorary permits its assignment to
new graduand records in the Graduand Details window and its ultimate
application to diplomas and other graduation processes.
Students receive awards representing a medal or prize. Creating an award mapped
to either the system award type Medal or Prize permits its use in student program
attempt special award records in the Special Awards window.
The creation and definition of awards is the result of rigorous consideration by
institutions. The maintenance of a record of all awards, which are approved through
a due process, demands that an award must not be deleted once it is properly
created.
The Program Award Query... navigation button displays all programs associated
with a particular award.
For example, Bachelor of Commerce, Bachelor of Arts in Education with Honors,
and Master of Education are examples of awards assigned to program versions. The
award code for each award can be alpha, numeric, or both alpha and numeric.

52-2 Oracle Student System User’s Guide

 Overview

Program Award Inquiry

The Program Award Inquiry window displays all program versions associated with
the selected award. The link between an award and a program version is
maintained using the Program Awards window.
For example, if Bachelor of Commerce is selected in the Award region of the
Awards window, all programs associated with Bachelor of Commerce are
displayed. Students successfully completing one of these programs are awarded a
Bachelor of Commerce degree.

Awards Procedures 52-3

Creating Awards Procedure

Creating Awards Procedure

The following information applies to this procedure:
■ The Closed check box closes the selected award and its link to a diploma type to
prevent further use. It does not close the diploma type.
■ Closing an award with the system type of Program prevents further application
of that award to program versions and the creation of new graduand records
associated with the program version and award.
■ Closing an award with the system type of Medal or Prize prevents its further
use in student program attempt special award records in the Special Awards
window.
To create awards, perform the following steps.
1. In Oracle Student System, navigate to the Awards window as follows:
Program Structure and Planning - Program - Awards
2. Enter data in appropriate fields.
The following information applies to this step:
■ Delete an award only if it is necessary to remove a record created in error.
■ An award can be closed to prevent further use by selecting the Closed
check box.
■ Awards that are conferred must not be modified. It is preferable to create a
new record for a changed award and to close the prior award.
■ If graduand records are using an award, its system award type cannot be
changed.
■ Modify records only to correct data entered incorrectly.
3. In the Award Code field, enter a code for the award.
4. In the Award Title field, enter the title of the award exactly as it appears on
diplomas or is announced at graduation or prize-giving ceremonies.
5. Select a system award type from the System Award Type drop-down list.
6. Optionally, in the Credential Type field, select a diploma type from the list of
values.
7. Optionally, in the Notes field, enter any notes associated with the award.
8. Save or save and continue as follows:

52-4 Oracle Student System User’s Guide

 Creating Awards Procedure

File - Save or Save and Proceed

9. Close the window.

Awards Procedures 52-5

Querying Programs Associated with an Award Procedure

Querying Programs Associated with an Award Procedure

To query programs associated with an award, perform the following steps.
1. In Oracle Student System, navigate to the Awards window as follows:
Program Structure and Planning - Program - Awards
The Awards window appears.
2. In the Award region of the Awards window, select an award.
3. Click Program Award Query...
The Program Award Inquiry window appears.
4. To query another award, return to the Awards window.
5. Repeat Steps 1- 3.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

52-6 Oracle Student System User’s Guide

 Awards Window

Awards Window
Figure 52–1 Awards Window

Awards Procedures 52-7

Awards Window

52-8 Oracle Student System User’s Guide

 53
Program Statuses Procedure

This chapter describes how to create program statuses. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Program Statuses Procedure
■ Program Statuses Window

Program Statuses Procedure 53-1

Definition

Definition
The program statuses procedure creates program statuses.

Overview
The program statuses procedure enters and maintains the set of institution-defined
program statuses. Program status classifies the state of activity of program versions,
such as whether program versions are active or inactive. Program status is
comparable to system program status but provides for greater flexibility by
permitting classification at a more detailed level and the use of nomenclature
familiar to the institution.
Table 53–1 shows a typical institution that currently uses and does not wish to
change the term Current for a program that is active, Planned for a program that is
in the planning process, and the terms Expired and Closed for programs that are no
longer active but must remain unchanged for different reasons. These institution
statuses can be mapped to system program statuses, which are recognized by the
system for other functionality, as shown in Table 53–1.

Table 53–1 Program Statuses Mapping Example

Institution-Defined
Program Status Description System Program Status
Current currently able to enroll Active
Planned planned for future use Planned
Expired end of a predetermined period of Inactive
availability and cannot be
enrolled in pending review
Closed no longer offered to students Inactive

53-2 Oracle Student System User’s Guide

 Creating Program Statuses Procedure

Creating Program Statuses Procedure

To create program statuses, perform the following steps.
1. In Oracle Student System, navigate to the Program Statuses window as follows:
Program Structure and Planning - Program - Program Statuses
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a program status is used in the definition of a program, it cannot be
deleted. It can be closed to prevent further use by selecting the Closed
check box.
■ If a program status is used in the definition of a program, only the
description can be modified. It is preferable to create a new program status
if the changes in the description are substantial.
■ A program status can be closed to prevent further use by selecting the
Closed check box.
3. In the Program Status field, enter the name or code of the program status.
4. In the Description field, enter a description of the program status.
5. In the System Program Status field, select the appropriate system program
status from the drop-down list.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Program Statuses Procedure 53-3

Program Statuses Window

Program Statuses Window

Figure 53–1 Program Statuses

53-4 Oracle Student System User’s Guide

 54
Funding Sources Procedure

This chapter describes how to create funding sources. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Funding Sources Procedure
■ Funding Sources Window

Funding Sources Procedure 54-1

Definition

Definition
A funding source is a means of classifying programs according to the primary
source or sources of funding for a program.

Overview
The funding sources procedure creates and maintains the set of institution-defined
funding sources. Funding sources can be assigned to program versions using the
Restricted Funding Sources window to identify the funding source of each student
program enrollment. Each institution-defined funding source must be mapped to a
government funding source. A government funding source is not a required
reporting element and can therefore be used for institution purposes.
For information on government funding sources, see the Government Funding
Source window.
Examples of possible funding sources are shown in Table 54–1. The funding source
codes are institution-defined.

Table 54–1 Funding Sources Examples

Government Funding
Funding Source Description Source
A federally-funded W
B state-funded X
C fee-paying postgraduate Y
D fee-paying overseas Z

54-2 Oracle Student System User’s Guide

 Creating Funding Sources Procedure

Creating Funding Sources Procedure

The following information applies to this procedure:
■ A funding source cannot be mapped to a Closed Government funding source.
To create funding sources, perform the following steps.
1. In Oracle Student System, navigate to the Funding Sources window as follows:
Program Structure and Planning - Program - Funding Sources
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a funding source is used in the definition of a program, it cannot be
deleted. It can be closed to prevent further use by selecting the Closed
check box.
■ A Closed funding source cannot be reopened if it is mapped to a
government funding source that is closed.
■ If a funding source is used in the definition of a program, only the
description can be modified. It is preferable to create a new funding source
if the changes in the description are substantial.
■ A funding source can be closed to prevent further use by selecting the
Closed check box.
3. In the Funding Source field, enter the name of the new funding source.
4. In the Description field, enter a description for the funding source.
5. In the Government Funding Source field, select the appropriate government
funding source from the list of values.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Funding Sources Procedure 54-3

Funding Sources Window

Funding Sources Window

Figure 54–1 Funding Sources Window

54-4 Oracle Student System User’s Guide

 55
Reference Code Types Procedure

This chapter describes how to create reference code types. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Reference Code Types Procedure
■ Reference Code Types Window

Reference Code Types Procedure 55-1

Definition

Definition
The reference code types procedure creates institution-defined reference code types
and reference codes.

Overview
In Oracle Student System, reference information can be created and maintained by
performing the following tasks:
■ defining reference code types and associated reference codes
■ defining the applicable levels for these reference code types and reference codes
■ associating specific reference code types and reference codes with specific
programs, program offering options, units, unit sections, and unit section
occurrences.
Reference code types classify reference codes into families or clusters of codes.
Institution-defined reference code types must be assigned to system reference code
types.
Table 55–1 describes system reference code types.

Table 55–1 System Reference Code Types

System Reference Code
Type Description
IVR interactive voice response; code for telephone inquiries
and data entry related to program and unit enrollments,
variations, and assessment results
CRSOFSTUDY code attached to program versions that lead to
undergraduate award, used for statistical reporting to
government
CRICOS code in Commonwealth Register of Institutions &
Programs for Overseas Students
TAC-FEE code Tertiary Admissions Center uses for admission to
tuition paying program
TAC-HECS code Tertiary Admissions Center uses for admission to
HECS paying program

55-2 Oracle Student System User’s Guide

 Creating Reference Code Types Procedure

Creating Reference Code Types Procedure

The following information applies to this procedure:
■ A reference code type cannot be mapped to a closed system reference type.
To create a reference code type, perform the following steps.
1. In Oracle Student System, navigate to the Reference Code Types window as
follows:
Program Structure and Planning - Program - Reference Code Types
2. Enter an institution-defined code in the Reference Code Type field and an
associated description in the Description field.
The following information applies to this step:
■ If changes in the description are substantial, a new reference code type
should be created.
■ To prevent further use of a record, the Closed check box must be selected.
■ A closed reference code type cannot be reopened if it is mapped to a closed
system reference code type.
■ If the reference code type is to display in self-service windows, check the
Used in Self-Service check box.
3. Select a system reference code type.
4. In the Applicable Levels region, select the levels to which the reference code
type applies.
5. Enter at least one institution-defined code in the Reference Codes region. An
unlimited number of reference codes may be entered for each reference code
type. If multiple reference codes are entered, one must be selected as the default
by checking the Default check box. Enter as associated description for each
reference code.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Reference Code Types Procedure 55-3

Reference Code Types Window

Reference Code Types Window

Figure 55–1 Reference Code Types Window

55-4 Oracle Student System User’s Guide

 56
Program Groups Procedures

This chapter describes how to create program groups and program group members.
The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Program Groups Procedure
■ Creating Program Group Members Procedure
■ Program Groups Window

Program Groups Procedures 56-1

Definition

Definition
The program groups procedures create institution-defined program groups and
program group members.

Overview
Each program group is assigned a program group code and a group type that
identifies the purpose of the program group and enables additional functionality.
The organizational unit responsible for the program group is also recorded.
In the Program Group Members region, program versions are assigned to a
program group.

56-2 Oracle Student System User’s Guide

 Creating Program Groups Procedure

Creating Program Groups Procedure

The following information applies to this procedure:
■ A program group cannot be added to a closed group type.
■ A program group cannot be added to a closed organizational unit.
To create a program group, perform the following steps.
1. In Oracle Student System, navigate to the Program Groups window as follows:
Program Structure and Planning - Program - Program Groups
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a program group has members, it cannot be deleted.
■ If a program group has members, only the description can be modified if
the change does not affect the meaning of the program group.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Optionally, go to the Program Group Members region and enter data as
described in Creating Program Group Members Procedure in this chapter.
5. Close the window.

Program Groups Procedures 56-3

Creating Program Group Members Procedure

Creating Program Group Members Procedure

The following information applies to this procedure:
■ Programs added to a program group are included in the program group’s
functions, reports, and queries.
■ Programs deleted from a program group are not included in the program
group’s reports or queries.
To create a program group member, perform the following steps.
1. In Oracle Student System, navigate to the Program Groups window as follows:
Program Structure and Planning - Program - Program Groups
2. Query the appropriate record.
3. Go to the Program Group Members region.
4. Enter data in appropriate fields.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

56-4 Oracle Student System User’s Guide

 Program Groups Window

Program Groups Window

Figure 56–1 Program Groups Window

Program Groups Procedures 56-5

Program Groups Window

56-6 Oracle Student System User’s Guide

 57
Program and Unit Note Types Procedure

This chapter describes how to create program and unit note types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Program and Unit Note Types Procedure
■ Program and Unit Note Types Window

Program and Unit Note Types Procedure 57-1

Definition

Definition
The program and unit note types procedure creates program and unit note types.

Overview
A note type is an institution-defined classification of notes related to a program. For
example, a Handbook note type can refer to notes containing information for
publication in an institution’s official handbook.

57-2 Oracle Student System User’s Guide

 Creating Program and Unit Note Types Procedure

Creating Program and Unit Note Types Procedure

To create a program and unit note type, perform the following steps.
1. In Oracle Student System, navigate to the Program and Unit Note Types
window as follows:
Program Structure and Planning - Program and Unit Note Types
2. Enter data in appropriate fields.
The following data applies to this step:
■ If a note type is used in the definition of a note, it cannot be deleted.
■ It is unlikely that a note type needs to be deleted.
■ If a note type is used in the definition of a note, only the description can be
modified. It is preferable to create a new note type if the changes in the
description are substantial.
3. In the Note Type field, enter the name or code of the program note type.
4. In the Description field, enter a description for the program note type.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Program and Unit Note Types Procedure 57-3

Program and Unit Note Types Window

Program and Unit Note Types Window

Figure 57–1 Program and Unit Note Types Window

57-4 Oracle Student System User’s Guide

 58
Dictionary of Occupational Titles Procedure

This chapter describes how to enter codes, titles, and alternate titles from the
Dictionary of Occupational Titles in Oracle Student System. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Dictionary of Occupational Titles Records Procedure
■ Dictionary of Occupational Titles Window

Dictionary of Occupational Titles Procedure 58-1

Definition

Definition
The Dictionary of Occupational Titles procedure enters codes, titles, and alternate
titles from the Dictionary of Occupational Titles in Oracle Student System.

Overview
The Dictionary of Occupational Titles codifies all professions and professional titles.
In the Program Occupational Titles window, institutions associate programs with
professions and professional titles that appear in this guide.

58-2 Oracle Student System User’s Guide

 Creating Dictionary of Occupational Titles Records Procedure

Creating Dictionary of Occupational Titles Records Procedure

To create a Dictionary of Occupational Titles record, perform the following steps.
1. In Oracle Student System, navigate to the Dictionary of Occupational Titles
window as follows:
Program Structure and Planning - Program - Occupational Titles Dictionary
2. Enter data in appropriate fields.
The following information applies to this step:
■ Data in the DOT Code field cannot be modified.
■ If a Dictionary of Occupational Titles record is associated with a program, it
cannot be deleted.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Dictionary of Occupational Titles Procedure 58-3

Dictionary of Occupational Titles Window

Dictionary of Occupational Titles Window

Figure 58–1 Dictionary of Occupational Titles Window

58-4 Oracle Student System User’s Guide

 59
Program Occupational Titles Procedure

This chapter describes how to associate programs with professions and professional
titles that appear in the Dictionary of Occupational Titles. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Program Occupational Titles Procedure
■ Program Occupational Titles Window

Program Occupational Titles Procedure 59-1

Definition

Definition
The program occupational titles procedure associates programs with professions
and professional titles that appear in the Dictionary of Occupational Titles.

Overview
The Dictionary of Occupational Titles codifies all professions and professional titles.

59-2 Oracle Student System User’s Guide

 Creating Program Occupational Titles Procedure

Creating Program Occupational Titles Procedure

To create a program occupational title, perform the following steps.
1. In Oracle Student System, navigate to the Program Occupational Titles window
as follows:
Program Structure and Planning - Program - Program Occupational Titles
2. Query the appropriate record.
3. Enter data in appropriate fields.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Program Occupational Titles Procedure 59-3

Program Occupational Titles Window

Program Occupational Titles Window

Figure 59–1 Program Occupational Titles Window

59-4 Oracle Student System User’s Guide

 60
Careers and Related Programs Procedure

This chapter describes how to query Dictionary of Occupational Titles records and
display related programs. The following sections are in this chapter:
■ Definition
■ Overview
■ Querying Dictionary of Occupational Titles Records Procedure
■ Careers and Related Programs Window

Careers and Related Programs Procedure 60-1

Definition

Definition
The careers and related programs procedure queries Dictionary of Occupational
Titles records and displays related programs.

Overview
The Dictionary of Occupational Titles codifies all professions and professional titles.
In the Program Occupational Titles window, institutions associate programs with
professions and professional titles that appear in this guide.
The Careers and Related Programs window is used to view programs at the
institution that are available for students interested in the associated occupations.

60-2 Oracle Student System User’s Guide

 Querying Dictionary of Occupational Titles Records Procedure

Querying Dictionary of Occupational Titles Records Procedure

To query a Dictionary of Occupational Titles record and display related programs,
perform the following steps.
1. In Oracle Student System, navigate to the Careers and Related Programs
window as follows:
Program Structure and Planning - Program - Careers and Related Programs
2. Query the appropriate record.
Related programs appear in the Programs region.
3. Close the window.

Careers and Related Programs Procedure 60-3

Careers and Related Programs Window

Careers and Related Programs Window

Figure 60–1 Careers and Related Programs Window

60-4 Oracle Student System User’s Guide

 61
Programs Eligible for Financial Aid
Procedure

This chapter describes how to indicate if students in a program are eligible to

receive financial aid. The following sections are in this chapter:
■ Definition
■ Overview
■ Indicating Programs Eligible for Financial Aid Procedure
■ Programs Eligible for Financial Aid Window

Programs Eligible for Financial Aid Procedure 61-1

Definition

Definition
The programs eligible for financial aid procedure indicates if students in a program
are eligible to receive financial aid.

Overview
The Programs Eligible for Financial Aid window is used by the financial aid staff at
an institution.
The window distinguishes between financial aid from federal, state, and
institutional sources.

61-2 Oracle Student System User’s Guide

 Indicating Programs Eligible for Financial Aid Procedure

Indicating Programs Eligible for Financial Aid Procedure

The following information applies to this procedure:
■ By default, State, Federal, and Institutional check boxes are all selected.
To indicate a program is eligible for financial aid, perform the following steps.
1. In Oracle Student System, navigate to the Programs Eligible for Financial Aid
window as follows:
Program Structure and Planning - Program - Programs for Financial Aid
2. Query the appropriate record.
3. Enter data in appropriate fields.
4. If the program is not eligible for state financial aid, deselect the State check box.
5. If the program is not eligible for federal financial aid, deselect the Federal check
box.
6. If the program is not eligible for institutional financial aid, deselect the
Institutional check box.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Programs Eligible for Financial Aid Procedure 61-3

Programs Eligible for Financial Aid Window

Programs Eligible for Financial Aid Window

Figure 61–1 Programs Eligible for Financial Aid Window

61-4 Oracle Student System User’s Guide

 62
Program Stages Procedure

This chapter describes how to maintain program stages. The following sections are
in this chapter:
■ Definition
■ Overview
■ Maintaining Program Stages Procedure
■ Program Stages Window

Program Stages Procedure 62-1

Definition

Definition
Program stages are institution-defined milestones by which progression in a
program can be measured.

Overview
The program stages procedure enables users to perform the following tasks:
■ enter the stages of individual programs
■ enter an override description for a program
■ view the rule applying to a program stage
■ access the Rule window to edit rule text
Typically, institutions view completion of a year of a program as a measure of
progression. For example, a three-year degree usually has three stages: Year 1, Year
2, and Year 3. However, institutions or organizational units can use this facility to
define program stages in any way they want. Institutions then apply rules to
determine if a stage is completed.
The institution-defined set of program stage types is maintained in the Program
Stage Types window. Users can change the name of a program stage using the
override facility. For example, an organizational unit can change the Year 1
designation to Foundation Year.
Program Stage Completion is the only rule in the current Oracle Student System.
There is no process that automatically evaluates whether a student has satisfied the
requirements of the Program Stage Completion rule.
Users view a rule by navigating to the second Program Stages window from the
first Program Stages window.
To edit a rule, users navigate to the Rule window from the second Program Stages
window.
For information on creating rules, see Chapter 469, Rules Overview.

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 Maintaining Program Stages Procedure

Maintaining Program Stages Procedure

To maintain a program stage, perform the following steps.
1. In Oracle Student System, navigate to the Program Stages window as follows:
Program Structure and Planning - Basic Program Details
2. The Basic Program Details window appears.
3. Query the appropriate record.
4. Click Other Program Detail.
5. Click Program Stage.
The Program Stages window appears.
6. In the Program Code field, query the appropriate record.
7. Enter data in appropriate fields.
8. To add a program stage, in the Program Stage Type field, select a program stage
from the list of values.
9. To change the standard name for a program stage, enter a new name in the
Override Description field.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. To view the rules for a selected stage, place the cursor in the appropriate
Program Stage Type field and click Program Stage Rules.
Another Program Stages window appears displaying the existing program rule
in the Rule Description field and the detail of the rule for the context program
version in the Rule Text field.
If there is no rule entered for a program version, Undefined is displayed
adjacent to the rule description.
12. To edit a rule, click Edit Rule.

The Rule window appears.

For information on the Rule window, see Chapter 471, Rule Procedure.
13. Save or save and continue as follows:

File - Save or Save and Proceed

Program Stages Procedure 62-3

Maintaining Program Stages Procedure

14. Click Back.

The Program Stages window appears.

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 Program Stages Window

Program Stages Window

Figure 62–1 Program Stages Window

Program Stages Procedure 62-5

Program Stages Window

62-6 Oracle Student System User’s Guide

 63
Program Stage Types Procedure

This chapter describes how to create program stage types. The following sections
are in this chapter.
■ Definition
■ Overview
■ Creating Program Stage Types Procedure
■ Program Stage Types Window

Program Stage Types Procedure 63-1

Definition

Definition
Program stage types are codes that an institution uses to indicate the level of
progression in a student program attempt.

Overview
The program stage types procedure creates institution-defined codes used to
indicate the level of progression in a student program attempt. Example of codes
include the following:
■ YEAR-01
■ SCND-YEAR
■ 3RD-YEAR
The data maintained in the Program Stage Types window identifies the stages of
individual programs in the Program Version Notes window.

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 Creating Program Stage Types Procedure

Creating Program Stage Types Procedure

To create a program stage type, perform the following steps.
1. In Oracle Student System, navigate to the Program Stage Types window as
follows:
Program Structure and Planning - Program - Program Stage Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a program stage type is used in the definition of a program, it cannot be
deleted. It can be closed to prevent further use by selecting the Closed
check box.
■ If a program stage type is used in the definition of a program, only the
description can be modified. It is preferable to create a new program stage
type if the changes in the description are substantial.
3. In the Program Stage Type field, enter a unique name for the program stage
type.
4. In the Description field, enter a description for the program stage type.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Program Stage Types Procedure 63-3

Program Stage Types Window

Program Stage Types Window

Figure 63–1 Program Stage Types Window

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 64
Program Version Rules Procedure

This chapter describes how to maintain program version rules. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Program Version Rules Procedure
■ Program Version Rules Window

Program Version Rules Procedure 64-1

Definition

Definition
The program version rules procedure enables users to query and view program
version rules that apply to a selected program version and to navigate to the Rule
window to create and edit rules.

Overview
Oracle Student System provides the following rules for program versions:
■ Articulated Programs
■ Program Version Completion
■ Program Version Honors Level
■ Core
In addition to the rules provided by Oracle Student System for program versions,
there is a procedure that automatically evaluates whether a student has satisfied the
requirements of the Articulated Programs rule, which is used by the Statistics
subsystem.
The Program Version Rules window can be accessed as follows:
■ directly from the Program Structure and Planning menu
■ using the navigation button in the Program Ownership window
For information on creating rules, see Chapter 469, Rules Overview.

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 Maintaining Program Version Rules Procedure

Maintaining Program Version Rules Procedure

To maintain a program version rule, perform the following steps.
1. In Oracle Student System, navigate to the Program Version Rules window as
follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Other Program Detail.
4. Click Program Version Rule.
The Program Version Rules window appears.
5. Optionally, navigate as follows:
Program Structure and Planning - Program - Program Version Rules
The Program Version Rules window appears.
6. Enter data in appropriate fields.
7. Query the rule.
If there is no rule entered for a program version, Undefined is displayed
adjacent to the rule description.
8. To edit a rule, place the cursor in the Rule Description field of the selected rule.
9. Click Edit Rule.
The Rule window appears.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Program Version Rules Procedure 64-3

Program Version Rules Window

Program Version Rules Window

Figure 64–1 Program Version Rules Window

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 65
Program Offering Option Admission
Categories Procedure

This chapter describes how to maintain program offering option admission

categories. The following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Program Offering Option Admission Categories Procedure
■ Program Offering Option Admission Categories Window

Program Offering Option Admission Categories Procedure 65-1

Definition

Definition
The program offering option admission categories enable users to restrict program
offering options to particular admissions categories and to select a default
admission category for a program offering option.

Overview
Admission category restrictions can be applied to program offering options. The
purpose is to limit the admission categories for which admission applications for
particular program offerings can be placed. When an admission application is
processed, one of the following occurs:
■ The admission application is assigned the admission category of the session
details because that admission category is one of those to which the program
offering is restricted.
■ The admission application is assigned the admission category of the session
details because the program offering option is not restricted to any particular
admission category.
■ An error message advises that the admission application cannot be entered
under the current admission category. In this case, the session details can be
changed to permit processing of the application, or the application can be
removed from processing for later resolution.
In the Program Offering Option Admission Categories window, the user can select a
default admission category in cases where it is required to automatically determine
an admission category for a program offering option. For example, during the
Government offer load procedure, each application is assigned the default
admission category for its subject program offering option.

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 Maintaining Program Offering Option Admission Categories Procedure

Maintaining Program Offering Option Admission Categories Procedure

To maintain admission categories, perform the following steps.
1. In Oracle Student System, navigate to the Program Offering Option Admission
Categories window as follows:
Program Structure and Planning - Basic Program Details
The Basic Program Details window appears.
2. Query the appropriate record.
3. Click Program Offering.
The Program Offerings window appears.
4. Click Program Offering Options.
The Program Offering Options window appears.
5. Click Program Offering Option Admission Categories.
The Program Offering Option Admission Categories window appears.
6. Enter data in appropriate fields.
7. In the Program Code field, query the appropriate program offering option.
The admission categories, if any, appear in the Admission Categories region.
8. In the Admission Category field, select the program offering option to be
restricted.
The restrictions, if any, appear in the Admission Category Unit Set Restrictions
region.
9. In the Unit Set Code field, select a restriction from the list of values.
10. To select a default admission category, select the appropriate System Default
check box.
Only one admission category must be set as the system default for each
program offering option.
11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

Program Offering Option Admission Categories Procedure 65-3

Program Offering Option Admission Categories Window

Program Offering Option Admission Categories Window

Figure 65–1 Program Offering Option Admission Categories Window

65-4 Oracle Student System User’s Guide

 66
Patterns of Study Procedure

This chapter describes how to maintain patterns of study. The following sections are
in this chapter:
■ Definition
■ Overview
■ Maintaining Patterns of Study Procedure
■ Patterns of Study Window

Patterns of Study Procedure 66-1

Definition

Definition
A pattern of study defines the predetermined unit structure that students enrolled
in the program typically follow.

Overview
Patterns of study are used in the pre-enrollment process to pre-enroll students in
units and to advise students of unspecified unit requirements, such as electives and
optional units. Patterns of study make the selection of units by a student more
straightforward.
Not all programs lend themselves to the use of patterns of study. Programs with no
or few prescribed units are in this category. Some programs have a group of
compulsory or core units with the rest of the program made up of optional and
elective units. In these cases, the choice can be to include only the prescribed units
in the pattern of study; optional and elective units can be listed as unspecified units.
The decision to create patterns of study for particular programs is based on the
perceived advantage of doing so. If the program has only a small number of
prescribed units, patterns of study are unlikely to provide much advantage.
A pattern of study can be specified to apply to one or more academic periods in
advance. This permits a student’s pre-enrollment to be performed for either the
upcoming academic year or any number of academic years. For example, by
specifying a value for number of periods of 1, pre-enrollment takes place only one
year in advance. For each academic year covered by the pattern of study, the
teaching periods in which pre-enrollment take place are specified in the Pattern of
Study Period window and the units to be pre-enrolled in the teaching periods are
also entered in the Pattern of Study Period window.
For example, students studying on campus can be offered a different pattern of
units from those studying off campus. Full-time on-campus students might
typically take X units spread over Y teaching periods, whereas part-time on-campus
and off-campus students might take the same X units over 2Y teaching periods. This
is reflected in different patterns of study, and therefore different sets of units being
pre-enrolled.
Students taking different majors have different unit requirements or unit sets to
satisfy their major. The unit requirements can be specified as a pattern of study.
Beginning of year and midyear incoming students have the same units in their
patterns of study, but the pattern is different because one starts in SEM-1 and the
other in SEM-2.

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 Maintaining Patterns of Study Procedure

Maintaining Patterns of Study Procedure

The patterns of study procedure includes the following parts:
■ Entering Patterns of Study for a Program Offering
■ Copying a Pattern of Study to a New Pattern of Study

Entering Patterns of Study for a Program Offering

The following information applies to this procedure:
■ If a value is specified for any optional attributes of a pattern of study, which
include location, attendance mode, attendance type, admission calendar, unit
set, and admission category, then a value must be specified for that attribute in
all other patterns of study for the program offering unless it is a default pattern
of study. For example, if a location is specified for a pattern of study, then all
other nondefault patterns of study must also have location specified.
■ The Location Code, Attendance Mode, Attendance Type, Admission Calendar,
Unit Set Code, and Admission Category fields are optional fields that restrict
the applicability of a particular pattern of study.
For example, specifying a location G, Geelong campus, limits applicability of
the pattern of study to enrollments in the offerings of the program at that
location only. There is no restriction on the other attributes, such as attendance
mode, if none of these attributes are set for that same record.
Admission calendar is used to limit the pattern of study to a particular
admission period. This can apply if incoming midyear students are offered a
different pattern of units from that offered earlier incoming students.
A unit set code is specified if the pattern is restricted to students in that unit set,
such as students studying a particular major sequence.
Specifying the admission category restricts the pattern of study to students in
that admission category.
■ Oracle Student System prevents specification of a value for any of the optional
attributes of a pattern of study if a default is not specified for that attribute or
for any other of the program’s patterns of study other than the default pattern
of study.
■ Oracle Student System warns the user if no matching future program offering
options are found for the specified location, attendance mode, or attendance
type of the pattern of study. For example, if Geelong is specified as the location

Patterns of Study Procedure 66-3

Maintaining Patterns of Study Procedure

of a pattern of study, the system warns the user if there are no future Geelong
offerings of the program. If no offering option attributes are specified and no
future offerings of the program are found, a warning is also given.
■ Oracle Student System warns the user if a unit set specified against the pattern
of study is not linked to the program offering.
To enter patterns of study for a program offering, perform the following steps.
1. In Oracle Student System, navigate to the Patterns of Study window as follows:
Program Structure and Planning - Program Offerings - Pattern of Study
2. Enter data in appropriate fields.
3. In the Number of Periods field, enter the number of academic periods in which
students are pre-enrolled each time the pre-enrollment procedure is run.
For example, specifying 2 means that the pre-enrollment procedure pre-enrolls
units in both the upcoming academic year and the following year, unless the
upcoming period is the final period of the student’s program.
It is recommended that a default pattern of study be set up for every program
offering in addition to setting up or instead of setting up restricted patterns.
This ensures that no program offerings are overlooked. The default pattern is
set up by creating a record with only the number of periods specified. The
default pattern is used by the pre-enrollment process in cases where attributes
of the student’s program offering option do not match the same attributes of
any of the restricted patterns of study.
4. Optionally, in the Location Code field, enter a valid value or select the
appropriate location code from the list of values.
5. Optionally, in the Attendance Mode field, enter a valid value or select the
appropriate mode of attendance from the list of values.
6. Optionally, in the Attendance Type field, enter a valid value or select the
appropriate attendance type from the list of values.
7. Optionally, in the Admission Calendar field, enter a valid value or select the
appropriate admission calendar from the list of values.
8. Optionally, in the Unit Set Code field, enter a valid value or select the
appropriate unit set code from the list of values.
9. Optionally, in the Admission Category field, enter a valid value or select the
appropriate admission category from the list of values.

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 Maintaining Patterns of Study Procedure

10. To permit pre-enrollment of the units in the pattern of study to always take
place, select the Always Pre Enroll check box.
If deselected, pre-enrollment for particular students occurs only if the students
enrolled in and passed the previous academic periods' units, meaning that the
student progressed exactly as prescribed by the pattern of study.
For information on pre-enrollment constraints, see Preenrollment Constraints,
Chapter 169, Preenrollment Process Overview.
11. In the Latest Approved Academic Calendar Instance field, select the last
academic period for which this pattern is applicable from the list of values.
This can be amended if the pattern is to be used for later academic periods.
12. In the first Effective Dates field, enter a start date for the latest approved
academic calendar instance from the list of values.
13. In the second Effective Dates field, enter an end date for the latest approved
academic calendar instance from the list of values.
14. Save or save and continue as follows:

File - Save or Save and Proceed

15. To enter the units to be pre-enrolled in each teaching period in the Pattern of
Study Period window, click Pattern of Study Period.
For each pattern of study, the units to be pre-enrolled in each teaching period
must be entered in the Pattern of Study Period window.
16. Close the window.

Copying a Pattern of Study to a New Pattern of Study

To copy a pattern of study to a new pattern of study, perform the following steps.
1. In Oracle Student System, navigate to the Patterns of Study window as follows:
Program Structure and Planning - Program Offerings - Pattern of Study
2. Enter data in appropriate fields.
3. Query the appropriate program offering.
4. In the Patterns of Study region, place the cursor in the pattern of study to be
copied.
5. Click Copy Pattern Of Study Detail.

Patterns of Study Procedure 66-5

Maintaining Patterns of Study Procedure

A pop-up window appears.

6. In the Program Code field, select a program from the list of values.
7. Click OK.

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 Patterns of Study Window

Patterns of Study Window

Figure 66–1 Patterns of Study Window

Patterns of Study Procedure 66-7

Patterns of Study Window

66-8 Oracle Student System User’s Guide

 67
Program Pattern of Studies Procedure

This chapter describes how to enter pattern of study details. The following sections
are in this chapter:
■ Definition
■ Overview
■ Entering Program Patterns of Studies Procedure
■ Program Pattern of Studies Window

Program Pattern of Studies Procedure 67-1

Definition

Definition
The program pattern of studies procedure enters the details of a pattern of study.

Overview
The Program Pattern of Studies window is accessed through the Patterns of Study
window.
Each pattern of study entered in the Patterns of Study window must have details
entered in the Program Pattern of Studies window. This detail includes the
following:
■ against each pattern of study, the teaching periods within the academic periods
in which the pattern’s units are to be pre-enrolled
■ against each teaching period, the units to be pre-enrolled for that teaching
period or the unspecified units, such as optional units and electives, for the
teaching period

Program Pattern of Studies Window

In the Patterns of Study Periods region of the Program Pattern of Studies window,
the academic period numbers are the number of the academic years in which
teaching periods are related to this pattern of study; this means that each academic
period number corresponds to an academic year in which a student is expected to
enroll when progressing normally. The following examples show how academic
period numbers can be used:
■ Example 1: A full-time three-year degree commencing midyear involves
teaching periods in academic years 1, 2, 3, and 4. If two or more teaching
periods related to the pattern of study, such as semester 1 and semester 2, occur
in the same year, then two or more records with the same academic period
number must be created.
■ Example 2: A full-time three-year degree with incoming students at the start of
the year involves teaching periods in academic years 1, 2, and 3 only.
■ Example 3: A part-time program with a prescribed pattern of study over six
years involves teaching periods in academic years 1, 2, 3, 4, 5, and 6.
The teaching calendar type details enter each of the teaching periods within the
academic periods related to the pattern of study. In the previous Example 1
illustrating academic period numbers, year 1, academic periods 1, has only teaching
period SEM-2, semester 2, in it. Year 2, academic year 2, has teaching periods SEM-1

67-2 Oracle Student System User’s Guide

 Overview

and SEM-2, semesters 1 and 2, in it. If straddle units, which are units commencing
in semester 2 and finishing in semester 1, or year long units are included in each
year of the program, teaching periods such as S2-E1 or YR-LONG can also be
entered against academic periods.
For each pattern of study period, the units in which students must be pre-enrolled
for that period must be entered. This means that students are pre-enrolled in a
particular set of units in academic period 1 - SEM-2 and another set of units for
academic period 2 - SEM-1.
Pre-enrollment does not occur for unspecified units, but they can be listed on
enrollment forms or included in correspondence sent to students.
For information on pre-enrollment, see Chapter 169, Preenrollment Process
Overview.

Example 1
A number of patterns of study are set up for a three-year full-time program in the
Patterns of Study window. One of these has the number of periods set to 1 and the
admission calendar set to ADM-PER-2, admission period 2, which is the admission
period for the mid-year incoming student. The latest approved academic calendar
instance is entered as the academic year 2002. No other attributes are set, meaning
that this pattern of study applies to all offerings of the program in ADM-PER-2.
With this pattern of study selected, Pattern of Study Period is clicked to navigate to
the Program Pattern of Studies window.
Each of the teaching periods for the typical duration of the program is entered
against the number of the academic period in which it falls. In this case, the pattern
starts with midyear, so against academic period 1 is entered teaching period SEM-2,
semester 2. Against academic period 2 is entered both SEM-1 and in the next record
SEM-2. This continues until the last record, academic period 4, SEM-1, is entered.
When this pattern of study is used for students admitted to the program in the 1999
instance of ADM-PER-2, the pattern of study applies, as shown in Table 67–1.
For each pattern of study period record, the units to be pre-enrolled in the pattern of
study period are entered. These units are generally core or mandatory units, but for
unspecified units, such as optional units and electives, the description can be
entered. For example, by entering units against academic period 2, SEM-2 in the
previous example, when pre-enrollment is performed for the year 2000, students
continuing in the program are pre-enrolled in the units.
If the program in this example also has a part-time offering and the institution
performs pre-enrollment for part-time programs, then pattern of study periods

Program Pattern of Studies Procedure 67-3

Overview

must be set up for more than four academic periods and the units applicable to each
period entered against them. This can be of use only if there is a prescribed pattern
of study for the part-time program.

Table 67–1 Pattern of Study Periods Example 1

Academic Period Teaching Calendar
Number Meaning Type Description
1 1999 academic year SEM-2 SEMESTER 2
2 2000 academic year SEM-1 SEMESTER 1
2 2000 academic year SEM-2 SEMESTER 2
3 2001 academic year SEM-1 SEMESTER 1
3 2001 academic year SEM-2 SEMESTER 2
4 2002 academic year SEM-1 SEMESTER 1

Example 2
A program commencing at the start of an academic year includes year-long units
and straddle units, which are units commencing in semester 2 and finishing in
semester 1 of the following year. The creation of patterns of study for this program
uses the same method as for Example 1.
The patterns of study in this case differ in that the year-long and straddle teaching
periods must be entered for each academic period number with units offered in
these teaching periods. This means that academic period number 1 now has
teaching periods SEM-1, SEM-2, YR-LONG, and S2-E1 entered against it. This is
repeated for academic period number 2 if it also has year-long and straddle units
commencing it. Against each pattern of study period are entered the units
applicable to that period.
Table 67–2 illustrates, for the first two years of the program, how patterns of study
periods are set up for a full-time program with straddle and year-long units. This
example is for students admitted to the program in the 1999 instance of
ADM-PER-1.

67-4 Oracle Student System User’s Guide

 Overview

Table 67–2 Pattern of Study Periods Example 2, First Two Years

Academic Period Teaching Calendar
Number Meaning Type Description
1 1999 academic year SEM-1 SEMESTER 1
1 1999 academic year SEM-2 SEMESTER 2
1 1999 academic year YR-LONG YEAR LONG
1 1999 academic year S2-E1 START SEM2 - END
SEM1 OF
FOLLOWING YEAR
2 2000 academic year SEM-1 SEMESTER 1
2 2000 academic year SEM-2 SEMESTER 2
2 2000 academic year YR-LONG YEAR LONG
2 2000 academic year S2-E1 START SEM2 - END
SEM1 OF
FOLLOWING YEAR

Program Pattern of Studies Procedure 67-5

Entering Program Patterns of Studies Procedure

Entering Program Patterns of Studies Procedure

The following information applies to this procedure:
■ The units must have a least one Active version. Validation messages advise if
there are no unit offering options of a unit in future pattern of study details
with matching location or class.
■ A unit is not typically entered against more than one pattern of study period
unless its Repeatable check box is selected.
■ For each pattern of study period record, a unit code or description must be
inserted, but not both. The Description field is typically used to enter
unspecified units such as options and electives.
To enter pattern of study details for a program offering, perform the following
steps.
1. In Oracle Student System, navigate to the Program Pattern of Studies window
as follows:
Program Structure and Planning - Program Offerings - Pattern of Study
The Patterns of Study window appears.
2. Enter data in appropriate fields.
3. Query a program offering.
4. Select a pattern of study.
5. Click Pattern of Study Period.
The Program Pattern of Studies window appears.
6. In the Academic Period Number field, enter the number of academic years in
which teaching periods relate to this pattern of study.
7. In the Teaching Calendar Type field, enter a teaching calendar from the list of
values.
8. Optionally, in the Description field, enter a description for the pattern of study
period, such as YEAR1 - SEMESTER 1.
9. In the Unit Code field, enter a valid value or select the appropriate unit code
from the list of values.
10. Optionally, in the Location Code field, enter a valid value or select a location
from the list of values.

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 Entering Program Patterns of Studies Procedure

If location is specified, it is used by the pre-enrollment process, if matching unit

offering options exist, to select the unit offering option in which to pre-enroll
students. If not specified, the pre-enrollment process uses an algorithm to
determine in which, if any, unit offering option to enroll students.
11. Optionally, in the Unit Class field, enter a valid value or select a unit class from
the list of values.
If class is specified, it is used by the pre-enrollment procedure, if matching unit
offering options exist, to select the unit offering option in which to pre-enroll
students. If not specified, the pre-enrollment procedure uses an algorithm to
determine in which, if any, unit offering option to enroll students.
12. In the Description field, enter a description for the unit.

In addition to entering specific units, unspecified units, such as optional units

or electives, can be listed by entering only a description as a pattern of study
unit record. For example, a single record, Two Electives, can be inserted, or two
separate records, Elective 1 and Elective 2, can be inserted.
13. Save or save and continue as follows:

File - Save or Save and Proceed

14. Close the window.

Program Pattern of Studies Procedure 67-7

Program Pattern of Studies Window

Program Pattern of Studies Window

Figure 67–1 Program Pattern of Studies Window

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 68
Program Offering Unit Sets Procedure

This chapter describes how to maintain program offering unit sets. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Program Offering Unit Sets Procedure
■ Program Offering Unit Sets Window

Program Offering Unit Sets Procedure 68-1

Definition

Definition
The program offering unit sets procedure maps unit sets to individual program
offerings.

Overview
The Program Offering Unit Sets window can be accessed in the following ways:
■ selecting Program Offering Unit Sets from the Program Structure and Planning
menu
■ clicking the Program Offering Unit Set button in the Program Offerings
window.
■ clicking the Program Offering Unit Sets button in the Apply Unit Set to
Program Offerings window
When the user navigates to the Program Offering Unit Sets window by using
navigation buttons, the program offering details are displayed in the Program
Offering region. Unit sets assigned to the program offering are displayed in the
Program Offering Unit Sets region.
Queries can be performed in the Program Offering region only when the Program
Offering Unit Sets window is accessed through the Program Structure and Planning
menu. Queries cannot be performed on Program Offering when the user navigates
to the Program Offering Unit Sets window using navigation buttons.
To select a new program offering, users must exit the Program Offering Unit Sets
window and return to the Program Offerings window or the Apply Unit Set to
Program Offerings window.
For information on using unit sets, see Unit Sets, Chapter 4, Program Structure and
Planning Overview.

68-2 Oracle Student System User’s Guide

 Maintaining Program Offering Unit Sets Procedure

Maintaining Program Offering Unit Sets Procedure

The following information applies to this procedure:
■ Unit sets can be applied to program offerings and queries can be performed on
the unit sets previously attached.
■ Queries can be performed on program offering unit sets. When performing
queries, the Include Expired Unit Sets and the Include Inactive Unit Sets check
boxes can be selected.
■ The Include Inactive Unit Sets check box cannot be selected without selecting
the Include Expired Unit Sets check box.
■ Only Active and Planned unit sets can be attached to program offerings.
■ Unit sets can be attached only to programs that do not breach the unit sets’
program type restrictions. These are maintained in the Basic Unit Set Details
window.
■ If the Administrative check box is selected in the Basic Unit Set Details window,
the Show on Official Notification check box in the Program Offering Unit Sets
window is deselected.
To maintain program offering unit sets, perform the following steps.
1. In Oracle Student System, navigate to the Program Offering Unit Sets window,
as follows:
Program Structure and Planning - Program Offerings - Program Offering
Unit Sets
2. Enter data in appropriate fields.
3. To apply a unit set to a program offering, enter a valid unit set code or select a
unit set code from the list of values.
The list of values displays all Planned or Active unit sets.
4. Optionally, in the Override Title field, enter an override title for the program
offering unit set.
The override title displays a title that reflects the unit set and program offering
relationship. For example, a unit set containing accounting units is applied to
an engineering program. The override title is Engineering Accounting.
5. Optionally, select the Only as Subordinate check box.

Program Offering Unit Sets Procedure 68-3

Maintaining Program Offering Unit Sets Procedure

When the Only as Subordinate check box is selected, the unit set is restricted
from being placed as superior in unit set relationships. If a unit is marked as
Only as Subordinate, a unit set must be created in the Program Offering Unit
Set Relationships window.
The Only as Subordinate check box cannot be selected if the unit set exists as a
superior in a unit set relationship.
The Only as Subordinate check box cannot be altered if the unit set is mapped
to a program offering option admission category.
6. Optionally, select the Show on Official Notification check box.
Selecting the Show on Official Notification check box displays the unit set
details on official notices such as transcripts.
7. Optionally, click the buttons described in Table 68–1 and enter data in
appropriate fields.
Table 68–1 Program Offering Unit Sets Region Buttons
Button Description Reference
Program opens the Program Offering See Chapter 69, Program
Offering Unit Unit Set Relationships Offering Unit Set
Set window Relationships Procedure.
Relationships
Program opens the Program Offering See Chapter 70, Program
Offering Option Unit Sets window Offering Option Unit Sets
Option Unit Procedure.
Sets

8. Save or save and continue as follows:

File - Save or Save and Proceed
9. Close the window.

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 Program Offering Unit Sets Window

Program Offering Unit Sets Window

Figure 68–1 Program Offering Unit Sets Window

Program Offering Unit Sets Procedure 68-5

Program Offering Unit Sets Window

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 69
Program Offering Unit Set Relationships
Procedure

This chapter describes how to create program offering unit set relationships. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Program Offering Unit Set Relationships Procedure
■ Program Offering Unit Set Relationships Window

Program Offering Unit Set Relationships Procedure 69-1

Definition

Definition
The program offering unit set relationships procedure creates unit set relationships.

Overview
The Program Offering Unit Set Relationships procedure creates the hierarchical
relationship structure that can exist between unit sets within a program offering.
Relationships are created between unit sets to assist in defining the path of study
and progression of a student’s program attempts. For example, to study a particular
minor, a student must also take its superior major set.
The user navigates to the Program Offering Unit Set Relationships window by
clicking Program Offering Unit Set Relationships in the Program Offering Unit
Sets window. The window is opened in context displaying the program offering
unit set. Any previously attached superior and subordinate unit sets are also
displayed.
For information on the unit sets, see Unit Sets, Chapter 4, Program Structure and
Planning Overview.

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 Creating Program Offering Unit Set Relationships Procedure

Creating Program Offering Unit Set Relationships Procedure

The following information applies to this procedure:
■ If a unit set has the Only as Subordinate check box selected in the Program
Offering Unit Sets window, only superior relationships can be created against
the unit set.
To create superior and subordinate unit set relationships for the selected program
offering set, perform the following steps.
1. In Oracle Student System, navigate to the Program Offering Unit Set
Relationships window as follows:
Program Structure and Planning - Program Offerings - Program Offering
Unit Sets
The Program Offering Unit Sets window appears.
2. Enter data in appropriate fields.
3. Click Program Offering Unit Set Relationships.
The Program Offering Unit Set Relationships window appears.
4. To create a superior relationship, in the Superior Unit Set field, select a unit set
from the list of values.
The list of values is restricted to those unit sets that are applied to the program
offering.
5. To create a subordinate relationship, in the Subordinate Unit Set field, select a
unit set from the list of values.
The list of values is restricted to those unit sets that are applied to the program
offering.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Program Offering Unit Set Relationships Procedure 69-3

Program Offering Unit Set Relationships Window

Program Offering Unit Set Relationships Window

Figure 69–1 Program Offering Unit Set Relationships Window

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 70
Program Offering Option Unit Sets
Procedure

This chapter describes how to apply program offering option unit sets. The
following sections are in this chapter:
■ Definition
■ Overview
■ Applying a Unit Set to Program Offering Option Procedure
■ Program Offering Option Unit Sets Window

Program Offering Option Unit Sets Procedure 70-1

Definition

Definition
The program offering option unit sets procedure maps unit sets to program offering
options.

Overview
The Program Offering Option Unit Sets procedure applies unit sets to program
offering options. Typically, the Program Offering Option Unit Sets procedure deletes
one or more preexisting unit sets, established in the Program Offering Unit Sets
window, that are not available within a particular program offering option.
When the Program Offering Option Unit Sets window is opened, the program
offering option details are displayed in context in the Program Offering Options
region. Unit sets that are assigned the program offering options are displayed in the
Program Offering Option Unit Sets region.
Queries can be performed in the Program Offering Option region only when the
Program Offering Option Unit Sets window is accessed through the menu. When
the Program Offering Option Unit Sets window is opened using a navigation
button, queries cannot be performed in the Program Offering Option region. To
select a different program offering, exit the Program Offering Option Unit Sets
window and return to the Program Offering Options window or the Program
Offering Unit Sets window.
For information on using unit sets, see Unit Sets, Chapter 4, Program Structure and
Planning Overview.

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 Applying a Unit Set to Program Offering Option Procedure

Applying a Unit Set to Program Offering Option Procedure

The following information applies to this procedure:
■ In the Program Offering Option Unit Sets window, the Include Inactive Unit
Sets check box cannot be selected without selecting the Include Expired Unit
Sets check box.
To apply a unit set to a program offering option, perform the following steps.
1. In Oracle Student System, navigate to the Program Offering Option Unit Sets
window as follows:
Program Structure and Planning - Program Offerings - Program Offering
Unit Sets
The Program Offering Unit Sets window appears.
2. Query the appropriate data.
3. Click Program Offering Option Unit Sets.
The Program Offering Option Unit Sets window appears.
4. Enter data in appropriate fields.
5. In the Program Code field, query a program offering.
Queries can be performed on unit sets within a program offering option.
6. To display active unit sets and unit sets that are unavailable for enrollment,
select the Include Expired Unit Sets check box or the Include Inactive Unit Sets
check box.
7. In the Unit Set Code field, enter a unit set code or select one from the list of
values.
The unit set codes displayed in the list of values are restricted to those applied
to the program offering in the Program Offering Unit Sets window.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Program Offering Option Unit Sets Procedure 70-3

Program Offering Option Unit Sets Window

Program Offering Option Unit Sets Window

Figure 70–1 Program Offering Option Unit Sets Window

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 71
Disciplines Procedure

This chapter describes how to create disciplines. The following sections are in this
chapter.
■ Definition
■ Overview
■ Creating Disciplines Procedure
■ Disciplines Window

Disciplines Procedure 71-1

Definition

Definition
The disciplines procedure creates institution-defined discipline groups.

Overview
The disciplines procedure enters and maintains the set of institution-defined
discipline groups that cover the programs offered by the institution. These groups
are comparable to government discipline groups in the Government Discipline
Groups window but provide greater flexibility by permitting classification at a more
detailed level and the use of discipline group names specific to the institution.
Government discipline groups have unique codes to group units of study into like
disciplines within branches of learning. Each institution-defined discipline group
must be mapped to a government discipline group. More than one
institution-defined discipline group can be mapped to the same government
discipline group.
■ MCLA - Music-Classical Performance and MCON - Music-Contemporary
■ JAZZ - Music-Jazz and CONT - Music-Contemporary
Table 71–1 shows how the government discipline group code, 0605 - Music, can be
subdivided for institution purposes.
Note: Discipline group codes can be alpha, numeric, or a combination of both.

Table 71–1 Disciplines Example

Government Discipline
Discipline Group Description Group
MCLA Music-Classical 0605
Performance
MCON Music-Contemporary 0605
Performance
JAZZ Music-Jazz 0605
CONT Music-Contemporary 0605

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 Creating Disciplines Procedure

Creating Disciplines Procedure

To create a discipline group, perform the following steps.
1. In Oracle Student System, navigate to the Disciplines window as follows:
Program Structure and Planning - Unit - Disciplines
2. Enter data in appropriate fields.
The following information applies to this procedure:
■ If a discipline is assigned to a unit version, it cannot be deleted. It can be
closed to prevent further use by selecting the Closed check box.
■ Caution must be exercised when a discipline group that is assigned to any
program version is modified. Change the description and the government
discipline group only to correct data.
■ To change government discipline groups initiated by DETYA, create new
institution-defined discipline groups or close existing groups.
■ A discipline can be closed to prevent further use by selecting the Closed
check box.
■ A closed discipline group cannot be reopened if it is mapped to a closed
government discipline group.
3. In the Discipline Group field, enter the new discipline code.
When a discipline group is added, it can be assigned to a unit version.
4. In the Description field, enter a description for the discipline.
5. In the Government Discipline Group field, enter a government discipline group
from the list of values.
6. Optionally, enter any funding indexes for the discipline group.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Disciplines Procedure 71-3

Disciplines Window

Disciplines Window
Figure 71–1 Disciplines Window

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 72
Unit Categories Procedures

This chapter describes how to create and maintain unit categories. The following
sections are in this chapter.
■ Definition
■ Overview
■ Creating Unit Categories Procedure
■ Maintaining Unit Categorization Procedure
■ Unit Categories Window

Unit Categories Procedures 72-1

Definition

Definition
The unit categories procedure performs the following tasks:
■ creates unit categories
■ adds a unit version to a unit category

Overview
The following topics are described in this section:
■ Maintaining Unit Categories
■ Maintaining Unit Categorization

Maintaining Unit Categories

The unit categories procedure enters and maintains the set of institution-defined
unit categories. Unit categories are a means of classifying and logically grouping
unit versions that have like characteristics. Institutions are able to exercise
maximum flexibility in the choice of category names and the characteristics used for
grouping units. The assignment of unit categories to unit versions is optional.
Unit categories can be used for specific purposes within the Statistics subsystem.
For example, an institution can have a requirement that all students must complete
a unit that provides basic computer literacy. A category CL is created and assigned
to qualifying units to indicate that they are part of the set of units that result in basic
computer literacy. Units in this category can be used for progression purposes.
Table 72–1 shows how this example is mapped.

Table 72–1 Unit Categories Example

Unit Category Description
CL Basic Computer Literacy

Maintaining Unit Categorization

The unit categories procedure enters and maintains the set of unit versions
belonging to the category selected in the Unit Categories window. Unit versions can
be added to or removed from a category as required.
For example, to use the CL unit category example described in the Maintaining Unit
Categories section, units drawn from a number of disciplines can be assigned to the

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 Overview

unit category CL - Basic Computer Literacy. Table 72–2 shows how this example is
mapped.

Table 72–2 Unit Categorization Example

Unit Code Version Number Short Title
MAT101 3 Introduction to Computing for Mathematics
BUS132 7 Basic Computing for Business Students
ENG114 5 Introduction to Engineering Computing

Unit Categories Procedures 72-3

Creating Unit Categories Procedure

Creating Unit Categories Procedure

To create a unit category group, perform the following steps.
1. In Oracle Student System, navigate to the Unit Categories window as follows:
Program Structure and Planning - Unit - Unit Categories
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a unit category is assigned to a unit version, it cannot be deleted. It can be
closed to prevent further use by selecting the Closed check box.
■ If a unit category is assigned to a unit version, only the description can be
modified. It is preferable to create a new unit category if the changes in the
description are substantial.
■ A unit category can be closed to prevent further use by clicking the Closed
check box.
3. In the Unit Category field, enter the new category.
4. In the Description field, enter a description for the unit category.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

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 Maintaining Unit Categorization Procedure

Maintaining Unit Categorization Procedure

To add a unit version to a unit category, perform the following steps.
1. In Oracle Student System, navigate to the Unit Categories window as follows:
Program Structure and Planning - Unit - Unit Categories
2. Enter data in appropriate fields.
3. In the Unit Category field, query the appropriate unit category.
4. In the Unit Categorizations region, enter Insert mode.
5. Place the cursor in a blank Unit Code field and select the required unit version
from the list of values.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Unit Categories Procedures 72-5

Unit Categories Window

Unit Categories Window

Figure 72–1 Unit Categories Window

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 73
Unit Statuses Procedure

This chapter describes how to create unit statuses. The following sections are in this
chapter:
■ Definition
■ Overview
■ Creating Unit Statuses Procedure
■ Unit Statuses Window

Unit Statuses Procedure 73-1

Definition

Definition
The unit statuses procedure creates institution-defined unit statuses.

Overview
A unit status defines the state of activity of a unit version. Unit status provides
flexibility by permitting the subdivision of system statuses and the use of status
names specific to the institution. Each institution-defined unit status must be
mapped to a system unit status that is recognized by the system for other
functionality.
For example, if the term Current is a familiar term identifying a unit status at an
institution, this can be mapped to the system status Active. An institution can
subdivide the system status Inactive into Inactive and Sleeping.
Table 73–1 shows part of the set of unit statuses for an institution.

Table 73–1 Unit Statuses Example

Unit Status Description System Unit Status
Current Currently available for use Active
Inactive No longer available Inactive
Sleeping Temporarily unavailable Inactive
Planned In planning stage Planned

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 Creating Unit Statuses Procedure

Creating Unit Statuses Procedure

To create unit statuses, perform the following steps.
1. In Oracle Student System, navigate to the Unit Statuses window as follows:
Program Structure and Planning - Unit - Unit Statuses
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a unit status is used in the definition of a unit, it cannot be deleted. It can
be closed to prevent further use by selecting the Closed check box.
■ If a unit status is used in the definition of a unit, only the description can be
modified. It is preferable to create a new unit category if the changes in the
description are substantial.
■ A unit status can be closed to prevent further use by selecting the Closed
check box.
3. In the Unit Status field, enter the new unit status.
4. In the Description field, enter a description for the unit status.
5. In the System Unit Status field, select a system unit status from the drop-down
list.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Unit Statuses Procedure 73-3

Unit Statuses Window

Unit Statuses Window

Figure 73–1 Unit Statuses Window

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 74
Unit Levels Procedure

This chapter describes how to create unit levels. The following sections are in this
chapter.
■ Definition
■ Overview
■ Creating Unit Levels Procedure
■ Unit Levels Window

Unit Levels Procedure 74-1

Definition

Definition
The unit levels procedure creates institution-defined unit levels and their associated
weighted average mark weighting factors.

Overview
The unit levels procedure enters and maintains the available set of unit levels that
can be used to define unit versions. Unit levels specify the year level in which units
are usually attempted for particular program types. This means that a unit version
can have a different unit level depending on the program type associated with it. A
unit level is generally applied to, but not restricted to, the year level of the program
to which the unit belongs. Individual institutions must determine how unit levels
apply to units other than those standard undergraduate, masters, and doctoral
programs.
Each unit level can be assigned a weighted average mark weighing factor. This
factor can act as a default value, which can be overridden, if weighted average
marks are used elsewhere in the system. For example, the value 1 can refer to a unit
in year 1 of an undergraduate degree program. Level 5 can refer to a unit in year 1
of a master’s degree program. This does not preclude students taking a level 2 unit
in the third year of a program.

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 Creating Unit Levels Procedure

Creating Unit Levels Procedure

The following information applies to this procedure:
■ Use alpha or numeric unit level codes, but not both.
■ Unit level codes must be in ascending order from lowest unit level to highest,
such as 1, 2, 3, 4 or A, B, C, D.
To create unit levels, perform the following steps.
1. In Oracle Student System, navigate to the Unit Levels window as follows:
Program Structure and Planning - Unit - Unit Levels
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a program attendance mode is assigned to a unit version, it cannot be
deleted. It can be closed to prevent further use by selecting the Closed
check box.
■ If a unit level is assigned to a unit version, only the description and the
weighted average mark weighting can be modified. This is not
recommended unless the change in the description is minor and does not
affect the meaning of the unit level. Changing the weighted average mark
weighting can confuse interpretation of related historical data. It is
preferable to create a new unit level.
■ A unit level can be closed to prevent further use by selecting the Closed
check box.
3. In the Unit Level field, enter the value of a unit level.
4. In the Description field, enter a description for the program attendance mode.
5. In the Weighted Average Mark Weighting field, enter the weighted average
mark factor.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Unit Levels Procedure 74-3

Unit Levels Window

Unit Levels Window

Figure 74–1 Unit Levels Window

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 75
Unit Modes Procedure

This chapter describes how to create unit modes. The following sections are in this
chapter:
■ Definition
■ Overview
■ Creating Unit Modes Procedure
■ Unit Modes Window

Unit Modes Procedure 75-1

Definition

Definition
Unit modes are institution-defined descriptions of the way in which students can
study a unit.

Overview
Unit modes are assigned to unit classes to describe the way the class is to be
presented to the students. Every institution-defined unit mode must be mapped to a
system unit mode that is recognized by the system for other functionality.
The unit modes procedure provides for institution-required flexibility by permitting
classification at a more detailed level and the use of unit mode names specific to the
institution.
Examples of unit modes types in Oracle Student System include the following:
■ on campus
■ off campus
■ composite
Any institution-defined unit modes can be mapped to the system unit modes, or the
set of unit modes can be identical to the set of system unit modes.

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 Creating Unit Modes Procedure

Creating Unit Modes Procedure

To create unit modes, perform the following steps.
1. In Oracle Student System, navigate to the Unit Modes window as follows:
Program Structure and Planning - Unit - Unit Modes
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a unit mode is used in the definition of a unit class, it cannot be deleted. It
can be closed to prevent further use by selecting the Closed check box.
■ If a unit mode is assigned to a unit class, only the description can be
modified. It is preferable to create a new unit mode if the changes in the
description are substantial.
■ A unit mode can be closed to prevent further use by selecting the Closed
check box.
3. In the Unit Mode field, enter the name or code of the unit mode.
4. In the Description field, enter a description for the unit mode.
5. In the System Unit Mode field, select an appropriate system unit mode from the
drop-down list.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Unit Modes Procedure 75-3

Unit Modes Window

Unit Modes Window

Figure 75–1 Unit Modes Window

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 76
Unit Classes Procedure

This chapter describes how to create unit classes. The following sections are in this
chapter:
■ Definition
■ Overview
■ Creating Unit Classes Procedure
■ Unit Classes Window

Unit Classes Procedure 76-1

Definition

Definition
A unit class is an attribute of a unit section that may function in one of two ways: as
a high-level time marker; for example, Day or Evening, or as a unit section number;
for example, 50, A1, or 30Z.

Overview
The unit classes procedure creates the institution-defined set of unit section
numbers or unit high-level time markers, depending on the profile option selected.

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 Creating Unit Classes Procedure

Creating Unit Classes Procedure

To create a unit class, perform the following steps.
1. In Oracle Student System, navigate to the Unit Classes window as follows:
Program Structure and Planning - Unit - Unit Classes
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a unit class defines a unit, it cannot be deleted.
■ If a unit class defines a unit, only the description can be modified.
■ To prevent further use of a record, the Closed check box must be selected.
■ A closed unit class cannot be reopened if it is mapped to a closed unit
mode.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Unit Classes Procedure 76-3

Unit Classes Window

Unit Classes Window

Figure 76–1 Unit Classes Window

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 77
Unit Internal Program Levels Procedure

This chapter describes how to create unit internal program levels. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Unit Internal Program Levels Procedure
■ Unit Internal Program Levels Window

Unit Internal Program Levels Procedure 77-1

Definition

Definition
The unit internal program levels procedure creates unit internal program levels and
their relative weightings.

Overview
Some institutions use a weighting system, applied to study units, to model resource
allocation to their organizational units. The term, unit internal program level, refers
to an attribute assigned to a unit for internal institution purposes in cases where the
value is determined according to the type and year level of the program
undertaken.
The example in Table 77–1 shows an application of the weighting system. The table
describes the grouping of units in terms of program level for Weighted Effective
Full-Time Student Units (WEFTSU) when the following is true:
WEFSTU = EFTSU * discipline.funding_index *
unit_course_level.factor

Table 77–1 Unit Internal Program Levels Example

Level WEFTSU
YEAR 1 & 2 UG COURSEWORK 1.0
OTHD COURSEWORK 1.2
HONS & HD COURSEWORK 1.4
RESEARCH 1.8
LEVEL UNKNOWN 1.0

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 Creating Unit Internal Program Levels Procedure

Creating Unit Internal Program Levels Procedure

To create unit internal program levels, perform the following steps.
1. In Oracle Student System, navigate to the Unit Internal Program Levels window
as follows:
Program Structure and Planning - Unit - Unit Internal Program Levels
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a unit internal program level is used in the definition of a unit version, it
cannot be deleted. It can be closed to prevent further use by selecting the
Closed check box.
■ If a unit internal program level is used in the definition of a unit version,
the description and WEFTSU factor can be modified. It is preferable to
create a new unit internal program level if the changes in the description
are substantial.
■ A unit internal program level can be closed to prevent further use by
selecting the Closed check box.
3. In the Unit Internal Program Level field, enter the name or code of the unit
internal program level.
4. In the Description field, enter a description for the unit internal program level.
5. In the WEFTSU Factor field, enter the WEFTSU value for the unit internal
program level.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Unit Internal Program Levels Procedure 77-3

Unit Internal Program Levels Window

Unit Internal Program Levels Window

Figure 77–1 Unit Internal Program Levels Window

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 78
Unit Offering Pattern Notes Procedure

This chapter describes how to create unit offering pattern notes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Unit Offering Pattern Notes Procedure
■ Unit Offering Pattern Notes Window

Unit Offering Pattern Notes Procedure 78-1

Definition

Definition
The unit offering pattern notes procedure creates and maintains notes relating to
unit offering patterns.

Overview
The unit offering pattern notes procedure attaches additional information to unit
offering patterns in the form of notes. Notes of many types can be created, each type
reflecting the common purpose of the notes associated with it.
The Unit Offering Pattern region displays the current offering pattern record from
the Unit Offering Pattern Notes window. The displayed records in the Unit Offering
Pattern Notes region are the notes for the context record. For example, when a unit
offering pattern is displayed in the Unit Offerings window and Unit Offering
Pattern Notes is clicked, the Unit Offering Pattern Notes window displays the same
offering pattern as the context record, and any existing notes relating to this record
are displayed.

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 Creating Unit Offering Pattern Notes Procedure

Creating Unit Offering Pattern Notes Procedure

To create unit offering pattern notes, perform the following steps.
1. In Oracle Student System, navigate to the Unit Offering Pattern Notes window
as follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Unit Offering.
The Unit Offerings window appears.
4. Enter data in appropriate fields.
5. Click Unit Offering Pattern Notes.
The Unit Offering Pattern Notes window appears.
6. In the Program Note Type field, select a unit offering pattern note type and
description from the list of values.
7. To enter a note for a unit offering pattern note type, select the appropriate unit
offering pattern note type and click Edit Note.
The Text Notes window appears.
For information on notes functionality, see Chapter 17, Text Notes Procedure.
8. In the field, enter descriptive text.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Unit Offering Pattern Notes Procedure 78-3

Unit Offering Pattern Notes Window

Unit Offering Pattern Notes Window

Figure 78–1 Unit Offering Pattern Notes Window

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 79
Teaching Responsibility Overrides
Procedure

This chapter describes how to create teaching responsibility overrides. The

following sections are in this chapter:
■ Definition
■ Overview
■ Creating Teaching Responsibility Overrides Procedure
■ Teaching Responsibility Overrides Window

Teaching Responsibility Overrides Procedure 79-1

Definition

Definition
The teaching responsibility overrides procedure maintains override teaching
responsibility details for unit sections.

Overview
The teaching responsibility overrides procedure is used when teaching
responsibility details for a unit section are different from the standard unit version
teaching responsibility established in the Teaching Responsibilities window.
For example, an organizational unit has teaching responsibility for a unit version on
all except one campus. This procedure enters the organizational unit or units with
teaching responsibility for offerings of the unit on that campus.

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 Creating Teaching Responsibility Overrides Procedure

Creating Teaching Responsibility Overrides Procedure

The following information applies to this procedure:
■ Override organizational unit percentages must total 100%.
■ An organizational unit cannot be inserted more than once.
■ If teaching responsibility overrides exist, the system uses those values rather
than the unit version teaching responsibility values to derive student unit
attempt load and organizational unit teaching load.
■ Accessing the Teaching Responsibility Overrides window is possible through
the Program Structure and Planning menu, which enables performance of
queries on unit offering options, or by clicking Teaching Responsibility
Override in the Unit Sections window, which opens the window in context,
displaying unit offering option details from the previous window:
To create teaching responsibility overrides, perform the following steps.
1. In Oracle Student System, navigate to the Teaching Responsibility Overrides
window as follows:
Program Structure and Planning - Unit - Teaching Overrides
2. Enter the override organizational unit in one of the following ways:
■ Enter a known organizational unit code.
■ Select an organizational unit from the list of values.
3. Enter data in appropriate fields.
4. In the % field, enter the percentage of teaching responsibility for the
organizational unit.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Teaching Responsibility Overrides Procedure 79-3

Teaching Responsibility Overrides Window

Teaching Responsibility Overrides Window

Figure 79–1 Teaching Responsibility Overrides Window

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 80
Unit Version Rules Procedure

This chapter describes how to maintain unit version rules. The following sections
are in this chapter:
■ Definition
■ Overview
■ Maintaining Unit Version Rules Procedure
■ Unit Version Rules Window

Unit Version Rules Procedure 80-1

Definition

Definition
The unit version rules procedure queries unit version rules and accesses the
window used to create and edit rules.

Overview
The unit version rules procedure is used to inquire on the unit version rules
attached to a particular unit version. Rules that pertain to unit versions include the
following:
■ Unit Co-requisite
■ Unit Incompatible
■ Unit Prerequisite
■ Unit Translation Set
For information on the use of rules, see Unit Rule Validation, Chapter 170, Student
Enrollments Procedures.

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 Maintaining Unit Version Rules Procedure

Maintaining Unit Version Rules Procedure

To maintain unit version rules, perform the following steps.
1. In Oracle Student System, navigate to the Unit Version Rules window in one of
the following ways:
■ Program Structure and Planning - Unit - Unit Version Rules
■ in context from the Basic Unit Details window.
The Rule Text field displays the detail of the rule for the program version. If no
rule text is entered for a program version, an Undefined label is displayed
adjacent to the rule description.
2. To query a new unit version, return to the Basic Unit Details window.
3. To modify a rule, click Edit Rule.
The Rule window appears.
For information on creating rules, see Chapter 469, Rules Overview.
4. Enter data in appropriate fields.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Unit Version Rules Procedure 80-3

Unit Version Rules Window

Unit Version Rules Window

Figure 80–1 Unit Version Rules Window

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 81
Special Requirements Procedure

This chapter describes how to create special requirements. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Special Requirements Procedure
■ Special Requirements Window

Special Requirements Procedure 81-1

Definition

Definition
The special requirements completion procedure maintains institution-defined
special requirements counting toward program completion.

Overview
Data created in this window is used within the Special Requirements window.
Institution-defined special requirements codes indicate the external programs
completed by individual students in fulfillment of their program attempts.
Examples of special requirements codes are First Aid1, Bronze Med, and CPR.

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 Creating Special Requirements Procedure

Creating Special Requirements Procedure

The following information applies to this procedure:
■ Once used in the system, special requirement codes cannot be deleted. Select
the Closed check box to prevent further use.
■ Once used in the system, special requirement codes can sustain only minor
description modifications.
To create special requirements, perform the following steps.
1. In Oracle Student System, navigate to the Special Requirements window as
follows:
Program Structure and Planning - Unit - Special Requirements
2. Enter data in appropriate fields.
3. In the Special Requirement Code field, enter the desired code.
4. In the Description field, enter the institution-defined code description or modify
the description as needed.
5. Select the Closed check box.
6. Repeat Steps 1 to 3 for as many codes as require entry or modification.
7. Enter additional information in the Comments field.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Special Requirements Procedure 81-3

Special Requirements Window

Special Requirements Window

Figure 81–1 Special Requirements Window

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 82
Units Eligible for Financial Aid Procedure

This chapter describes how to indicate if students in a unit are eligible to receive
financial aid. The following sections are in this chapter:
■ Definition
■ Overview
■ Indicating Units Eligible for Financial Aid Procedure
■ Units Eligible for Financial Aid Window

Units Eligible for Financial Aid Procedure 82-1

Definition

Definition
The units eligible for financial aid procedure indicates if students in a unit are
eligible to receive financial aid.

Overview
The Units Eligible for Financial Aid window is used by the financial aid staff at an
institution.
The window distinguishes between financial aid from federal, state, and
institutional sources.

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 Indicating Units Eligible for Financial Aid Procedure

Indicating Units Eligible for Financial Aid Procedure

The following information applies to this procedure:
■ By default, State, Federal, and Institutional check boxes are all selected.
■ To modify a unit version in which students are enrolled, a new unit version
should be created.
To indicate a unit is eligible for financial aid, perform the following steps.
1. In Oracle Student System, navigate to the Units Eligible for Financial Aid
window as follows:
Program Structure and Planning - Unit - Units for Financial Aid
2. Query the appropriate record.
3. Enter data in appropriate fields.
4. If the unit is not eligible for state financial aid, deselect the State check box.
5. If the unit is not eligible for federal financial aid, deselect the Federal check box.
6. If the unit is not eligible for institutional financial aid, deselect the Institutional
check box.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Units Eligible for Financial Aid Procedure 82-3

Units Eligible for Financial Aid Window

Units Eligible for Financial Aid Window

Figure 82–1 Units Eligible for Financial Aid Window

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 83
Unit Section Details Procedure

This chapter describes how to create unit section versions and enter unit section
details. The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Unit Section Details Procedure
■ Unit Section Details Windows
■ Find Unit Sections Window Description
■ Unit Section Details Window Description

Unit Section Details Procedure 83-1

Definition

Definition
A unit section is a discrete offering option of a unit, differentiated by location, unit
mode, and unit class. There can be an unlimited number of sections for each unit.

Overview
Each unit section is defined by numerous attributes that are inherited from the
parent unit. Some may be modified at the unit section level. The Find Unit Sections
pop-up window is used to query a specific unit section. The Unit Section Details
window displays the details for the queried unit section and contains buttons that
open several attribute windows.

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 Creating Unit Section Details Procedure

Creating Unit Section Details Procedure

The following information pertains to this procedure:
■ If students are already enrolled in a unit section, the only way to change the
status of that unit section is to drop the students from the section, make the
status change, and then re-enter them in the unit section. Table 83–1 contains lists
of unit section statuses.
Table 83–1 Unit Section Statuses Table
Unit Section Status Description
Cancelled cancelled unit section
Closed closed unit section
Full - Waitlist Allowed full unit section enrollment, waitlisting accepted
Hold open unit section, students on waitlist
Open open unit section
Planned planned unit section

■ The user is not allowed to navigate to the Unit Section Enrollment Limits and
Waitlists window through the Enrollments button if waitlisting is not allowed
for the specific teaching period.
To create unit section details, perform the following steps.
1. In Oracle Student System User’s Guide, navigate to the Unit Section Details
window as follows:
Program Structure and Planning - Unit Section - Unit Section Details
The Find Unit Sections window appears.
2. Enter or query data in appropriate fields as described in Table 83–2.
3. Click Find.
The Unit Section Details window appears.
4. Enter data in appropriate fields as described in Table 83–3.
5. Save or save and continue as follows:
File - Save or Save and Proceed

Unit Section Details Procedure 83-3

Creating Unit Section Details Procedure

6. Optionally, click the buttons described in Table 83–3 and enter data in
appropriate fields.
7. Close the window.

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 Unit Section Details Windows

Unit Section Details Windows

Figure 83–1 Find Unit Sections Window

Figure 83–2 Unit Section Details Window

Unit Section Details Procedure 83-5

Find Unit Sections Window Description

Find Unit Sections Window Description

Table 83–2 Find Unit Sections Window Description
Field Name Type Features Description
Unit Region
Unit Code required list of values unit code
Unit Version Number default, list of values unit version number
display only
Location required list of values on-campus or off-campus site
Unit Class required list of values section number, or day and time indicator, depending
upon selected user profile option
Unit Mode required list of values on campus, off campus, or combination
Unit Section Status required list of values indicates if unit section is active or inactive, open or
closed for enrollment; also if accepting students on a
waitlist
Teaching Period
Region
Call Number default, short reference to the unit section, incorporating the
display only unit code, version, class, and mode; location, calendar
type, start and end dates
Calendar Type required list of values institution-defined name for calendar containing all
teaching period instances
Alternate Code required list of values short reference to the applicable teaching period,
incorporating calendar type, start and end dates
Calendar Start Date required list of start date of the applicable teaching period
values:
pop-up
calendar
Calendar End Date required list of end date of the applicable teaching period
values:
pop-up
calendar
Clear button erases data from fields
New button allows search for a different record
Find button opens the Unit Section Details window

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 Unit Section Details Window Description

Unit Section Details Window Description

Table 83–3 Unit Section Details Window Description
Field Name Type Features Description
Unit Region
Unit Code display only unit code
Unit Version display only unit version number
Title display only title of unit section
Location display only on-campus or off-campus site
Unit Class display only section number, or day and time indicator, depending
upon selected user profile option
Unit Mode display only on campus, off campus, or combination
Teaching Period
Region
Call Number display only short reference to the unit section, incorporating the
unit code, version, class, and mode; location, calendar
type, start and end dates
Calendar Type display only institution-defined name for calendar containing all
teaching period instances
Alternate Code display only short reference to the applicable teaching period,
incorporating calendar type, start and end dates
Effective Dates display only start date for teaching period
[End Date] display only end date for teaching period
Unit Section Status indicates if unit section is active or inactive, open or
closed for enrollment; also if accepting students on a
waitlist
[Description] display only description of unit section status
Unit Section Effective start date for unit section, if different from the teaching
Dates period start date
[End Date] end date for unit section, if different from the teaching
period end date
Total Weeks display only total number of weeks unit section meets
Occurrences button opens Unit Section Occurrences window

Unit Section Details Procedure 83-7

Unit Section Details Window Description

Table 83–3 Unit Section Details Window Description

Field Name Type Features Description
Enrollments button opens Unit Section Enrollment Limits and Waitlists
window
Credit Points button opens Unit Section Credit Points window
Cross Listings button opens Unit Section Cross Listings window
Financial Aid button opens Unit Section Financial Aid Eligibility window
Repeat Conditions button opens Unit Section Repeat Conditions window
Assessments button opens Unit Section Assessments window
Assessment button opens Unit Section Assessment Items window from
Items Unit Section Assessments window
References button opens Unit Section Reference Codes window

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 84
Unit Section Occurrences Procedure

This chapter describes how to create unit section occurrences. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Unit Section Occurrences Procedure
■ Unit Section Occurrences Window

Unit Section Occurrences Procedure 84-1

Definition

Definition
Each unit section occurrence, as defined by the attributes of meeting days, times,
building, room, and instructor, is different from other occurrences. This procedure
creates and updates details of each occurrence of a unit section.

Overview
A difference of any one attribute within the unit section defines a different
occurrence; it is not necessary for all of the attributes to differ.
Some examples of unit section occurrences are lecture, laboratory, reading session,
or lecture session, with multiple occurrences potentially meeting in different
locations or with different instructors.

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 Creating Unit Section Occurrences Procedure

Creating Unit Section Occurrences Procedure

To create a unit section occurrence, perform the following steps.
1. In Oracle Student System, navigate to the Unit Section Occurrences window as
follows:
Program Structure and Planning - Unit Section - Unit Section Details
The Find Unit Sections window appears.
2. Enter or query data in the appropriate fields.
3. Click Find.
The Unit Section Details window appears.
4. Click the Occurrences button.
The Unit Section Occurrences window appears.
5. Enter data in appropriate fields.
Note: In the Days field, at least one check box among seven must be selected
before a record can be saved.
Note: In the Total Days field, the system calculates the total number of days for
the selected days of the week between the unit section start and end dates.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Click Done to close the window.

Unit Section Occurrences Procedure 84-3

Unit Section Occurrences Window

Unit Section Occurrences Window

Figure 84–1 Unit Section Occurrences Window

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 85
Unit Section Enrollment Limits and Waitlist
Procedure

This chapter describes how to create unit section enrollment limits and waitlists.
The following sections are in this chapter:
■ Definition
■ Overview
■ Defining Unit Section Enrollment Limits Procedure
■ Creating Unit Section Waitlist Procedure
■ Unit Section Enrollment Limits and Waitlist Window

Unit Section Enrollment Limits and Waitlist Procedure 85-1

Definition

Definition
The unit section enrollment limits and waitlist procedure determines details related
to enrollment and waitlist controls and validations which are used during the
enrollment process.

Overview
With waitlisting enabled at the institutional level, users can define waitlist setups at
the unit offering pattern and unit levels. These setups at the unit level are inherited
at the unit section level and can be modified at the same level. Waitlist setup
consists of the following parts:
Waitlist Part Description
limits indicates maximum number of students allowed on unit or
unit section waitlist
priorities and indicates which waitlisted students have higher priority for
preferences enrolling when unit or unit section spaces become available.
Users can identify priorities based on student attributes, such
as program, unit set, program stage, organizational unit, or by
a default date and time of the enrollment attempt.
setup rollover indicates that setups can be rolled from one teaching period to
another

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 Defining Unit Section Enrollment Limits Procedure

Defining Unit Section Enrollment Limits Procedure

To create limits for unit section enrollment, perform the following steps.
1. In Oracle Student System, navigate to the Unit Section Enrollment Limits and
Waitlist window as follows:
Program Structure and Planning - Unit Section - Unit Section Details
The Find Unit Sections window appears.
2. Enter or query data in appropriate fields.
3. Click Find.
The Unit Section Details window appears.
4. Click Enrollments.
The Unit Section Enrollment Limits and Waitlist window appears.
5. In the Enrollment Maximum field, enter maximum number of students that can
enroll in unit section.
6. In the Enrollment Minimum field, enter minimum number of students that
must enroll in unit section for it to be offered.
Note: Data in this field does not validate any other data in the system.
7. In the Advance Maximum field, enter maximum number of students that can
enroll in unit section during period of pre-enrollment.
Note: Once advance maximum is reached, additional students who attempt to
enroll during pre-enrollment are waitlisted if waitlisting options are enabled.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Click Done to close the window.

Unit Section Enrollment Limits and Waitlist Procedure 85-3

Creating Unit Section Waitlist Procedure

Creating Unit Section Waitlist Procedure

To create limits and priorities for a unit section waitlist, perform the following steps.
1. In Oracle Student System, navigate to the Unit Section Enrollment Limits and
Waitlist window as follows:
Program Structure and Planning - Unit Section - Unit Section Details
The Find Unit Sections window appears.
2. Enter or query data in appropriate fields.
3. Click Find.
The Unit Section Details window appears.
4. Click Enrollments.
The Unit Section Enrollment Limits and Waitlist window appears.
5. To indicate that waitlisting is allowed for unit section, select Waitlist Allowed
check box.
6. In the Maximum Students Per Waitlist field, enter or modify the value for this
unit or unit section.
7. To indicate the order in which students are placed on waitlist for unit section,
enter or change a value in the Priority Order field of Waitlist Priority region.
8. In the Waitlist Priority Preference region, in the Preference Value field, enter or
change a preference code from the list of values.
This further defines criteria that determine the order in which students are
waitlisted.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Click Done to close the window.

85-4 Oracle Student System User’s Guide

 Unit Section Enrollment Limits and Waitlist Window

Unit Section Enrollment Limits and Waitlist Window

Figure 85–1 Unit Section Enrollment Limits and Waitlist Window

Unit Section Enrollment Limits and Waitlist Procedure 85-5

Unit Section Enrollment Limits and Waitlist Window

85-6 Oracle Student System User’s Guide

 86
Unit Section Credit Points Procedure

This chapter describes how to define unit section credit points. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Unit Section Credit Points Procedure
■ Unit Section Credit Points Window

Unit Section Credit Points Procedure 86-1

Definition

Definition
Each unit section is assigned a specific number or range of credit point values.

Overview
The Unit Section Credit Points procedure allows the user to query, define, and
maintain various credit point values for each unit section. Credit point attributes are
inherited from the parent unit and can be modified at the unit section level.

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 Creating Unit Section Credit Points Procedure

Creating Unit Section Credit Points Procedure

To define the number of credit points for a unit section, perform the following steps.
1. In Oracle Student System, navigate to the Unit Section Credit Points window as
follows:
Program Structure and Planning - Unit Section - Unit Section Details
The Find Unit Sections window appears.
2. Enter or query data in the appropriate fields.
3. Click Find.
The Unit Section Details window appears.
4. Click the Credit Points button.
The Unit Section Credit Points window appears.
5. Enter data in appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Click Done to close the window.

Unit Section Credit Points Procedure 86-3

Unit Section Credit Points Window

Unit Section Credit Points Window

Figure 86–1 Unit Section Credit Points Window

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 87
Unit Section Cross Listings Procedure

This chapter describes how to create and maintain unit section cross listings. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Unit Section Cross Listings Procedure
■ Unit Section Cross Listings Window

Unit Section Cross Listings Procedure 87-1

Definition

Definition
The unit section cross listings procedure defines and maintains unit section cross
listings.

Overview
The Unit Section Cross Listings procedure allows the user to query, define, and
maintain the cross-listing of unit sections.

Regions
The following regions are included in the Unit Section Cross Listings window:
■ Cross Listed Units
■ Cross Listed Unit Sections
■ Sponsorship
■ Teaching Responsibility

Cross Listed Units

The Cross Listed Units tab region displays the unit versions cross-listed with the
unit section selected in the Unit Section Details window.

Cross Listed Unit Sections

The Cross Listed Unit Sections tab region displays the unit sections cross-listed with
the unit section selected in the Unit Section Details window.

Sponsorship
The Sponsorship tab region of the Unit Section Cross Listings window displays the
sponsorship percentage allocations when section responsibility is shared between or
among organizational units.

Teaching Responsibility
The Teaching Responsibility tab region displays the teaching responsibility
percentages, instructional load calculations, and lead instructor and confirmation
indicators when more than one instructor is involved in a unit section offering.

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 Creating Unit Section Cross Listings Procedure

Creating Unit Section Cross Listings Procedure

To create a unit section cross listing window, perform the following steps.
1. In Oracle Student System, navigate to the Unit Section Cross Listings window
as follows:
Program Structure and Planning - Unit Section - Unit Section Details
The Find Unit Sections window appears.
2. Enter or query data in the appropriate fields.
3. Click Find.
The Unit Section Details window appears.
4. Click the Cross Listings button.
The Unit Section Cross Listings window appears.
5. Enter data in appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Unit Section Cross Listings Procedure 87-3

Unit Section Cross Listings Window

Unit Section Cross Listings Window

Figure 87–1 Unit Section Cross Listings Window

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 88
Unit Section Financial Aid Eligibility
Procedure

This chapter describes how to define and maintain unit section financial aid
eligibility. The following sections are in this chapter:
■ Definition
■ Overview
■ Indicating Unit Section Financial Aid Eligibility Procedure
■ Unit Section Financial Aid Eligibility Window

Unit Section Financial Aid Eligibility Procedure 88-1

Definition

Definition
The unit section financial aid eligibility procedure indicates if students in a unit
section are eligible to receive financial aid.

Overview
The Unit Section Financial Aid Eligibility window is used by the financial aid staff
at an institution to define the financial aid eligibility for each unit section. Data for
this attribute is inherited from the parent unit and can be modified at the unit
section level.
The Unit Section Financial Aid Eligibility window distinguishes between financial
aid from federal, state, and institutional sources.

88-2 Oracle Student System User’s Guide

 Indicating Unit Section Financial Aid Eligibility Procedure

Indicating Unit Section Financial Aid Eligibility Procedure

The following information applies to this procedure:
■ By default, State, Federal, and Institutional check boxes are all selected.
■ To modify a unit section in which students are enrolled, a new unit section
should be created.
To indicate a unit section is eligible for financial aid, perform the following steps.
1. In Oracle Student System, navigate to the Unit Section Financial Aid Eligibility
window as follows:
Program Structure and Planning - Unit Section - Unit Section Details
The Find Unit Sections window appears.
2. Enter or query data in the appropriate fields.
3. Click Find.
The Unit Section Details window appears.
4. Click the Financial Aid button.
The Unit Section Financial Aid Eligibility window appears.
5. Enter data in appropriate fields.
6. If the unit section is eligible for state financial aid, select the State check box.
7. If the unit section is eligible for federal financial aid, select the Federal check
box.
8. If the unit section is eligible for institutional financial aid, select the Institutional
check box.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Unit Section Financial Aid Eligibility Procedure 88-3

Unit Section Financial Aid Eligibility Window

Unit Section Financial Aid Eligibility Window

Figure 88–1 Unit Section Financial Aid Eligibility Window

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 89
Unit Section Repeat Conditions Procedure

This chapter describes how to define and maintain unit section repeat conditions.
The following sections are in this chapter:
■ Definition
■ Overview
■ Defining Unit Section Repeat Conditions Procedure
■ Unit Section Repeat Conditions Window

Unit Section Repeat Conditions Procedure 89-1

Definition

Definition
The unit section repeat conditions procedure determines the conditions under
which a unit section can be repeated.

Overview
The following regions are included in the Unit Section Repeat Conditions window:
■ Repeat Conditions
■ Repeat Family
■ Previous Grades Qualifying for Repeat

Repeat Conditions
The Repeat Conditions tab region displays the conditions under which a unit
section may be repeated. These conditions include allowability in the same or other
teaching period, maximum number of repeats, maximum repeat credit points, and
maximum repeats eligible for funding.

Repeat Family
The Repeat Family tab region displays information about other units acceptable as a
substitute for repeating the unit section queried.

Previous Grades Qualifying for Repeat

The Previous Grades Qualifying for Repeat tab region displays the grades earned in
the previous unit attempt which qualify the student to enroll again in the same unit
or unit section.

89-2 Oracle Student System User’s Guide

 Defining Unit Section Repeat Conditions Procedure

Defining Unit Section Repeat Conditions Procedure

To define repeat conditions for a unit section, perform the following steps.
1. In Oracle Student System, navigate to the Unit Section Repeat Conditions
window as follows:
Program Structure and Planning - Unit Section - Unit Section Details
The Find Unit Sections window appears.
2. Enter or query data in the appropriate fields.
3. Click Find.
The Unit Section Details window appears.
4. Click Repeat Conditions.
The Unit Section Repeat Conditions window appears.
5. Enter data in appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Select the Repeat Family tab.
8. Enter data in appropriate fields.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Select the Previous Grades Qualifying for Repeat tab.

11. Enter data in appropriate fields.

12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Click Done to close the window.

Unit Section Repeat Conditions Procedure 89-3

Unit Section Repeat Conditions Window

Unit Section Repeat Conditions Window

Figure 89–1 Unit Section Repeat Conditions Window

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 90
Unit Section Assessments Procedure

This chapter describes how to define and maintain unit section assessments. The
following sections are in this chapter:
■ Definition
■ Overview
■ Defining Unit Section Assessments Procedure
■ Unit Section Assessments Window

Unit Section Assessments Procedure 90-1

Definition

Definition
The Unit Section Assessments procedure defines and maintains unit section
assessments.

Overview
The Unit Section Assessments procedure provides information about a unit
section’s final examination, such as date, start and end times, location, building, and
room.

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 Defining Unit Section Assessments Procedure

Defining Unit Section Assessments Procedure

To define unit section assessments, perform the following steps.
1. In Oracle Student System, navigate to the Unit Section Repeat Conditions
window as follows:
Program Structure and Planning - Unit Section - Unit Section Details
The Find Unit Sections window appears.
2. Enter or query data in appropriate fields.
3. Click Find.
The Unit Section Details window appears.
4. Click Assessments.
The Unit Section Assessments window appears.
5. Enter data in appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Optionally, to query or define additional assessment details, click Assessments
Items.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Click Done to return to the Unit Section Details window.

Unit Section Assessments Procedure 90-3

Unit Section Assessments Window

Unit Section Assessments Window

Figure 90–1 Unit Section Assessments Window

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 91
Unit Section Assessment Items Procedure

This chapter describes how to define and maintain unit section assessment items.
The following sections are in this chapter:
■ Definition
■ Overview
■ Defining Unit Section Assessment Items Procedure
■ Unit Section Assessment Items Window

Unit Section Assessment Items Procedure 91-1

Definition

Definition
The unit section assessment items procedure defines and maintains assessments
specific to each unit section.

Overview
Assessment items are inherited from the unit level and can be modified for the
specific unit section. The unit section assessment items procedure matches the unit
assessments items procedure, allowing further definition of assessment details at
the unit section level.

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 Defining Unit Section Assessment Items Procedure

Defining Unit Section Assessment Items Procedure

To define unit section assessment items, perform the following steps.
1. In Oracle Student System, navigate to the Unit Section Assessment Items
window as follows:
Program Structure and Planning - Unit Section - Unit Section Details
The Find Unit Sections window appears.
2. Enter or query data in appropriate fields.
3. Click Find.
The Unit Section Details window appears.
4. Click Assessments.
The Unit Section Assessments window appears.
5. Click Assessments Items.
The Unit Section Assessment Items window appears.
6. Enter data in appropriate fields.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Click Done to close the window.

Unit Section Assessment Items Procedure 91-3

Unit Section Assessment Items Window

Unit Section Assessment Items Window

Figure 91–1 Unit Section Assessment Items Window

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 92
Unit Section Reference Codes Procedure

This chapter describes how to maintain unit section reference codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Unit Section Reference Codes Procedure
■ Unit Section Reference Codes Window

Unit Section Reference Codes Procedure 92-1

Definition

Definition
Unit section reference codes allow institution-defined details to be associated with
unit sections.

Overview
The unit section reference codes procedure creates and maintains the alternative
reference codes by which a unit section can be identified.
For example, when a unit section is displayed in the Unit Section Details window
and the References button is clicked, this window displays the same unit section as
the context record and any existing reference codes relating to this record.
For information on using reference codes, see Chapter 55, Reference Code Types
Procedure.

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 Maintaining Unit Section Reference Codes Procedure

Maintaining Unit Section Reference Codes Procedure

To maintain unit section reference codes, perform the following steps.
1. In Unit Section Reference Codes, navigate to the Unit Section Reference Codes
window as follows:
Program Structure and Planning - Unit Section - Unit Section Details
The Find Unit Sections window appears.
2. Enter or query data in appropriate fields.
3. Click Find.
The Unit Section Details window appears.
4. Click Reference.
The Unit Section Reference Codes window appears.
5. Enter data in appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Click Done to return to the Unit Section Details window.

Unit Section Reference Codes Procedure 92-3

Unit Section Reference Codes Window

Unit Section Reference Codes Window

Figure 92–1 Unit Section Reference Codes Window

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 93
Unit Section Grading Schemas Procedure

This chapter describes how to assign a grading schema to a unit section:

■ Definition
■ Overview
■ Assigning Unit Section Grading Schemas Procedure
■ Unit Section Grading Schemas Window

Unit Section Grading Schemas Procedure 93-1

Definition

Definition
The unit section grading schemas procedure assigns grading schemas to a unit
section.

Overview
A grading schema describes a set of grades, marks, and results available for the
assessment of student unit attempts. Multiple grading schemas can exist for an
institution.
More than one grading schema can be assigned to a unit section in the Unit Section
Grading Schemas window.

93-2 Oracle Student System User’s Guide

 Assigning Unit Section Grading Schemas Procedure

Assigning Unit Section Grading Schemas Procedure

The following information applies to this procedure:
■ One and only one grading schema must be set as the default for a unit section.
To assign a grading schema to a unit section, perform the following steps.
1. In Oracle Student System, navigate to the Basic Unit Details window as follows:
Program Structure and Planning - Basic Unit Details
The Basic Unit Details window appears.
2. Query the appropriate record.
3. Click Unit Offering.
The Unit Offerings window appears.
4. Query the appropriate record.
5. Click Unit Sections.
The Unit Sections window appears.
6. Query the appropriate record.
7. Click Unit Section Grading Schemas.
The Unit Section Grading Schemas window opens.
8. Enter data in appropriate fields.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Unit Section Grading Schemas Procedure 93-3

Unit Section Grading Schemas Window

Unit Section Grading Schemas Window

Figure 93–1 Unit Section Grading Schemas Window

93-4 Oracle Student System User’s Guide

 94
Unit Set Categories Procedure

This chapter describes how to create unit set categories. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Unit Set Categories Procedure
■ Unit Set Categories Window

Unit Set Categories Procedure 94-1

Definition

Definition
The unit set categories procedure maintains institution-defined unit set categories.

Overview
Institution-defined codes indicate the type of unit set in the Basic Unit Set Details
window. Examples of codes include Core, Major, Stream, Dbl-Major, Minor, and
Speclizatn.

94-2 Oracle Student System User’s Guide

 Creating Unit Set Categories Procedure

Creating Unit Set Categories Procedure

The following information applies to this procedure:
■ Once used in the system, unit set categories cannot be deleted. Select the Closed
check box to prevent further use.
■ Once used in the system, unit set categories can sustain only minor description
modifications.
■ Once used in the system, the unit set rank cannot be modified.
■ Each code must have a rank assigned.
■ The unit set category rank defaults to 1 and can be altered.
■ The unit set rank is used primarily to define the sequence in which unit sets are
displayed; for example, transcripts of results.
■ The rank also determines whether a unit set can be a primary set within the
Student Unit Set Attempt History window.
The following list is an example of unit set categories and ranks:
Category Rank
Core 5
Major 1
Dbl-Major 1
Minor 2
Stream 4
Speclizatn 3

To maintain unit set categories, perform the following steps.

1. In Oracle Student System, navigate to the Unit Set Categories window as
follows:
Program Structure and Planning - Unit Set - Unit Set Categories
2. Enter data in appropriate fields.
3. In the Unit Set Category field, enter the desired unit set category code.
4. In the Description field, enter the institution-defined unit set category
description, or modify the description as needed.

Unit Set Categories Procedure 94-3

Creating Unit Set Categories Procedure

5. In the Rank field, enter the unit set category rank.

6. Select the Closed check box.
7. Repeat steps 1 to 5 for as many unit set categories as require entry or
modification.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

94-4 Oracle Student System User’s Guide

 Unit Set Categories Window

Unit Set Categories Window

Figure 94–1 Unit Set Categories Window

Unit Set Categories Procedure 94-5

Unit Set Categories Window

94-6 Oracle Student System User’s Guide

 95
Unit Set Statuses Procedure

This chapter describes how to create unit set statuses. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Unit Set Statuses Procedure
■ Unit Set Statuses Window

Unit Set Statuses Procedure 95-1

Definition

Definition
The unit set statuses procedure maintains institution-defined unit set statuses.

Overview
The unit set statuses procedure enters the institution-defined codes for the status of
a unit set. Examples of codes include Active, Inactive, and Planned. Data
maintained in this window is used in the Basic Unit Set Details window.

95-2 Oracle Student System User’s Guide

 Creating Unit Set Statuses Procedure

Creating Unit Set Statuses Procedure

The following information applies to this procedure:
■ Once used in the system, unit set statuses cannot be deleted. Select the Closed
check box to prevent further use.
■ Once used in the system, unit set statuses can sustain only minor description
modifications.
■ Each different system-defined value must have at least one institution-defined
value mapped to it.
■ Each code must be mapped to a system unit set status.
Note: It is recommended that the mapping of institution codes to system codes be a
one-to-one relationship.
To create unit set statuses, perform the following steps.
1. In Oracle Student System, navigate to the Unit Set Statuses window as follows:
Program Structure and Planning - Unit Set - Unit Set Statuses
2. Enter data in appropriate fields.
3. In the Unit Set Status field, enter the desired unit set status code.
4. In the Description field, enter the institution-defined unit set status code
description or modify the description as needed.
5. In the System Unit Set Status field, select Active, Inactive, or Planned from the
drop-down list.
6. Select the Closed check box.
7. Repeat steps 1 through 4 for as many unit set statuses as require entry or
modification.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Unit Set Statuses Procedure 95-3

Unit Set Statuses Window

Unit Set Statuses Window

Figure 95–1 Unit Set Statuses Window

95-4 Oracle Student System User’s Guide

 96
Unit Set Rules Procedure

This chapter describes how to query unit set rules. The following sections are in this
chapter:
■ Definition
■ Overview
■ Querying Unit Set Rules Procedure
■ Unit Set Rules Window

Unit Set Rules Procedure 96-1

Definition

Definition
The unit set rules procedure queries unit set rules.

Overview
In Oracle Student System, the available unit set rules are Unit Set Prerequisite and
Unit Set Completion.
For information on unit sets, see Unit Sets, Chapter 4, Program Structure and
Planning Overview.

96-2 Oracle Student System User’s Guide

 Querying Unit Set Rules Procedure

Querying Unit Set Rules Procedure

To query unit set rules, perform the following steps.
1. In Oracle Student System, navigate to the Unit Set Rules window in one of the
following ways:
■ Program Structure and Planning - Basic Unit Set Details
The Basic Unit Set Details window appears. Go to Step 2.
■ Program Structure and Planning - Unit Set - Unit Set Rules
The Unit Set Rules window appears. Go to Step 4.
The window displays the unit set rules attached to the unit set. If a unit set rule
description has yet to be specified, an Undefined label is displayed adjacent to
the rule description. The rule text for the selected rule description is displayed.
2. From the Basic Unit Set Details window, query the appropriate record.
3. Click Unit Set Rules.
The Unit Set Rules window appears.
4. To modify the unit set rule, click Edit Rule.
The Rule window appears.
5. Enter data in appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Unit Set Rules Procedure 96-3

Unit Set Rules Window

Unit Set Rules Window

Figure 96–1 Unit Set Rules Window

96-4 Oracle Student System User’s Guide

 97
Degree Details Procedure

This chapter describes how to maintain degree details. The following sections are in
this chapter:
■ Definition
■ Overview
■ Maintaining Degree Details Procedure
■ Degree Details Window

Degree Details Procedure 97-1

Definition

Definition
Each academic degree type carries a specific code and description. These details are
recorded and queried in the degree details procedure.

Overview
Academic degree codes are defined and described in the Degree Details window.

97-2 Oracle Student System User’s Guide

 Maintaining Degree Details Procedure

Maintaining Degree Details Procedure

To maintain degree details, perform the following steps.
1. In Oracle Student System, navigate to the Degree Details window as follows:
Program Structure and Planning - Faculty - Degree Details
2. Enter data in appropriate fields.
The following information applies to this step:
■ The Degree Code field cannot be updated.
■ If the degree code is recorded against a faculty degree details item, it cannot
be deleted.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Degree Details Procedure 97-3

Degree Details Window

Degree Details Window

Figure 97–1 Degree Details Window

97-4 Oracle Student System User’s Guide

 98
Faculty Unit Section History Procedure

This chapter describes how to query faculty unit section history details. The
following sections are in this chapter:
■ Definition
■ Overview
■ Querying Faculty Unit Section History Procedure
■ Faculty Unit Section History Window

Faculty Unit Section History Procedure 98-1

Definition

Definition
The faculty unit section history procedure queries the past, present, and planned
records of each instructor’s teaching activities at the institution.

Overview
The Faculty Unit Section History window displays teaching details such as units
taught, unit location, calendar details, and teaching responsibility for each
instructor.

98-2 Oracle Student System User’s Guide

 Querying Faculty Unit Section History Procedure

Querying Faculty Unit Section History Procedure

To query faculty unit section history details, perform the following steps.
1. In Oracle Student System, navigate to the Faculty Unit Section History window
as follows:
Program Structure and Planning - Faculty - Faculty Unit Section History
2. Query the appropriate record.
3. In the Unit Section tab region, enter the unit code and version number, the unit
class with unit section number, and the title of the unit the faculty member is
assigned to teach for the teaching period.
4. In the Occurrences tab region, enter all unit section occurrences with details of
days, start and end times, location, building, and room.
5. In the Teaching Responsibility tab region, enter credit points and workload
values assigned to the faculty member, and the name of the lead instructor if
applicable.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Faculty Unit Section History Procedure 98-3

Faculty Unit Section History Window

Faculty Unit Section History Window

Figure 98–1 Faculty Unit Section History Window

98-4 Oracle Student System User’s Guide

 99
Catalog and Schedule Definition
Procedures

This chapter describes how to create catalog and schedule definitions. The
following sections are in this chapter:
■ Definition
■ Creating Catalog Definitions Procedure
■ Creating Schedule Definitions Procedure
■ Catalog Definition Window
■ Schedule Definition Window

Catalog and Schedule Definition Procedures 99-1

Definition

Definition
The catalog and schedule definition procedure creates and maintains catalog and
schedule definitions.

99-2 Oracle Student System User’s Guide

 Creating Catalog Definitions Procedure

Creating Catalog Definitions Procedure

To create catalog definitions, perform the following steps.
1. In Oracle Student System, navigate to the Catalog Definition window as
follows:
Program Structure and Planning - Catalogs and Schedules - Catalog
Definition
The Catalog Definition window appears.
2. Enter data in appropriate fields.
Note: Catalog version records cannot be deleted if the catalog versions are
referenced in the Note Details region of the Catalog Notes window.
Note: Note type records cannot be deleted if the note types are referenced in the
catalog Note Details tab region.
3. Select the Closed check box if the catalog definitions are inactive.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Catalog and Schedule Definition Procedures 99-3

Creating Schedule Definitions Procedure

Creating Schedule Definitions Procedure

To create schedule definitions, perform the following steps.
1. In Oracle Student System, navigate to the Schedule Definition window as
follows:
Program Structure and Planning - Catalogs and Schedules - Schedule
Definition
2. Enter data in appropriate fields.
Note: Schedule version records cannot be deleted if the schedule versions are
referenced in the Note Details region of the Schedule Notes window.
Note: Note type records cannot be deleted if the note types are referenced in the
schedule Note Details tab region.
3. Select the Closed check box if the schedule definitions are inactive.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

99-4 Oracle Student System User’s Guide

 Catalog Definition Window

Catalog Definition Window

Figure 99–1 Catalog Definition Window

Catalog and Schedule Definition Procedures 99-5

Schedule Definition Window

Schedule Definition Window

Figure 99–2 Schedule Definition Window

99-6 Oracle Student System User’s Guide

 100
Catalog and Schedule Notes Procedures

This chapter describes how to create catalog and schedule notes. The following
sections are in this chapter:
■ Definition
■ Creating Catalog Notes Procedure
■ Creating Schedule Notes Procedure
■ Catalog Notes Window
■ Schedule Notes Window

Catalog and Schedule Notes Procedures 100-1

Definition

Definition
The catalog and schedule notes procedures create and maintain catalog and
schedule notes.

100-2 Oracle Student System User’s Guide

 Creating Catalog Notes Procedure

Creating Catalog Notes Procedure

To create catalog notes, perform the following steps.
1. In Oracle Student System, navigate to the Catalog Notes window as follows:
Program Structure and Planning - Catalogs and Schedules - Catalog Notes
The Catalog Notes window appears.
2. Enter data in appropriate fields.
The following information applies to this step:
■ In the date fields, the end date should not be less than the create date.
■ There should be no overlap in date range for a given catalog version and
note type.
■ If the Closed check box for a catalog version is selected, no inserts, updates,
or deletions are allowed.
3. Optionally, click the Notes button to open the Note Text Screen and edit notes
for the current catalog version and note type.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Catalog and Schedule Notes Procedures 100-3

Creating Schedule Notes Procedure

Creating Schedule Notes Procedure

To create schedule notes, perform the following steps.
1. In Oracle Student System, navigate to the Schedule Notes window as follows:
Program Structure and Planning - Catalogs and Schedules - Schedule Notes
2. Enter data in appropriate fields.
The following information applies to this step:
■ In the date fields, the end date should not be less than the create date.
■ There should be no overlap in date range for a given schedule version and
note type.
■ If the Closed check box for a schedule version is selected, no inserts,
updates, or deletions are allowed.
3. Optionally, click the Notes button to open the Note Text Screen and edit notes
for the current schedule version and note type.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

100-4 Oracle Student System User’s Guide

 Catalog Notes Window

Catalog Notes Window

Figure 100–1 Catalog Notes Window

Catalog and Schedule Notes Procedures 100-5

Schedule Notes Window

Schedule Notes Window

Figure 100–2 Schedule Notes Window

100-6 Oracle Student System User’s Guide

 101
Program Structure and Planning
Concurrent Processes

This chapter describes how to run Program Structure and Planning concurrent
processes. The following sections are in this chapter:
■ Definition
■ Overview
■ Program Structure and Planning Concurrent Processes Procedure
■ Rollover Program Offering Pattern Concurrent Process
■ Rollover Unit Offering Options Concurrent Process
■ Awards Report Concurrent Process
■ Funding Source Report Concurrent Process
■ Unit Data Report--Basic Concurrent Process
■ Unit Data Report--Extended Concurrent Process
■ Unit Listing Report Concurrent Process
■ Program Data Report--Basic Concurrent Process
■ Program Data Report--Extended Concurrent Process
■ Program Listing Report Concurrent Process
■ Program Structure and Planning Concurrent Process
■ Review of Unit Version Creation Report Concurrent Process
■ Catalog Rollover Concurrent Process
■ Schedule Rollover Concurrent Process

Program Structure and Planning Concurrent Processes 101-1

Definition

Definition
The Program Structure and Planning concurrent processes procedures represent
basic rollover processes and summary reports related to programs, units, unit
sections, unit sets, catalogs, schedules, and their attributes.

Overview
The Program Structure and Planning concurrent processes are intended to be run
infrequently, for example, monthly or annually, rather than daily or weekly, for the
purposes of creating new teaching period details or monitoring current details.
Users supplement these reports with institution-designed, user-specific reports
through Oracle Discover or Oracle Reports.

101-2 Oracle Student System User’s Guide

 Program Structure and Planning Concurrent Processes Procedure

Program Structure and Planning Concurrent Processes Procedure

To run a Program Structure and Planning concurrent process, perform the following
steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Requests window appears.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the tables in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Program Structure and Planning Concurrent Processes 101-3

Rollover Program Offering Pattern Concurrent Process

Rollover Program Offering Pattern Concurrent Process

The Rollover Program Offering Pattern concurrent process creates program offering
patterns for an institution or a specified organizational unit in a new calendar
instance if the destination calendar exists and is active, and the source calendar type
and the destination calendar type are Academic. Only active calendars of the
Academic calendar type appear in the list of values.

Table 101–1 Rollover Program Offering Pattern Concurrent Process Parameters

Parameter Description
Source Calendar source calendar to be rolled over
Destination Calendar destination calendar to receive rolled over data
Organizational Unit organizational unit that offers program

If program offering patterns are already rolled over to the same destination calendar
in the Program Offerings window, they are not overwritten.
The Rollover Program Offering Pattern concurrent process is run in batch mode by
a Program Structure and Planning specialist as needed when setting curriculum
offerings for a new academic year. A new offering pattern must be created in the
Basic Program Details window.

101-4 Oracle Student System User’s Guide

 Rollover Unit Offering Options Concurrent Process

Rollover Unit Offering Options Concurrent Process

The Rollover Unit Offering Options concurrent process creates unit offering
patterns, unit sections, assessment items, and waitlist attributes in a new calendar
instance for one or more organizational units if the destination calendar exists and
is active, and the source calendar type and the destination calendar type are
Teaching.

Table 101–2 Rollover Unit Offering Options Concurrent Process Parameters

Parameter Description
Source Calendar source calendar to be rolled over
Destination Calendar destination calendar to receive rolled over data
Organizational Unit organizational unit that offers program

If unit sections and unit offering patterns are already rolled over to the same
destination calendar in the Unit Offerings window, they are not overwritten, but
merge with the patterns and options created by this concurrent process. The data
that is rolled over into a new unit offering pattern is listed in the Program Unit
Rollover Processes report.
The Rollover Unit Offering Options concurrent process is run in batch mode by a
Program Structure and Planning specialist as needed when setting a new teaching
period’s curriculum. A new version of a unit must be created in the Basic Unit
Details window.

Program Structure and Planning Concurrent Processes 101-5

Awards Report Concurrent Process

Awards Report Concurrent Process

The Awards Report concurrent process lists all awards for selected open or closed
indicator values alphabetically.

Table 101–3 Awards Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Open / Closed Indicator open / closed indicator

101-6 Oracle Student System User’s Guide

 Funding Source Report Concurrent Process

Funding Source Report Concurrent Process

The Funding Source Report concurrent process reports basic information about
programs to check details on an annual basis.

Table 101–4 Funding Source Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Closed Indicator closed indicator

Program Structure and Planning Concurrent Processes 101-7

Unit Data Report--Basic Concurrent Process

Unit Data Report--Basic Concurrent Process

The Unit Data Report--Basic concurrent process reports basic information about
units to check details on an annual basis.

Table 101–5 Unit Data Report--Basic Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Academic Period academic period
Organizational Unit organizational unit member type
Member Type
Owning Organizational owning organizational unit
Unit
Unit Version Status1 unit version status1
Unit Version Status2 unit version status2
Unit Version Status3 unit version status3
Unit Level level of unit in normal year
Campus campus
Unit Class high level day and time indicator or section number
Unit Mode means by which unit can be studied
Teaching Organizational teaching organizational unit
Unit
Sort1 sort1
Order1 order1
Sort2 sort2
Order2 order2

101-8 Oracle Student System User’s Guide

 Unit Data Report--Extended Concurrent Process

Unit Data Report--Extended Concurrent Process

The Unit Data Report--Extended concurrent process produces a detailed report
about units.

Table 101–6 Unit Data Report--Extended Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Academic Period academic period
Organizational Unit organizational unit member type
Member Type
Owning Organizational owning organizational unit
Unit
Unit Version Status1 unit version status1
Unit Version Status2 unit version status2
Unit Version Status3 unit version status3
Unit Level level of unit in normal year
Campus campus
Unit Class high level day and time indicator or section number
Unit Mode means by which unit can be studied
Teaching Organizational teaching organizational unit
Unit
Sort1 sort1
Order1 order1
Sort2 sort2
Order2 order2

Program Structure and Planning Concurrent Processes 101-9

Unit Listing Report Concurrent Process

Unit Listing Report Concurrent Process

The Unit Listing Report concurrent process lists unit versions.

Table 101–7 Unit Listing Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Academic Calendar twelve-month period representing cycle of academic activities
Owning Organizational owning organizational unit
Unit
Organizational Unit organizational unit member type
Member Type
Unit Version Status1 unit version status1
Unit Version Status2 unit version status2
Unit Version Status3 unit version status3
Unit Level level of unit in normal year
Location campus, study center, or other place where an institution
conducts business or holds classes
Unit Class high level day and time indicator or section number
Unit Mode means by which unit can be studied
Teaching Calendar teaching calendar
Teaching Organizational teaching organizational unit
Unit
Sort1 sort1
Order1 order1
Sort2 sort2
Order2 order2

101-10 Oracle Student System User’s Guide

 Program Data Report--Basic Concurrent Process

Program Data Report--Basic Concurrent Process

The Program Data Report--Basic concurrent process produces a report of basic
information about programs to check details on an annual basis.

Table 101–8 Program Data Report--Basic Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Academic Calendar academic calendar instance
Instance
Organizational Unit organizational unit member type
Member Type
Responsible organizational unit responsible for program version or unit set
Organizational Unit
Program Status1 specifies the status of activity or availability of program version
Program Status2 specifies the status of activity or availability of program version
Program Status3 specifies the status of activity or availability of program version
Program Type institution-defined classification of higher education programs
Location campus, study center, or other place where an institution
conducts business or holds classes
Attendance Mode describes how student undertakes program
Attendance Type describes whether student is full-time or part-time, based on
study load
Owning Organizational owning organizational unit
Unit
Sort By sort by

Program Structure and Planning Concurrent Processes 101-11

Program Data Report--Extended Concurrent Process

Program Data Report--Extended Concurrent Process

The Program Data Report--Extended concurrent process produces a detailed report
of information about programs.

Table 101–9 Program Data Report--Extended Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Academic Calendar academic calendar instance
Instance
Organizational Unit organizational unit member type
Member Type
Responsible organizational unit responsible for program version or unit set
Organizational Unit
Program Status1 specifies the status of activity or availability of program version
Program Status2 specifies the status of activity or availability of program version
Program Status3 specifies the status of activity or availability of program version
Program Type institution-defined classification of higher education programs
Location campus, study center, or other place where an institution
conducts business or holds classes
Attendance Mode describes how student undertakes program
Attendance Type describes whether student is full-time or part-time, based on
study load
Owning Organizational owning organizational unit
Unit
Sort By sort by

101-12 Oracle Student System User’s Guide

 Program Listing Report Concurrent Process

Program Listing Report Concurrent Process

The Program Listing Report concurrent process lists program versions.

Table 101–10 Program Listing Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Academic Calendar academic calendar instance
Instance
Responsible organizational unit responsible for program version or unit set
Organizational Unit
Owning Organizational owning organizational unit
Unit
Organizational Unit organizational unit member type
Member Type
Program Status specifies status of activity or availability of program version
Campus location
Attendance Mode describes how student undertakes program
Attendance Type describes whether student is full-time or part-time, based on
study load
Sort By sort by

Program Structure and Planning Concurrent Processes 101-13

Program Structure and Planning Concurrent Process

Program Structure and Planning Concurrent Process

Table 101–11 Program Structure and Planning Concurrent Process Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Old Program Code old program code
Old Program Version old program version
New Program Code new program code
New Program Version new program version

101-14 Oracle Student System User’s Guide

 Review of Unit Version Creation Report Concurrent Process

Review of Unit Version Creation Report Concurrent Process

The Review of Unit Version Creation Report concurrent process lists unit version
details that are not copied to a new unit version from an old unit version. This
Review of Unit Version Creation Report is generated automatically if the system
cannot copy all details to a new unit version from an existing unit version. This
concurrent process can also be run manually.

Table 101–12 Review of Unit Version Creation Report Concurrent Process

Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Old Unit Code old unit code
Old Version Number old version number
New Unit Code new unit code
New Version Number new version number

Program Structure and Planning Concurrent Processes 101-15

Catalog Rollover Concurrent Process

Catalog Rollover Concurrent Process

The Catalog Rollover concurrent process defines and schedules the rollover of
catalog definitions and notes.

Table 101–13 Catalog Rollover Concurrent Process Parameters

Parameter Description
Existing Catalog Version existing catalog version
New Catalog Version new catalog version
Override Flag override flag
Debug Flag debug flag

101-16 Oracle Student System User’s Guide

 Schedule Rollover Concurrent Process

Schedule Rollover Concurrent Process

The Schedule Rollover concurrent process defines and schedules the rollover of
schedule definitions and notes.

Table 101–14 Schedule Rollover Concurrent Process Parameters

Parameter Description
Existing Catalog Version existing catalog version
New Catalog Version new catalog version
Override Flag override flag
Debug Flag debug flag

Program Structure and Planning Concurrent Processes 101-17

Schedule Rollover Concurrent Process

101-18 Oracle Student System User’s Guide

Part II
Admissions
 102
Admissions Introduction

This chapter describes Admissions. The following sections are in this chapter:
■ Overview
■ Topics

Admissions Introduction 102-1

Overview

Overview
The Admissions subsystem manages an institution’s admission processes.
Figure 102–1 represents the Admissions subsystem.

Figure 102–1 Admissions Subsystem

102-2 Oracle Student System User’s Guide

 Topics

Topics
For an overview of the Admissions subsystem, see Chapter 103, Admissions
Overview and Chapter 104, Admissions Functions and Maintenance.
For information on Admissions windows, see Chapter 105, Record Admission
Enquiries Procedure to Chapter 165, Admission Test Results Procedure.
For information on Admissions concurrent processes, see Chapter 166, Admissions
Concurrent Processes Procedure.

Admissions Introduction 102-3

Topics

102-4 Oracle Student System User’s Guide

 103
Admissions Overview

This chapter provides an overview of the Admissions subsystem.

The following sections are in this chapter:
■ Purpose
■ Terminology
■ User Responsibilities
■ Admission Processes
■ Admission Inquiries
■ Direct Admissions
■ Centralized Government Admissions
For information on setup and maintenance of Admissions reference data, see
Chapter 104, Admissions Functions and Maintenance.
For information on preenrollment of admission applications, see Chapter 169,
Preenrollment Process Overview.

Admissions Overview 103-1

Purpose

Purpose
The Admissions subsystem manages the admission processes of the institution,
including:
■ entering and maintaining admissions related reference data
■ managing admissions related calendars and critical dates
■ defining admission processes
■ entering and maintaining admission inquiries
■ managing direct admissions
■ managing centralized government admissions processes
■ managing student intake targets

Terminology
To understand the Admissions subsystem, it is necessary to understand the
following key terms.

Table 103–1 Admissions Subsystem Terminology

admission a means of grouping similar admission applications.
category Admission categories are institution-defined. For
example, groupings can include International
Undergraduate and Undergraduate Full-Fee Paying
Domestic.
admission a defined set of steps within an institution for
process receiving, handling, and finalizing admission
applications. Different admission processes can be
defined for different groups of applicants.
admission a means of grouping admission applications with
process category similar admission requirements and subject to a
common admission process
intake targets a means of establishing enrollment targets required by
the institution through program offer quotas
session details parameters entered for an admission application data
entry session that determine the admission process
being used. In turn, the admission process determines
which windows, navigation buttons, and fields are
presented to the user to enter applications.

103-2 Oracle Student System User’s Guide

 Terminology

Dynamic Prompts
Under certain circumstances, dynamic prompts appear in several Admissions
subsystem windows. Table 103–2 describes the dynamic prompts.

Table 103–2 Dynamic Prompts

Dynamic Prompt Description
Deceased person is deceased; conditional field appears to allow user to
enter deceased date
Holds Exist indicates student has academic hold restricting enrollment in
context program; hold details are maintained in Person Hold
Details window
Administrative Hold indicates applicant has administrative hold restricting access
to services provided by institution; hold details are maintained
in Person Hold Details window
[Privacy Level] indicates level of privacy indicated for this level of data, for
example, Level 5 - High; privacy level entered for data group,
then data group is assigned to person
[Admission Process admission process category of current session details if they
Category] differ from admission process category associated with
displayed program; program admission process category is
used rather than session admission process category
[Override override commencement period of existing application
Commencement Period] instance that is deferred or requested for reconsideration;
asterisk (*) appears next to each overridden application
instance; new commencement period appears
[Recorded Preferences] list of program preferences showing where program
application appears in list of applicants expressing preference
for same programs, and maximum number of programs they
can apply for
Reconsideration indicates program application has Request For
Reconsideration check box selected, and it must be included in
new admission period
[New Admission Period] date when application flagged for reconsideration is included
in admission period, for example, 1999/2
Student Program Attempt after preenrollment for a program application, indicates
unconfirmed or inactive student program attempt exists

Admissions Overview 103-3

User Responsibilities

Table 103–2 Dynamic Prompts

Dynamic Prompt Description
[Person ID Type] if person type is assigned in which Preferred check box is
selected, person type ID appears in each window in which
person number appears; can be used as alternative way of
identifying person
[Active or Inactive Oracle appears in Person Query window to indicate whether person
Username] is active or inactive user
[Load Calendar Name appears in Student Program Attempt window if student is
and Dates] enrolled in program; load calendar used to derive current
attendance mode and type; for example, Load-Cal-1
01-JAN-1999 30-JUN-1999
Note: A student’s derived attendance mode and type can
differ from the attendance mode and type of the program
offered to the student which appears in the Person Query
window.

User Responsibilities
Institutions can configure the Admissions subsystem to accommodate their
particular admission processes.
Routine data entry tasks include entering direct admissions applications, including
entering requests for advanced standing and entering admission inquiries.
The remaining functionality is normally reserved for subsystem specialists or
system administrators who set up and maintain the subsystem.

103-4 Oracle Student System User’s Guide

 Admission Processes

Admission Processes
Oracle Student System allows any number of admission process categories to be
defined and separate admission processes to be created for groups of applicants
with similar admission requirements. An admission process controls which data
entry windows are presented to the user as well as the navigation buttons and other
features that appear in the windows when entering or updating a direct admissions
application.
The admission process used when entering admission applications is determined
by the session details specified by the user in the Session Details window, accessed
through the Direct Admission window, for the current direct admissions data entry
session. When an application already entered for an applicant is selected, the
session details default to those previously entered for the application, and the
admission process is determined by these session details stored with the
application.
For information on setting up admission processes, see Chapter 104, Admissions
Functions and Maintenance.
An admission process category is defined by an admission category and a system
admission process type. Table 103–3 describes the system admission process types,
each enabling specific functionality in the admission process categories to which
they are attached.

Table 103–3 Admission Process Types

Admission
Process Type Functions
PROGRAM used for typical direct admissions applications. Actual process
steps are institution-defined. Unless otherwise stated, Admissions
documentation applies to this process type.
NON-AWARD used for admission to nonaward programs or a single subject.
Oracle Student System only permits program versions with a
government program type of 50, NON-AWARD to be entered
using this process type. Units with the Award Only indicator set to
Yes cannot be entered using this process type.

Admissions Overview 103-5

Admission Processes

Table 103–3 Admission Process Types

Admission
Process Type Functions
RE-ADMIT used for applications for readmission to a previously discontinued
program, for use only when the admission program code is
identical to the discontinued program attempt's program code, but
can be used for different program options. Admission applications
using this process type, once offered, cannot have the offer
response status set to REJECTED, unless the program attempt is
again discontinued, because the program attempt is reinstated.
Similarly, the offer response status cannot be PENDING, LAPSED,
or DEFERRAL. Admission applications under this process type can
have specified units entered against them.
SHORT-ADM identifies an admission process category containing a subset of the
process steps used for PROGRAM, designed to speed applications
through the admission process when timelines are tight and a full
admission process is not required. Only this process type can be
restricted within an admission period to be available after a
particular date. This date is an instance of the short admission start
date alias. Admission applications under this process type can
have specified units entered against them.
TRANSFER used for the admission and selection of applicants who are
currently, or have previously been, enrolled in a program at the
institution. Use of this process type causes the Transfer tab to
appear in the Direct Admissions Program window. Admission
applications under this process type cannot have specified units
entered against them. For more information on the TRANSFER
process type, see Transferring Students Between Programs in this
chapter.

103-6 Oracle Student System User’s Guide

 Admission Inquiries

Admission Inquiries
When individuals contact an institution seeking information about programs
offered or other aspects of studying there, they make an inquiry. Oracle Student
System records and processes the details of each inquiry.
The following procedures are related to inquiries:
■ Entering Admission Inquiries
■ Modifying or Adding to Inquiries

Entering Admission Inquiries

Inquiries are entered and modified using the Record Admission Enquiries window.
The Record Admission Enquiries window also contains navigation buttons that
navigate directly to related windows. Information entered in this window or other
related windows includes:
■ personal details about the individual making the inquiry
■ secondary education details and previous higher education details
■ relevant employment history details
■ addresses of the individual making the inquiry
■ characteristics of the inquiry
■ information items the individual making the inquiry can request
■ details about the programs of interest to the individual making the inquiry
Only addresses and personal details about the individual making the inquiry must
be entered. Other information is optional.
The procedure for entering new inquiries includes the following steps:
1. Open the Record Admission Enquiries window.
2. Set the session details to the appropriate academic period and admission
period.
3. Query the program inquiry details in the Find Program window by clicking the
Program Inquiry button.
4. Enter personal details for the individual making the inquiry.
Note: Oracle Student System checks whether records with matching details
exist and issues a warning if any are found.

Admissions Overview 103-7

Admission Inquiries

5. Enter other available personal data in the windows accessed by navigation

buttons in the Person region.
Note: Entering address details is mandatory.
6. Select the inquiry source type.
7. Enter the characteristics of the inquiry.
8. Enter additional information details, such as information type, and the program
inquiry is confirmed.

Modifying or Adding to Inquiries

The procedure for modifying or adding to existing inquiries includes the following
steps:
1. Open the Record Admission Enquiries window.
Note: The session details default to the previous session’s details.
2. Perform a query on details pertaining to the individual making the inquiry or
click the Find Person button and use the Find Person window to locate the
necessary record.
3. Select the relevant navigation buttons to update data in related windows.
4. Select the relevant inquiry record in the Inquiry region and update the inquiry
characteristics, information types, or program inquiries.
5. Enter a new inquiry by selecting a new inquiry record and entering the inquiry
source type and relevant information in the related windows.
Note: This step is optional.
For information on modifying or adding to inquiries, see Producing Admission
Enquiry Packages, Chapter 104, Admissions Functions and Maintenance.

103-8 Oracle Student System User’s Guide

 Admission Inquiries

Direct Admissions
Direct admissions are applications for admission made directly to the institution.
The following procedures are related to direct admissions:
■ Entering New Applications for Direct Admissions
■ Updating Existing Applications for Direct Admissions
■ Transferring Students Between Programs
■ Entering Direct Admissions Application Outcomes

Entering New Applications for Direct Admissions

Direct admissions are entered and modified using the Direct Admission window.
The Direct Admission window also contains navigation buttons that navigate
directly to related windows. Information entered either in this window or other
related windows includes:
■ personal details about the applicant
■ details specific to international applicants
■ details about the program or programs the applicant applies for
■ details about the unit or units the applicant applies for
■ details about the unit set or sets the applicant applies for
■ the applicant’s aliases or alternative names
■ alternative codes identifying the applicant in other systems or organizations
■ the applicant’s addresses
■ details about the applicant’s special needs, if applicable
■ details about holds applied to the applicant by the institution
■ details about prior secondary and higher education
The admission process specified for the current data entry session determines which
navigation buttons and related windows are used. All items in this list may not be
available for a particular session. For example, an admission process can be created
for nonaward admissions in which details of prior education are not required. This
process would not contain steps for entering prior educational details and the
corresponding navigation buttons would not appear in the Direct Admission
window.

Admissions Overview 103-9

Admission Inquiries

The procedure for entering new applications for direct admissions includes the
following steps:
1. Open the Direct Admission window.
2. Set the session details to the appropriate academic period, admission period,
and process category.
3. Enter personal details for the applicant.
Note: Oracle Student System checks whether records with matching details
exist and issues a warning if any are found.
4. Enter other available personal data in the windows accessed by navigation
buttons in the Person Details window.
Note: Entering address details is mandatory.
5. Click the New Application button in the Person Details window and enter key
program application details in the Direct Admissions Program window.
6. Enter additional program application details for the windows off of the Direct
Admissions Program window.
7. Click the relevant navigation buttons to open related windows for entering
data.
8. Enter details of a unit set, or major.
Note: This step is optional.
9. Click the Unit button in the Direct Admissions Program window and enter unit
application details in the Direct Admissions Unitwindow, according to the
applicant's request.

Updating Existing Applications for Direct Admissions

The procedure for updating existing applications for direct admission includes the
following steps:
1. Open the Direct Admission window.
Note: The session details default to the previous session’s details.
2. Enter the applicant’s ID or click the Find Person button and use the Find Person
window to locate the applicant’s record.
3. Click the appropriate navigation buttons to access related windows and update
data.

103-10 Oracle Student System User’s Guide

 Admission Inquiries

4. Go back to the Direct Admission window.

5. Select the appropriate admission application from the Application Summary
region.
Note: If different, the admission process category previously assigned to the
application is used instead of the current session details.
6. Click the Application button to open the Direct Admissions Program window.
7. Update data in this window as required.
8. Click the relevant navigation buttons to open windows related to program
application and update data.
Note: This step is optional.

Transferring Students Between Programs

Transferring students between programs is performed through either the
Admissions or Enrollments subsystems. Transfers through the Admissions
subsystem are performed when the institution requires the student to apply for
entry. Typically, this occurs when the student must compete with other applicants,
or when two programs are so unrelated that the student might not automatically be
qualified for the new program.
Transfers through Admissions can only be processed in admission process
categories with an admission process type of TRANSFER.
The procedure for transferring students between programs includes the following
steps:
1. With the session details in the Direct Admission window or the Direct
Admissions Program window set to include an admission process category of
TRANSFER, enter the admission application in the Direct Admissions Program
window as described in Entering New Applications for Direct Admissions in
this chapter.
Note: Specific units cannot be entered as part of the application. The Program
Transfer tab automatically becomes available.
2. Enter the program code of the Transfer From program in the Transfer tab.
Note: The outcome of the application is entered as an outcome status. If the
outcome is OFFER or COND-OFFER, the preenrollment process attempts to
preenroll the program attempt, pattern of study units, and unit sets in the
Enrollments subsystem.

Admissions Overview 103-11

Admission Inquiries

For information on the preenrollment process, see Chapter 169, Preenrollment

Process Overview.
The admission process is complete at this stage. The remainder of the transfer
process is performed in the Enrollments subsystem using the Process Program
Transfer window. The application's offer response status is automatically set to
ACCEPTED when enrollment in the program attempt is confirmed.

Entering Direct Admissions Application Outcomes

An institution's assessment of an application for admission is entered in the Direct
Admissions Program window as an outcome status. The institution can define its
own outcome statuses in the Admission Outcome Status window, but each outcome
status must be mapped to a system recognized status.
When an outcome status is entered for an application, various validations can be
applied, depending on the setup of the subsystem. For example, a validation can
require that the documentation status be SATISFIED before an outcome status of
OFFER can be entered. Table 103–4 lists the available outcome statuses.

Table 103–4 Outcome Statuses

Outcome Status Definition
COND-OFFER offer made subject to conditions
NO-QUOTA applicant considered eligible but the quota has been filled
and no offer can be made
OFFER make an offer of admission
PENDING application under consideration; default status of new
direct applications
REJECTED application rejected and no offer made
VOIDED offer has been revoked and a penalty might be applied;
applies only if outcome status is previously set to OFFER.
For example, when the documentation provided by an
applicant is determined to be false, this outcome status can
be applied. An administrative hold can also be applied in
this case.
WITHDRAWN offer of admission withdrawn by the institution. For
example, in the case of a preferential application, the offer
of one preference is withdrawn and replaced with another.

103-12 Oracle Student System User’s Guide

 Centralized Government Admissions

Centralized Government Admissions

The centralized government admission process handles processing specific to
Australia and includes the following steps:
1. The institution selects applicants directly online in the government computer
system.
2. The government offers positions to the selected applicants on behalf of the
institution.
3. The government provides the institution with an offer round file containing
details of students and the places offered to them.
4. Processes are run to load the offer round file into Oracle Student System.
5. Applicants are automatically preenrolled in the programs in which they are
offered places.
For information on loading offer round files, see Processing Government
Admissions, Chapter 104, Admissions Functions and Maintenance.
The following procedures are related to centralized government admissions:
■ Obtaining Academic Results
■ Requesting Enrollment Statistics

Admissions Overview 103-13

Centralized Government Admissions

Obtaining Academic Results

This procedure handles centralized government processing.
The procedure for obtaining centralized government academic results includes the
following steps:
1. The government provides information about the prior education of applicants
for admission to institutions. The government obtains this information by
electronically requesting academic results from institutions using the
Automated Result Transfer System, or ARTS.
2. Oracle Student System processes the government requests and produces files
containing the academic results of the requested students.
3. These files are uploaded by the government.
For information on the centralized government academic results requisition
procedure, see Obtaining Academic Results, Chapter 104, Admissions Functions
and Maintenance.

Requesting Enrollment Statistics

This procedure currently handles centralized government only, but the data
extraction process can produce returns for other state governments.
The procedure for requesting centralized government enrollment statistics includes
the following steps:
1. The government advises the institution that the enrollment statistics request file
is available. This file contains records of those applicants offered places by the
government on the institution's behalf.
2. The Process VTAC Return File job is run to produce the requested statistics.
For information on the centralized government request for enrollment statistics
procedure, see Requesting Enrollment Statistics, Chapter 104, Admissions Functions
and Maintenance.

103-14 Oracle Student System User’s Guide

 104
Admissions Functions and Maintenance

This chapter provides system administrators and subsystem specialists with

information required to set up and maintain the reference data used by the
Admissions subsystem, and to perform the advanced functions available in the
subsystem.
The following sections are in this chapter:
■ Setup Overview
■ Setting Up Reference Data
■ Setting Up Process Categories and Steps
■ Linking Program Offering Options to Admission Categories
■ Admission Calendars
■ Government Admissions
■ Producing Admission Enquiry Packages
■ Entering Student Intake Targets
For an introduction to the Admissions subsystem, see Chapter 103, Admissions
Overview.

Admissions Functions and Maintenance 104-1

Setup Overview

Setup Overview
The procedure for setting up the Admissions subsystem includes the following
steps:
1. Create the required admission reference data for the functionality being
implemented.
2. Define the required admission categories, map appropriate enrollment, and fee
categories to them, and create admission process categories and steps.
3. Link the program offering options to the category or categories to which they
are available.
4. Set up admission calendars.
Note: Admission calendars can also be set up when the systemwide calendars
are set up.

Setting Up Reference Data

For the Admissions subsystem to function, the reference data listed in Table 104–1
must be created and maintained.

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Admission entered for an mandatory Admission none
Application admission Application
Statuses application in Status
the Direct
Admissions
Program
window

104-2 Oracle Student System User’s Guide

 Setting Up Reference Data

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Admission admission mandatory Admission Enrollment
Categories processes and Category Categories
process steps window and
are defined for Fee Category
admission Calendar
categories. An Instance
admission window
category is
assigned to
each admission
application
using session
details when
the record is
inserted.
Assignment of
an admission
category to an
application
defaults an
enrollment, and
fee category to
the application.
Admission enters mandatory Admission Admission
Process admission Process Categories,
Categories process Category Detail Rating Scales
categories
Program maintains mandatory Program Program
Offering Option program Offering Option Offering
Admission offering Admission Options,
Categories option Categories Admission
Categories
admission
categories

Admissions Functions and Maintenance 104-3

Setting Up Reference Data

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Admission entered for an optional, but Admission Government
Codes, admission required for Codes Admission
Matriculation program derivation of Codes window
Category application Basis of and Basis for
instance in the Admission in Admission
Direct government Types window.
Admissions offer round The Basis for
Program processing Admission
window Types window
is optional.
Admission entered for an mandatory Admission none
Conditional admission Conditional
Offer Statuses application in Offer Status
the Direct
Admissions
Program
window
Admission entered for an mandatory Admission none
Documentation admission Documentation
Statuses application in Status
the Direct
Admissions
Program
window
Admission entered for an mandatory Admission none
Entry admission Entry
Qualification application in Qualification
Statuses the Direct Status
Admissions
Program
window
Admission Fee entered and mandatory Admission Fee none
Statuses displayed for Status
an admission
application in
the Direct
Admissions
Program
window

104-4 Oracle Student System User’s Guide

 Setting Up Reference Data

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Admission entered for an mandatory Admission none
Offer admission Offer
Deferment application in Deferment
Statuses the Direct Status
Admissions
Program
window
Admission entered for an mandatory Admission none
Offer Response admission Offer Response
Statuses application in Status
the Direct
Admissions
Program
window
Admission entered for an mandatory Admission none
Outcome admission Outcome Status
Statuses application in
the Direct
Admissions
Program
window
Admission Unit entered for an mandatory Admission Unit none
Outcome admission Outcome Status
Statuses application in
the Direct
Admissions
Unitwindow
Admission Test entered for a mandatory for Admission Test none
Type special entering special Types
admission test admission test
in the results
Admission Test
Results
window

Admissions Functions and Maintenance 104-5

Setting Up Reference Data

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Assessment used for optional but Assessment Secondary
Type Australian can be required Type Education
Government government for accurate Government Assessment
Score Mapping statistical Australian Score Mapping Types window
reporting government
where tertiary reporting of
entrance scores tertiary
do not correlate entrance scores
with DETYA's
common
indexes
Australian entered for an optional but Secondary Government
Secondary applicant in the required for Education Secondary
Education Secondary Australian Assessment Assessment
Assessment Education government Types Types window
Type window, reporting of
accessed tertiary
through the entrance scores
Direct
Admission
window
Australian entered for an optional Secondary none
Secondary applicant in the Education
Education Secondary Schools
Schools Education
window,
accessed
through the
Direct
Admission
window
Basis for entered for an mandatory for Basis for Government
Admission admission Australian Admission Basis for
Types program government Types Admission
application reporting Type window
instance in the
Direct
Admissions
Program
window

104-6 Oracle Student System User’s Guide

 Setting Up Reference Data

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Program entered for an mandatory Program maps to the
Enquiry admission Enquiry Inquiry
Package Item enquiry the Package Items Package Items
Record window
Admission
Enquiries
window
Enquiry entered for an mandatory Enquiry none
Characteristic admission Characteristic
Type enquiry in the Types
Record
Admission
Enquiries
window
Enquiry entered for an mandatory Enquiry maps to the
Information admission Information Inquiry
Type enquiry in the Types Package Items
Record window
Admission
Enquiries
window
Enquiry entered for an mandatory Inquiry maps to the
Package Items admission Package Items Enquiry
enquiry in the Information
Record Types window
Admission and the
Enquiries Program
window Enquiry
Package Items
window
Enquiry Source entered for an mandatory Enquiry Source none
Type admission Types
enquiry in the
Record
Admission
Enquiries
window

Admissions Functions and Maintenance 104-7

Setting Up Reference Data

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Enquiry Status entered for an mandatory Enquiry Status none
admission
enquiry in the
Record
Admission
Enquiries
window
Government institution- mandatory for Government none
Basis for defined basis Australian Basis for
Admission for admission government Admission
Type types are reporting Type
mapped to
government
basis for
admission
types in the
Basis for
Admission
Types window
Overseas entered for an optional Overseas none
Secondary applicant in the Secondary
Education Record Education
Qualifications Secondary Qualification
Education
Overseas
window,
accessed
through the
Record
Admission
Enquiries
window

104-8 Oracle Student System User’s Guide

 Setting Up Reference Data

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Student Target entered for mandatory for Student Target none
Types submission entering intake Types
intake targets in targets
the Submission
Intake Targets
window,
organizational
unit student
targets in the
Organizational
Unit Student
Targets
window, and
program
student targets
in the Program
Student Targets
window
Submission enters mandatory for Submission student target
Intake Targets submission entering intake Intake Targets types
student targets
targets
Organizational maintains optional Organizational student target
Unit Targets organizational Unit Student types
unit targets Targets
for offering
period and
funding
source

Admissions Functions and Maintenance 104-9

Setting Up Reference Data

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Program enters optional Program student target
Student Targets program Student Targets types
targets for all
program
offering
options and
unit set
combinations
for specific
submission
period
Government institution- mandatory Government none
Admission defined when Admission
Codes admission institution- Codes
codes are defined
mapped to a admission
government codes are being
admission code defined
in the
Admission
Codes window
Teaching creates mandatory for Teaching none
Period Codes teaching calendar types Period Codes
period codes of teaching

Government institution- mandatory Government none

Australian defined when using the Secondary
Secondary Australian government Assessment
Education secondary admission Types
Assessment assessment process
Type types are
mapped to
government
Australian
secondary
assessment
types in the
Secondary
Education
Assessment
Types window

104-10 Oracle Student System User’s Guide

 Setting Up Reference Data

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Government institution- mandatory Government none
Level of defined tertiary when using the Level of
Completion education government Completion
levels of admission
completion are process
mapped to
government
levels of
completion in
the Tertiary
Level of
Completion
window
Government institution- mandatory Government none
Level of defined tertiary when using the Levels of
Qualification education government Qualification
levels of admission
qualification process
are mapped to
government
levels of
qualification in
the Tertiary
Level of
Qualification
window
Tertiary entered for an optional Tertiary Level Government
Education applicant in the of Completion Level of
Levels of Prior Tertiary Completion
Completion Education window
window,
accessed
through the
Direct
Admission
window

Admissions Functions and Maintenance 104-11

Setting Up Reference Data

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Tertiary entered for an optional Tertiary Level Government
Education applicant in the of Qualification Levels of
Levels of Prior Tertiary Qualification
Qualification Education window
window,
accessed
through the
Direct
Admission
window
Source sets up source optional Source none
Categories categories for Categories
user-defined
source
Configure configures mandatory Admissions Date Aliases
Admission admission Calendar
Calendar calendars Configurations

Admission restricts mandatory Admission Program

Period program Period Offering
Calendars offering Calendars Patterns,
patterns Admission
Process
within
Categories,
admission Admission
period and Periods
defines
admission
category and
process type
combinations
valid for
particular
admission
periods
Admission creates optional Admission Admission
Period admission Period Date Process
Overrides period date Overrides Categories
overrides

104-12 Oracle Student System User’s Guide

 Setting Up Reference Data

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Visa Types creates visa optional Visa Types none
types
Rating Scales sets up rating optional Rating Scales none
scales
Unit Placement views unit optional View Unit Units, Test
Details placement Placement Types, Test
recommenda- Details Segments
tions for
applicant
based on
admission test
results
Credential sets up optional Credential none
Types credential Types
types
Application sets up note optional Admission none
Note Types types Application
Note Types
Grade enters optional Grade Grading Scales
Conversion equivalent Conversion
Details grades
between two
grading scale
types
Activities sets up optional Activities none
activities
reference data
Athletics set up optional Athletics none
athletics
reference data
Interests set up optional Interests none
interests
reference data

Admissions Functions and Maintenance 104-13

Setting Up Reference Data

Table 104–1 Admissions Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Credential sets up optional Credential none
Ratings credential Ratings
ratings
reference data
Transcript sets up optional Transcript none
Information transcript Information
information
reference data
Applicant sets up optional Applicant none
Goals applicant Goals
goals
reference data
Application Fee sets up optional Application Fee none
Information application fee Information
information
reference data
Application sets up optional Application none
Detail Codes application Detail Codes
detail codes
reference data
Test Result sets up test optional Test Result none
Information result Information
information
reference data
Recruitment sets up optional Recruitment none
Information recruitment Information
information
reference data
Employment sets up optional Employment none
Details employment Details
details
reference data
Self Service sets up self optional Self Service none
Admission service Admission
Application admission Application
applications

104-14 Oracle Student System User’s Guide

 Setting Up Process Categories and Steps

Setting Up Process Categories and Steps

Admission process categories represent the various admission processes of the
institution and are established to group applicants or program types with similar
admission requirements together. Oracle Student System can be configured to
accommodate these admission processes.
At the beginning of an Oracle Student System admission session, an admission
process category is specified. This admission process category is then associated
with all new admission applications processed within that session.
Note: If an existing application is modified within the same session, the admission
process category already associated with the application is retained.
Admission process categories define a particular admission procedure by specifying
the steps involved in that procedure.
The set of steps associated with each admission process in an institution is entered
in the system. These steps are grouped according to the type of admission
information involved. When an admission process category is created, the system
assignes to it the appropriate subset of steps from the set of all system-defined
steps. The procedure can be further refined by adjusting the order in which the
steps are displayed.
Each step equates to a window or a database process, such as validation, to be
performed within the Admissions subsystem. For each step, the corresponding
screen or database process is displayed and can be used. For example, when the
step Person Detail is specified for an admission process category, the Person Detail
button is displayed in the Direct Admission window and the Person Details
window can be accessed when that admission process category is used for a session.
When a particular admission process category is used in an admission session,
users see only those navigation buttons and related windows required to perform
the steps associated with that admission process category. The admission process
category definition also determines whether certain activities, such as accepting late
applications or permitting deferment, are permitted.
The procedure for setting up an admission process category and its steps in the
Admission Process Category Detail window includes the following steps:
1. Select the admission category for which the process is being defined.
2. Assign a system-defined admission process type to the category to create an
admission process category.

Admissions Functions and Maintenance 104-15

Setting Up Process Categories and Steps

For information on assigning a system-defined admission process type and

creating an admission process category, see Admission Processes, Chapter 103,
Admissions Overview.
3. Assign the steps for the process to the admission process category.
For information on setting up admission process categories and steps, see
Chapter 111, Admission Process Category Detail Procedure.

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 Admission Calendars

Linking Program Offering Options to Admission Categories

The program offering options that are potentially offered in an admission period are
determined by the admission categories associated with the admission period and
the program offering options linked to those admission categories. This linking is
performed in the Program Offering Option Admission Categories window.

Admission Calendars
The Admissions subsystem relies on predefined admission periods and key dates to
operate. Admission calendars should be established for an academic year and the
calendar rollover process should be used to create admission calendars, which can
be modified as required, for future academic periods.
This section includes information on the following procedures:
■ Setting Up Admission Calendars
■ Modifying Admission Calendars
■ Rolling Over Admission Calendars
■ Varying Dates for Admission Period Categories
For information on the calendar rollover process, see Chapter 435, Rollover
Calendar Instance Procedure.

Setting Up Admission Calendars

The procedure for setting up admission calendars includes the following steps:
1. Using the Calendar Types window, set up calendar instances representing
admission periods, with the calendar category set to ADMISSION. Each
admission period within an academic period should have a unique name, or
calendar type.
Note: Each admission period's start and end dates should correspond to the
enrollment period to which the admission period applies, except when more
than one admission period, for different sets of students, relate to a single
enrollment period.
2. Click the Calendar Relationships button to navigate to the Calendar Instance
Relationships window.
3. In the Calendar Instance Relationships window, link each admission period to
both its superior academic and teaching periods. This linking is used in the

Admissions Functions and Maintenance 104-17

Admission Calendars

Direct Admissions Unit window to determine teaching periods and unit

offerings relevant to a particular start period. For example, a midyear admission
period is relevant to units offered in semester 2 but not to units offered in
semester 1 or year-round.
4. Link each admission period to its subordinate enrollment period. This linking is
used by the preenrollment process to determine the enrollment period in which
applicants belonging to a particular admission period should be enrolled.
Note: An admission period can have only one subordinate enrollment period.
5. In the Date Aliases window, create one and only one institution-defined date
alias to represent each critical date listed in the Admissions Calendar
Configurations window.
Note: Use a date alias category of ADMISSIONS and a calendar category of
ADMISSION.
6. Enter the names of the admission date aliases created in the previous step for
the critical dates in the Admissions Calendar Configurations window. List each
date critical to the operation of the subsystem.
7. Return to the Calendar Types window, locate the previously created admission
periods, and click the Date Alias Instances button to navigate to the Calendar
Date Alias Instances window.
8. Using the Calendar Date Alias Instances window, create the required instances
of each admission date alias for each admission period.
9. Continue configuration of particular admission periods using the Admission
Period Calendars window.

Modifying Admission Calendars

The procedure for modifying admission calendars after using the calendar rollover
process is the same as Setting Up Admission Calendars in this chapter.
The types of admissions that are valid in particular admission periods are restricted
by the configurations entered in the Admission Period Calendars window.
The Admission Period Calendars window enters categories of admission
applications that are allowed in an admission period and process types available to
each admission period and admission category combination.
For each admission period, admission category, and process type combination, the
program offering patterns being offered can be restricted to offerings at particular
locations, particular attendance modes, and attendance types, or any combination

104-18 Oracle Student System User’s Guide

 Admission Calendars

of these. For example, a midyear intake of students can be restricted to offerings of a

program at a particular campus.
Note: The program offering options potentially available to an admission period,
admission category, and process type combination are linked to the admission
category in the Program Offering Option Admission Categories window.
Admission applications for invalid program offering patterns can still be processed.

Rolling Over Admission Calendars

Admission calendars can be rolled over and used in future academic periods with
the Admission Period Calendars window.
Note: The admission category, process type, and program offering option restriction
details attached to admission periods are rolled over in this process.
The procedure for rolling over admission period details includes the following
steps:
1. Perform the rollover calendar process so that the new admission period
instances exist and the system can identify the source instances when
performing the admission calendar rollover process. Typically, the academic
year calendar and all its associated calendars and date alias instances, including
admission calendars, are rolled over. The dates defining each calendar instance
and related date alias instances are checked in the Rollover Calendar report and
adjusted where necessary.
2. Perform the program structure rollover process so that rolled over admission
period program offering option restrictions can be created for the new program
offering options.
3. Execute a query in the Admission Period Calendars window to locate each new
admission period.
4. When a relevant admission period is displayed, select the Admission Period
Rollover button. The system recognizes which admission period the displayed
period was rolled over from and rolls over admission category, process type,
and program offering option restriction information from the source period to
the new period.
Note: If all admission periods for an academic period are to be rolled over, use
the Admission Period Rollover Process batch job. This process rolls over all
admission periods for an academic period.

Admissions Functions and Maintenance 104-19

Admission Calendars

5. Check the Admission Calendar Rollover report to determine if any warnings

were encountered during the admissions rollover process.
6. Make any required amendments to the rolled over data in the Admission
Period Calendars window.
Calendars can be rolled over as far into the future as required. The 1999 calendar
structure, for example, must be rolled over into 2000 to allow the 1999 admission
period details to be rolled over, but it can also be rolled over into 2001, 2002, and
beyond if necessary. To operate effectively, the admission deferment process
requires that calendars be rolled over far enough into the future to enable the
admission period, admission category, and admission process type, that apply to
the deferred program application, to be entered when the deferment period ends.
Otherwise, the user cannot defer the applicant to an admission period since none
exists. Another solution is to limit deferment to renewable periods of 12 months.
For information on the rollover calendar process, see the Chapter 435, Rollover
Calendar Instance Procedure.

Varying Dates for Admission Period Categories

Dates set up for an admission period category can be adjusted without losing the
original dates, for example, if an admission application closing date extension
applies only to particular locations, attendance modes, or attendance types, with the
Admission Period Date Overrides window.
The following system date aliases can be varied:
■ due date aliases
■ final date aliases
■ offer response date aliases
The following sample scenarios show situations in which dates are varied for
admission period categories:
■ The calendar rollover process creates a new admission period with a program
application closing date of 01-OCT-1998. The institution determines that
although this date is correct for most programs, off-campus applications for a
particular admission category should close later than other programs, on
20-OCT-1998. The new closing date is entered for off-campus mode only in the
Admission Period Date Overrides window.
■ When entering an application for admission in the Direct Admissions Program
window, the Direct Admissions process checks the options entered for each

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 Government Admissions

program application. When the system encounters an application for

on-campus study, it checks for any on-campus override matches. If none exists,
the application closing date is 01-OCT. When the system encounters an
application for off-campus study and checks for off-campus override matches, it
finds a match if no other attributes that exclude this application are defined for
the override record. The closing date for that application is 20-OCT.
Note: The user can include these override dates in the admission calendar
rollover process, although excluding the override dates is recommended.
For information on date variation for admission period categories, see Chapter 157,
Admission Period Date Overrides Procedure.
For information on date aliases, see Chapter 155, Admissions Calendar
Configurations Procedure.

Government Admissions
This section includes information on the following procedures:
■ Processing Government Admissions
■ Obtaining Academic Results
■ Requesting Enrollment Statistics

Processing Government Admissions

The government provides the institution with a file containing details of applicants
offered places at the institution and the programs they are offered. The process to
load this information into Oracle Student System includes the following steps:
1. Run the Process Offer File Load job or the Process Postgraduate Offer File Load
job.
2. The system invokes a parameter window where the directory of the offer round
file is entered.
3. The system retrieves the offer round file and either creates a new person record
for each new applicant, or locates the record of applicants already in the system.
4. The system loads personal data and admissions related data for each applicant
into the Admissions subsystem. Direct admissions functionality is then applied.
For information on processing government admissions, see Centralized
Government Admissions, Chapter 103, Admissions Overview.

Admissions Functions and Maintenance 104-21

Government Admissions

Obtaining Academic Results

Current or previously enrolled students can apply for admission to other tertiary
institutions. To complete their admission application, the prospective institution
requires information on the students' results at prior institutions. The academic
results requisition process electronically transfers the results to the government for
distribution to the institutions to which the students are applying, and includes
Honors level records as well as undergraduate records.
The procedure to request government academic results includes the following steps:
1. Set up three variables in the Job Control table. TAC_DECRYPT and TAC_
ENCRYP should contain the path to the directory containing encryption and
decryption programs relevant to the institution's home state. The TAC directory
should contain the path to the directory containing the government data files.
2. The government electronically requests academic results for a list of students.
3. Run the Government Automated Result Transfer System Extraction Process job.
4. The system looks in the TAC directory for a .req file containing the request for
results, decrypts it, then performs the following tasks:
■ verifies the format of the file
■ attempts to match each government record against an Oracle Student
System record
■ obtains the student results for each matching student program and unit
attempt result and writes them and any unmatched records to a results file
■ encrypts the results file and copies it to the TAC directory for later access by
the government

Requesting Enrollment Statistics

The procedure for requesting government enrollment statistics includes the
following steps:
1. The government advises the institution that the enrollment statistics request file
is available. This file contains records of those applicants offered places by the
government on the institution's behalf.
2. The request file is copied to the TMP directory.
3. The Process Return File job produces statistics for the applicants offered places
by the government who have subsequently been enrolled by the institution.

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 Entering Student Intake Targets

4. Run the Process Return File job. This job performs the following tasks:
■ displays a parameter window used to name the academic period for which
the return is to be prepared and the physical locations of input, output, and
error files
■ checks that the government applicant is entered in Oracle Student System
■ creates a file with a record for each applicant indicating whether or not the
applicant is enrolled in Oracle Student System. This file is returned to the
government.

Producing Admission Enquiry Packages

Admission enquiries are processed to create enquiry information packages and
address labels for mailing. The procedure to create enquiry information packages
and address labels includes the following steps:
1. Run the Process Admission Enquiries job.
This job, typically scheduled as a standing request to run nightly, performs the
following tasks:
■ updates the status of REGISTERED, ACKNOWLEDGED, or both enquiries
■ updates the Last Processed date and sets the Mailed date for all items that
can be mailed
■ creates a person ID group of all processed enquiries
2. Run the Enquiry Package Status report, which lists items to be mailed to each
person in the ID group.
3. Run the Person Address Labels report, which produces an address label for
each person in the ID group.

Entering Student Intake Targets

Student intake targets are enrollment targets used to enroll students with particular
characteristics required by an institution. Institutions enter them and extract them
for use in third party software.
If an institution does not require targets to be maintained for an organizational unit
or program, the targets do not have to be entered.
The process for entering student intake targets includes the following steps:

Admissions Functions and Maintenance 104-23

Entering Student Intake Targets

1. Check that reference data is entered in the Student Target Types window.
2. Enter submission period targets in the Submission Intake Targets window. Each
year, intake targets are reported to DETYA for the submission period.
3. If required, define intake targets in the Admission Period Date Overrides
window. Break down intake targets for organizational unit and funding
sources. Within these categories, targets can be defined for program type group,
unit internal program level, and attendance mode.
4. Further define intake targets in the Program Student Targets window for each
program and unit set, as required.

104-24 Oracle Student System User’s Guide

 105
Record Admission Enquiries Procedure

This chapter describes how to enter inquiry records. The following sections are in
this chapter:
■ Definition
■ Overview
■ Entering Inquiry Records
■ Record Admission Enquiries Window
■ Record Admission Enquiries Window Description

Record Admission Enquiries Procedure 105-1

Definition

Definition
The record admission enquiries procedure enters inquiry records.

Overview
A person making an inquiry, or requesting information about an institution, can be
new to the system or already entered in the system for one of the following reasons:
■ previously applied for admission
■ previously made inquiries
■ former student at institution
■ current student at institution
■ current staff member at institution
Inquiry packages are created from data entered in the Record Admission Enquiries
window by the Process Admission Inquiry concurrent process.
If duplicate person records are detected by the system during data entry in the
Record Admission Enquiries window, the Duplicate Person Details window
appears. The user must then determine whether to save or clear the currently
entered data.
For information on inquiries, see Admission Inquiries, Chapter 103, Admissions
Overview.
This section includes the following topics:
■ Session Details Window
■ Enquiry Mailed Package Items Overlay Window

Session Details Window

When a user first opens the Record Admission Enquiries window, the Session
Details window appears and data must be entered. Later, the previously selected
session details appear. Selecting session details ensures that the correct program
offering patterns are displayed for the academic period. To change session details,
click Alter Session.

105-2 Oracle Student System User’s Guide

 Overview

Enquiry Mailed Package Items Overlay Window

This window displays inquiry package items to be mailed to a person making an
inquiry, including program or information type details.
Note: Only one occurrence of an inquiry package item appears for an inquiry,
regardless of the information entered.
Each item is listed as available for mailing, or a date indicates when the item is
expected to be mailed, depending on the Inquiry Package Items window setup.
Items can be added to or deleted from the list to customize the package.
If all unsent items are mailed at the same time, select the Set All Unsent Items As
Mailed check box, and the current date is inserted in the Mailed Date field for all
items.
Note: The Set All Unsent Items As Mailed check box is typically used when items
are handed to a person at the institution. When this occurs, the inquiry status can be
changed to Complete to prevent processing at a later date.
When an item is mailed, the date is inserted automatically in the Record Admission
Enquiries window.
Note: The mailed date must come after the inquiry date.

Record Admission Enquiries Procedure 105-3

Entering Inquiry Records

Entering Inquiry Records

The following information applies to this procedure:
■ The user entering the inquiry must be a staff member.
■ Records can be queried by entering data in the Person Number or Surname
fields, or by clicking the Find Person icon. The criteria for matching person
records is user-defined.
For information on the Find Person window, see Chapter 144, Find Person
Procedure.
To enter an inquiry record, perform the following steps.
1. In Oracle Student System, navigate to the Record Admission Enquiries window
as follows:
Admission - Admission Inquiries
2. Enter data in appropriate fields, as described in Table 105–1.
Note: If duplicate person records are detected by the system during data entry
in this window, the Duplicate Person Details window appears. For information
on handling duplicate records, see Chapter 363, Duplicate Person Details
Procedure.
Note: A warning appears if a person has a Revoke Services or Suspend Services
hold entered.
Note: An inquiry record cannot be modified if the inquiry status is Complete.
3. To enter person addresses, click Person Detail.
For information on entering person addresses, see Creating Person Records
Procedure, Chapter 337, Person Details Procedure.
Note: A warning appears if a person's address is not entered, since this
information is required to mail inquiry packages.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Optionally, click the buttons described in Table 105–1 and enter data in
appropriate fields.
6. Close the window.

105-4 Oracle Student System User’s Guide

 Record Admission Enquiries Window

Record Admission Enquiries Window

Figure 105–1 Record Admission Enquiries Window

Record Admission Enquiries Procedure 105-5

Record Admission Enquiries Window Description

Record Admission Enquiries Window Description

Table 105–1 Record Admission Enquiries Window Description
Field Name Type Features Description
Admission Period default, admission period in which person making inquiry is
display only registered
Academic Period default, academic period in which person making inquiry is
display only registered
Alter Session button opens Session Details window
Session Details
Window
Academic Calendar required list of values academic calendar
[Academic Calendar default, academic calendar type
Type] display only
[Academic Calendar default, academic calendar start and end date
Start and End Date] display only
Admission Calendar required list of values admission calendar
[Admission Calendar default, admission calendar type
Type] display only
[Admission Calendar default, admission calendar start and end date
Start and End Date] display only
Person Region
Person Number default, person number; automatically assigned to person
display only making inquiry; number remains with person
throughout his or her relationship with institution
Find Person Icon button opens Find Person window
Surname required person’s surname
Given Names optional person’s given name or names
Preferred Given optional person’s preferred name
Name
Middle Name optional person’s middle name
Suffix optional word added to end of person’s name, such as Sr., Jr., or
III

105-6 Oracle Student System User’s Guide

 Record Admission Enquiries Window Description

Table 105–1 Record Admission Enquiries Window Description

Field Name Type Features Description
Prefix optional list of values word added to beginning of person’s name, such as Sir
or Dame
Title optional person’s title
Sex required list of values person’s sex
Note: If the title is associated with a sex, the sex
appears as the default value.
Funnel Status default, funnel status, including Identified, Inquired, or
display only Contacted, indicating whether applicant is identified
as prospect, inquired about institution, or was
contacted by institution
Date of Birth optional list of person’s date of birth
values:
pop-up
calendar
Deceased optional checkbox if selected, indicates person is deceased
Enquiry Application
Inquiry Number default, inquiry number; appears when inquiry is saved
display only
Start Period default, start period; derived from Session Details window
display only
Inquiry Status default list of values inquiry status
Note: The default inquiry status is Registered.
Note: If inquiry package items are not mailed, the
inquiry status cannot be set to Complete.
Note: If all inquiry package items for an inquiry have a
mail date set, the inquiry status must be set to
Complete.
Inquiry Date required list of inquiry date; default inquiry date is current date
values:
pop-up
calendar
Inquiry Source Type required list of values inquiry source type, indicating where person making
inquiry heard about program or institution, or method
in which he or she made inquiry

Record Admission Enquiries Procedure 105-7

Record Admission Enquiries Window Description

Table 105–1 Record Admission Enquiries Window Description

Field Name Type Features Description
Indicated Mail Date optional list of date when institution intends to mail information
values: package
pop-up
calendar
Registering Person optional list of values registering person code
Find Person Icon button opens Find Person window
[Registering Person default, registering person name
Name] display only
Force processing of optional check box if selected, Process Admission Inquiry concurrent
incomplete package process is run to process inquiry package, even if it is
incomplete
Last Processing Date default, latest date inquiry is processed by Process Admission
display only Inquiry concurrent process
Person Detail button opens Person Details window
Admission Tests button opens Admission Test Results window
Academic History button opens Academic History Details window
Program Inquiry button opens Find Program window; button becomes active
when user enters Record Admission Enquiries
window; user can query program before entering
person details
Package Items button opens Inquiry Package Items window
Characteristics button opens Enquiry Characteristic Types window
Information Types button opens Enquiry Information Types window
Comments button opens Comments field; to hide Comments field, click
inquiry record

105-8 Oracle Student System User’s Guide

 106
Direct Admission Procedure

This chapter describes how to enter an application for admission. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Applications for Admission Procedure
■ Entering Session Details Procedure
■ Direct Admission Window
■ Direct Admission Window Description

Direct Admission Procedure 106-1

Definition

Definition
The direct admission procedure enters an application for admission.

Overview
Direct admission applications occur when applicants apply directly to an institution
for admission to a program or units. The institution determines how these details
are entered in Oracle Student System, and the admission process can be configured
accordingly.
Note: If duplicate person records are detected by the system during data entry in
the Direct Admission window, the Duplicate Person Details window appears. The
user must then determine whether to save or clear the currently entered data.
For information on Admissions subsystem setup, see Chapter 104, Admissions
Functions and Maintenance.
This section includes the following topics:
■ New Applications
■ Existing Applications

New Applications
Typically, admission applications are received for an admission period and are
sorted according to type of application. For example, they can be sorted into award
or non-award, postgraduate or undergraduate, fee paying or contributions,
domestic or international. The applications are processed in these groups.
In the Direct Admission window, the starting point for processing applications,
applicants’ personal details are entered. Data can also be entered in windows
accessed by clicking the buttons that appear in the Direct Admission window. The
buttons that appear depend on how each admission process category, specified in
the Session Details region, is set up. An admission application is not complete, and
a place cannot be offered, until all mandatory fields contain data.
Session details are set for each group of admission applications. Oracle Student
System validates program application data against the admission category specified
in the session details so that only programs associated with the admission category
can be entered for the application.

106-2 Oracle Student System User’s Guide

 Overview

Existing Applications
The Direct Admission window is also the starting point for modifying existing
applications, specifically, to change the statuses associated with an application in
the Direct Admissions Program and the Direct Admissions Unit windows.

Direct Admission Procedure 106-3

Entering Applications for Admission Procedure

Entering Applications for Admission Procedure

To enter an application for admission, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. To enter session details for a new group of admission applications, click the
Alter Session button.
For information on entering session details, see Entering Session Details
Procedure in this chapter.
3. Enter data in appropriate fields as described in Table 106–1.
The following information applies to this step:
■ If duplicate person records are detected by the system when data is entered
in this window, the Duplicate Person Details window appears. For
information on handling duplicate records, see Using Duplicate Person
Details Procedure, Chapter 363, Duplicate Person Details Procedure.
■ To modify an application, the application is selected in the Admission
Application Summary region, and the Open Application button is clicked.
■ If an application is modified, the admission process category associated
with the application is used rather than the one specified in the session
details.
■ If a person record has dependent children records, it cannot be deleted.
4. Save or save and continue as follows:
File - Save or Save and Proceed
A person number is automatically assigned to the person and appears in the
Person Number field. This number remains with the applicant throughout his
or her relationship with the institution. If a person with matching details
already exists in Oracle Student System, a warning message appears before the
record is saved.
5. Optionally, click the buttons described in Table 106–1 and enter data in
appropriate fields.
6. Close the window.

106-4 Oracle Student System User’s Guide

 Entering Session Details Procedure

Entering Session Details Procedure

The following information applies to this procedure:
■ Enrollment session details are created for the first enrollment session only.
In subsequent enrollment sessions, the system recalls previous session
details, which can be modified.
■ An enrollment category must not be specified in session details. It is
derived from a student program attempt as created in the Admissions
subsystem.
■ Specifying session details does not preclude the processing of enrollments
from other enrollment categories.
To enter session details for a new group of admission applications, perform the
following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
The Direct Admission window appears.
2. Click Alter Session.
The Direct Admission window appears.
3. Enter data in appropriate fields, as described in Table 106–1.
4. Click OK.
The Direct Admission window appears.

Direct Admission Procedure 106-5

Direct Admission Window

Direct Admission Window

Figure 106–1 Direct Admission Window

106-6 Oracle Student System User’s Guide

 Direct Admission Window Description

Direct Admission Window Description

Table 106–1 Direct Admission Window Description
Field Name Type Features Description
Session Details
Region
[Academic Calendar] default, academic calendar
display only
[Academic Calendar default, academic calendar code
Code] display only
[Process Category default, process category code
Code] display only
[Admission Calendar default, admission calendar code
Code] display only
Alter Session button opens Direct Admission window to alter session
details
Direct Admission
Window
Academic Calendar optional list of values academic calendar in which enrollments are to be
processed; ensures program and unit offering patterns
displayed are for correct academic period
[Academic Calendar default, academic calendar code
Code] display only
[Academic Calendar default, academic calendar name
Name] display only
Process Category optional list of values process category for current session; includes
admission category and system admission process
type; determines buttons that appear, data displayed in
lists of values, and data validations that are performed;
associated with all new admission applications
processed during session
Note: If an existing admission application is added or
modified, the system recognizes the application’s
process category and overrides the session details for
that application.
[Process Category default, process category code
Code] display only

Direct Admission Procedure 106-7

Direct Admission Window Description

Table 106–1 Direct Admission Window Description

Field Name Type Features Description
[Process Category default, process category name
Name] display only
Admission Calendar optional list of values admission calendar applicable to admission
applications being processed
[Admission Calendar default, admission calendar code
Code] display only
[Admission Calendar default, admission calendar name
Name] display only
Person Region
Person Number default, person number
display only
Find Person Icon button opens Find Person window
Surname required person’s surname
Given Names optional person’s given name or names
Preferred Name optional person’s preferred name
Middle Name optional person’s middle name
Sex required list of values person’s sex
Note: If the title is associated with a sex, the sex
appears as the default value.
Title optional list of values person’s title
Suffix optional list of values word added to end of person’s name, such as Sr., Jr., or
III
Prefix optional list of values word added to beginning of person’s name, such as Sir
or Dame
Date of Birth optional list of person’s date of birth
values:
pop-up
calendar
Deceased optional checkbox if selected, indicates person is deceased
Admission
Application
Summary Region

106-8 Oracle Student System User’s Guide

 Direct Admission Window Description

Table 106–1 Direct Admission Window Description

Field Name Type Features Description
Start Period default, start period
display only
Admission Process default, admission process category
Category display only
# [Preference default, for applicants who apply for several programs,
Number] display only number indicating their order of preference for an offer
Application Date default, application date
display only
Application Status default, application status
display only
Outcome Status default, outcome status
display only
Response Status default, response status
display only
Program default, program code
display only
Title default, program title
display only
Person Detail button opens Person Details window
Admission Tests button opens Admission Test Results window
Academic History button opens Academic History Details window
New Application button opens Direct Admissions Program window
Unit Placement button opens View Unit Placement Details window
Activities button opens Extracurricular Activities window
Recruiting button opens Recruitments window
Open Application button opens Direct Admissions Program window

Direct Admission Procedure 106-9

Direct Admission Window Description

106-10 Oracle Student System User’s Guide

 107
View Unit Placement Details Procedure

This chapter describes how to view unit placement recommendations for an

applicant based on admission test results. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Unit Placement Recommendations Based on Test Type Procedure
■ Displaying Unit Placement Recommendations Based on Test Segment
Procedure
■ View Unit Placement Details Window

View Unit Placement Details Procedure 107-1

Definition

Definition
The view unit placement details procedure displays unit placements that an
institution recommends based on an applicant’s admission test results. Unit
placement recommendations can be based on test types or test segments.

Overview
Many institutions require applicants to complete a standardized test or tests before
considering them for acceptance in a program. The Scholastic Aptitude Test (SAT) is
an example. Tests can include admission tests for a particular program or language
tests for international applicants.
Test segments are parts of a test that measure different aptitudes, skills, or
knowledge. For the Scholastic Aptitude Test, the Math and Verbal components are
test segments.
Note: The recommended unit placements that appear in this window are for
information purposes only. Users can not use this window to enroll applicants in
the recommended unit placements.

107-2 Oracle Student System User’s Guide

 Displaying Unit Placement Recommendations Based on Test Type Procedure

Displaying Unit Placement Recommendations Based on Test Type

Procedure
To display unit placement recommendations based on test type, perform the
following steps.
1. In Oracle Student System, navigate to the View Unit Placement Details window
as follows:
Admission - Direct Admission
The Direct Admission window appears.
2. Query the appropriate record.
3. Click Unit Placement.
The View Unit Placement Details window appears.
4. Click the Test Types radio button.
In the Test Types region, the following test type information appears:
■ Test Date
■ Test Type
■ Description
■ Composite Score
In the Unit Placement region, the following recommended unit placement
information appears:
■ Min Score, or minimum score
■ Max Score, or maximum score
■ Unit Code
■ Version
■ Unit Name
5. Close the window.

View Unit Placement Details Procedure 107-3

Displaying Unit Placement Recommendations Based on Test Segment Procedure

Displaying Unit Placement Recommendations Based on Test Segment

Procedure
To display unit placement recommendations based on test segment, perform the
following steps.
1. In Oracle Student System, navigate to the View Unit Placement Details window
as follows:
Admission - Direct Admission
The Direct Admission window appears.
2. Query the appropriate record.
3. Click Unit Placement.
The View Unit Placement Details window appears.
4. Click the Test Segments radio button.
In the Test Segments region, the following test segment information appears:
■ Test Date
■ Test Type
■ Test Segment
■ Description
■ Score
■ Test Type Description
In the Unit Placement region, the following recommended unit placement
information appears:
■ Min Score, or minimum score
■ Max Score, or maximum score
■ Unit Code
■ Version
■ Unit Name
5. Close the window.

107-4 Oracle Student System User’s Guide

 View Unit Placement Details Window

View Unit Placement Details Window

Figure 107–1 View Unit Placement Details Window

View Unit Placement Details Procedure 107-5

View Unit Placement Details Window

107-6 Oracle Student System User’s Guide

 108
Admissions Import Process Procedure

This chapter describes how to set parameters for the admissions import process.
The following sections are in this chapter:
■ Definition
■ Overview
■ Setting Admission Import Process Parameters Procedure
■ Admissions Import Process Window

Admissions Import Process Procedure 108-1

Definition

Definition
The parameters for running the admissions import process are set with this
procedure.

Overview
A concurrent program is used to import admissions data such as test scores and
admission applications from various sources. Before the import process can begin,
parameters must be set for the concurrent program.

108-2 Oracle Student System User’s Guide

 Setting Admission Import Process Parameters Procedure

Setting Admission Import Process Parameters Procedure

To set parameters for the admissions import process, perform the following steps.
1. In Oracle Student System, navigate to the Admissions Import Process window
as follows:
Admission - Import Data - Admission Import Process
2. Enter data in appropriate fields.
3. Click Import.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Admissions Import Process Procedure 108-3

Admissions Import Process Window

Admissions Import Process Window

Figure 108–1 Admissions Import Process Window

108-4 Oracle Student System User’s Guide

 109
Partial Matching Records Procedures

This chapter describes how to review partially matching records. The following
sections are in this chapter:
■ Definition
■ Reviewing Partially Matching Records Procedure
■ Partial Matching Records Window

Partial Matching Records Procedures 109-1

Definition

Definition
Reviewing partially matching records is the process of inspecting records from an
import source and from the Oracle Student System that were flagged by the import
procedure as potentially matching or belonging to the same person in the system.

109-2 Oracle Student System User’s Guide

 Reviewing Partially Matching Records Procedure

Reviewing Partially Matching Records Procedure

The following information applies to this procedure:
■ The Match to Import Record check box can be selected for only one record in
the Matched Records region.
■ When the No Match Import or Discard radio button is selected, the Match to
Import Record check box is immediately disabled.
To review partially matching records, perform the following steps.
1. In Oracle Student System, navigate to the Partial Matching Records window as
follows:
Admission - Import Data - Partial Matching Records Review
2. Query the appropriate fields.
3. In the Action field, click the Review radio button.
4. Review the records displayed and select the Match to Import Record check box
for the record that matches the record queried in the Import Record region.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Select any records that are non-matches and then select the No Match Import
radio button to import these records.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Select any records that must be discarded from the interface table and then
select the Discard radio button.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

11. To import records marked as No Match Import or as Match to Import Record,

run the import concurrent process again.

Partial Matching Records Procedures 109-3

Partial Matching Records Window

Partial Matching Records Window

Figure 109–1 Partial Matching Records Window

109-4 Oracle Student System User’s Guide

 110
Admission Category Procedure

This chapter describes how to enter admission categories. The following sections
are in this chapter:
■ Definition
■ Overview
■ Entering Admission Category Procedure
■ Admission Category Window

Admission Category Procedure 110-1

Definition

Definition
The admission category procedure enters institution-defined admission categories
and maps them to the institution’s enrollment and fee categories, as well as restricts
them to particular contribution options and program types.

Overview
This chapter describes the maintenance of admission categories and how they
function to define groups of applicants and to restrict applicants to certain program
types.

Grouping Function
Admission categories are used to define groups of applicants with similar
admission process requirements. Every admission application is assigned an
admission category when it is entered, either as session details in the Direct
Admission process or by the system in the government process. Typically, each
admission category has a different data entry procedure and steps associated with it
and determines which windows and fields are available to users during the Direct
Admission process.
For example, admission categories might include the following:
■ Undergraduate, undergraduate student
■ Graduate-Research, higher degree including a research component
Typically, users entering an application from an international admission category
are given the option to enter the applicant's international details in the Direct
Admission window. When users enter applications from local applicants who have
a different admission category, such as Undergraduate, the option to enter
international details is absent.
The following information applies to admission categories:
■ By the time an admission category is used for an admission application, the
admission category must be associated with at least one enrollment and fee
category, with one of each being nominated as a default. When an admission
category is assigned to an application, the application inherits the default
enrollment and fee categories. These defaults can be overridden with one of the
other enrollment and fee categories associated with the admission category.
■ One or more contribution payment options can be associated with an admission
category. This mapping is used to restrict the contribution payment options that

110-2 Oracle Student System User’s Guide

 Overview

can be entered against an admission application in the Direct Admissions

Program window, if the admission process category has the step Fee-Ass
assigned to it. It is used for particular admission categories only if applicants
are provided with fee estimates or invoices as part of the offer process and they
are applicants to whom contribution fees do not apply.

Restricting Function
Program type restrictions are applied to admission categories in order to broadly
restrict the admission categories in which program offerings are available. Program
offering options can be further restricted as to the admission categories in which
they are available using the Program Offering Option Admission Categories
window. The admission category list of values in that window contains the
admission categories linked in this window to the program type of the program
offering option displayed in the Admission Category window, as well as any
admission categories with no program type restrictions.
For example, an admission category could be established to accommodate
non-award admission applications. Logically, a program type Non-Award is one of
the program types that could use this admission category and is entered in this
window. It is unlikely that Non-Award program types is also included in another
admission category. Any Non-Award program offering options could be assigned
only to the nonaward admission category, or a Global category with no restrictions,
as these are the only categories that would appear for those program offering
options in the list of values in the Program Offering Option Admission Categories
window.

Admission Category Procedure 110-3

Entering Admission Category Procedure

Entering Admission Category Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, admission categories cannot be deleted.
Selecting the Closed check box prevents further use.
■ Once admission categories have been used in Oracle Student System, only
minor description modifications can be carried out.
■ Where an enrollment, fee, or correspondence category is mapped to a single
admission category, one and only one of each must be set as the default.
■ The citizenship type linked to an admission category cannot be changed if the
admission category has been used to define an admission process in the
Admission Process Category Detail window.
To enter an admission category, perform the following steps.
1. In Oracle Student System, navigate to the Admission Category window as
follows:
Admission - Define Process - Admission Categories
2. Enter data in appropriate fields.
3. Enter the required admission categories as determined by the institution.
4. Assign a citizenship type to each admission category.
Note: Citizenship type is system-defined and is used only to classify admission
categories as to their application.
5. Click the Enrollment Category Mapping... button.
The Enrollment Category Mapping window appears.
6. Enter the enrollment categories that map to the selected admission category and
select one enrollment category as the default.
7. Click the Fee Category Mapping... button.
The Fee Category Mapping window appears.
8. Enter fee categories in the same way as enrollment categories.
9. Click the Correspondence Category Mapping... button.
The Correspondence Category Mapping window appears.
10. Enter correspondence categories in the same way as enrollment categories.

110-4 Oracle Student System User’s Guide

 Entering Admission Category Procedure

11. Click the Program Type Restrictions... button.

The Program Type Restrictions window appears.

12. Enter the program types to which the admission category will be available.

Note: This function is available when program offering options of the program
type are linked to admission categories in the Program Offering Option
Admission Categories window.
13. Click the Contribution Option Mapping... button.

The Contribution Option Mapping window appears.

14. Enter the contribution payment options available to the admission category.

15. Save or save and continue as follows:

File - Save or Save and Proceed

16. Close the window.

Admission Category Procedure 110-5

Admission Category Window

Admission Category Window

Figure 110–1 Admission Category Window

110-6 Oracle Student System User’s Guide

 111
Admission Process Category Detail
Procedure

This chapter describes how to enter admission process categories. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Admission Process Categories Procedure
■ Admission Process Category Detail Window

Admission Process Category Detail Procedure 111-1

Definition

Definition
The admission process category detail procedure enters admission process
categories.

Overview
Oracle Student System can be configured to support an institution’s various
admission processes. An admission process is represented by an admission process
category. Admission process categories are created by assigning them system
admission process types.
Oracle Student System includes the following admission process types:
■ program
■ non-award studies
■ program re-admission
■ short admission
■ program transfer
An admission process category is described by institution-defined steps selected
from the system's list of available steps in the process of entering an application for
admission.
For information on admission processes, see Admission Processes, Chapter 103,
Admissions Overview.
For information on admission process categories and steps, see Setting Up Process
Categories and Steps, Chapter 104, Admissions Functions and Maintenance.

111-2 Oracle Student System User’s Guide

 Entering Admission Process Categories Procedure

Entering Admission Process Categories Procedure

To enter an admission process category, perform the following steps.
1. In Oracle Student System, navigate to the Admission Process Category Detail
window as follows:
Admission - Define Process - Process Category Details
2. In the Admission Category field, query the appropriate record.
3. Enter data in appropriate fields.
4. In the System Admission Process Type field, select one of the following system
admission process types from the list of values:
■ Program Admission Process
Note: The Pref-Limit step, through which preferences are entered, can be set
only for a Program admission process type.
■ Non-Award Admission Process
■ Re-Admit Process
■ Short Admission Process
■ Transfer Of Program Process
The combination of an admission category and a system admission process type
represents a unique admission process.
5. In the Rating Scale Name field, select a rating scale from the list of values for
evaluating applications in this particular admission category.
6. Optionally, in the Offer Date Response Offset field, enter the number of days
after an offer is made to an applicant during which it remains available. If the
applicant does not respond by this date, the offer lapses.
Note: The offer date response offset is the default offer response date when a
program is offered to an applicant in the Direct Admissions Program window.
7. Click Default Steps.
Step types associated with the selected system admission process type appear
in the Step Type fields.
Steps are grouped according to the type of admission information gathered,
including Session Control, Person Data, Person Validation, Application
Validation, Program Data - Button, Program Data - Item, Program Validation,

Admission Process Category Detail Procedure 111-3

Entering Admission Process Categories Procedure

Unit Validation, Application Outcome, Application Offer Response, Application

Details, Rating Details, Mandatory Application Details, and Mandatory Person
Details. The step group type is indicated in the field at the top of the Admission
Process Category Step region, but can be changed by selected another from the
list of values.
8. In the Step Type fields, select the required step types.
The step order appears in the Step Order fields as each step is added.
9. In the Step Type fields, delete any steps that are not required.
10. Select the Mandatory check box if the step must be performed to complete an
admission application.
Note: New steps are set as mandatory by default.
Note: In the Direct Admissions Program window, the procedure that checks
that an admission application is complete ignores the Person Encumbrances
and Program Encumbrances steps, even if they are set as mandatory.
11. Change a step’s order by selecting the step and clicking the up and down arrow
buttons.
Note: When the order of steps cannot be changed, such as Unit Validations, the
up and down arrow buttons are inactive, and the Step Order fields are blank.
12. Optionally, enter a number in the Number Restriction field to limit certain
admission process category steps.
For example, placing a number restriction on the Allow Multiple Offers step
limits the number of offers that can be made to an applicant in an admission
process category during a particular admission period.
Note: The Number Restriction field is inactive for steps to which it does not
apply.
13. Save or save and continue as follows:

File - Save or Save and Proceed

14. Close the window.

111-4 Oracle Student System User’s Guide

 Admission Process Category Detail Window

Admission Process Category Detail Window

Figure 111–1 Admission Process Category Detail Window

Admission Process Category Detail Procedure 111-5

Admission Process Category Detail Window

111-6 Oracle Student System User’s Guide

 112
Admission Application Status Procedure

This chapter describes how to enter admission application statuses. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Admission Application Status Procedure
■ Admission Application Status Window

Admission Application Status Procedure 112-1

Definition

Definition
The admission application status procedure creates institution-defined admission
application status codes.

Overview
These status codes indicate the progress of an application for admission. Statuses
might include Completed, Received, and Incomplete. The data maintained in this
window applies within the Application region in the Direct Admissions Program
window.

112-2 Oracle Student System User’s Guide

 Entering Admission Application Status Procedure

Entering Admission Application Status Procedure

The following information applies to this procedure:
■ Once used in the system, admission application status codes cannot be deleted.
Select the Closed check box to prevent further use.
■ Once these codes are used in Oracle Student System, only minor description
modifications can be made.
To enter the status of admission applications, perform the following steps.
1. In Oracle Student System, navigate to the Admission Application Status
window as follows:
Admission - Define Application Codes - Application Statuses
2. Enter data in appropriate fields.
3. Map each code to a system admission application status.
Note: Institution-defined codes must be mapped to system codes in a
one-to-one relationship. System codes should be used for institution-defined
codes wherever feasible.
At least one institution-defined value must be mapped to each system-defined
value.
4. If more than one institution-defined status maps to a single system status,
define one as the system default.
When Oracle Student System automatically applies a particular
institution-defined status to an admission application, the default is the one
Oracle Student System applies.
Note: A status cannot be closed if it is the default. One institution-defined
admission application status with the default indicator set must be mapped to
each different system admission application status.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Admission Application Status Procedure 112-3

Admission Application Status Window

Admission Application Status Window

Figure 112–1 Admission Application Status Window

112-4 Oracle Student System User’s Guide

 113
Admission Fee Status Procedure

This chapter describes how to enter admission fee statuses. The following sections
are in this chapter:
■ Definition
■ Overview
■ Entering Admission Fee Status Procedure
■ Admission Fee Status Window

Admission Fee Status Procedure 113-1

Definition

Definition
The admission fee status procedure creates institution-defined admission
application fee codes.

Overview
Institution-defined codes for the status of an admission fee indicate the current state
of the admission application fee for an applicant. Status codes might include
Assessed, Exempt, and Received. The statuses maintained in the Admission Fee
Status window are used within the Application region in the Direct Admissions
Program window to indicate the state of activity of the assessed application fee.

113-2 Oracle Student System User’s Guide

 Entering Admission Fee Status Procedure

Entering Admission Fee Status Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, admission fee status codes cannot be
deleted. Select the Closed check box to prevent further use.
■ Once these codes are used in Oracle Student System, only minor description
modifications can be made.
To enter the status of admission fees, perform the following steps.
1. In Oracle Student System, navigate to the Admission Fee Status window as
follows:
Admission - Define Application Codes - Fee Statuses
2. Enter data in appropriate fields.
3. Map each code to a system admission fee status.
Map institution-defined codes to system codes in a one-to-one relationship. Use
system codes for institution-defined codes wherever feasible.
At least one institution-defined value must be mapped to each system-defined
value.
4. If more than one institution-defined status maps to a single system status,
define one as the system default.
WhenOracle Student System automatically applies a particular
institution-defined status to an admission application, the default is the one
Oracle Student System applies.
Note: A status cannot be closed if it is the default. There must be one
institution-defined admission fee category, with the default indicator set
mapped to each different system admission fee status.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Admission Fee Status Procedure 113-3

Admission Fee Status Window

Admission Fee Status Window

Figure 113–1 Admission Fee Status Window

113-4 Oracle Student System User’s Guide

 114
Visa Types Procedure

This chapter describes how to create visa types. The following sections are in this
chapter:
■ Definition
■ Overview
■ Creating Visa Types Procedure
■ Visa Types Window

Visa Types Procedure 114-1

Definition

Definition
The visa types procedure creates the institution-defined set of visa type codes.

Overview
Visa types are used in the Person International Details window, where citizenship
and visa details are entered for person records in Oracle Student System.
By using this procedure, an institution can determine its own codes to represent the
available visa types.

114-2 Oracle Student System User’s Guide

 Creating Visa Types Procedure

Creating Visa Types Procedure

To create a new visa type record, perform the following steps.
1. In Oracle Student System, navigate to the Visa Types window as follows:
Admission - Define Application Codes - Visa Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ Modify visa types only to correct an incorrect description.
■ A visa type cannot be deleted if it has been used in a student's international
details record. It can be closed, preventing any further use, by selecting the
Closed check box.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Visa Types Procedure 114-3

Visa Types Window

Visa Types Window

Figure 114–1 Visa Types Window

114-4 Oracle Student System User’s Guide

 115
Basis for Admission Types Procedure

This chapter describes how to create basis for admission type codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Basis for Admission Types Procedure
■ Basis for Admission Types Window

Basis for Admission Types Procedure 115-1

Definition

Definition
The basis for admission types procedure creates the institution-defined basis for
admission type codes.

Overview
Basis for admission type codes define the grounds for an admission or entry
category. The data maintained in the Basis for Admission Types window is accessed
through the Indices tab in the Ratings region that is opened by the Ratings button in
the Direct Admissions Program window.

115-2 Oracle Student System User’s Guide

 Creating Basis for Admission Types Procedure

Creating Basis for Admission Types Procedure

The following information applies to this procedure:
■ If already used, basis for admission type codes cannot be deleted. Select the
Closed check box to prevent further use.
■ Once codes are used, only minor description modifications should be made.
■ Each code must be mapped to a government basis for admission type code.
■ More than one institution basis for admission type code can map to a
government basis for admission type code.
■ Map institution basis for admission type codes in a one-to-one correspondence
to government basis for admission type codes.
■ Whenever possible, government codes should be used for institution-defined
codes.
To create a new institution-defined basis for admission type code, perform the
following steps.
1. In Oracle Student System, navigate to the Basis for Admission Types window as
follows:
Admission - Define Application Codes - Basis For Admission
2. Enter data in appropriate fields.
The following information applies to this procedure:
■ Modify a basis for admission types code only to correct an incorrect
description.
■ A basis for admission type cannot be deleted if it has been used in a
student’s international details record. It can be closed, preventing any
further use, by selecting the Closed check box.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Basis for Admission Types Procedure 115-3

Basis for Admission Types Window

Basis for Admission Types Window

Figure 115–1 Basis for Admission Types Window

115-4 Oracle Student System User’s Guide

 116
Admission Codes Procedure

This chapter describes how to enter admission codes. The following sections are in
this chapter:
■ Definition
■ Overview
■ Entering Admission Codes Procedure
■ Admission Codes Window

Admission Codes Procedure 116-1

Definition

Definition
The admission codes procedure creates institution-defined admission codes.

Overview
The data maintained in the Admission Codes window is accessed through the
Indices tab in the Ratings region that is opened by the Ratings button in the Direct
Admissions Program window.

116-2 Oracle Student System User’s Guide

 Entering Admission Codes Procedure

Entering Admission Codes Procedure

The following information applies to this procedure:
■ If already used, admission codes cannot be deleted. Select the Closed check box
to prevent further use.
■ Once these codes are used, only minor description modifications should be
made.
To enter an institution-defined admission code, perform the following steps.
1. In Oracle Student System, navigate to the Admission Codes window as follows:
Admission - Define Application Codes - Admission Codes
2. Query the appropriate record and enter data in appropriate fields.
3. Map each code to a Academic History Admission Center admission code.
Note: More than one institution admission code can map to an Academic
History Admission Center admission code.
Institution admission codes should be mapped in a one-to-one correspondence
to Academic History Admission Center admission codes.
Whenever possible, Academic History Admission Center codes should be used
for institution-defined codes.
4. Link each code to a basis for admission type code.
Note: Linking is not mandatory, but should be used for institutions whose
Academic History Admission Center, for example, VTAC, does not provide
both admission codes and basis for admission type codes. If this link is defined,
Oracle Student System can derive one from the other.
More than one institution admission code can map to a basis for admission type
code.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Admission Codes Procedure 116-3

Admission Codes Window

Admission Codes Window

Figure 116–1 Admission Codes Window

116-4 Oracle Student System User’s Guide

 117
Admission Entry Qualification Status
Procedure

This chapter describes how to enter admission entry qualification statuses. The
following sections are in this chapter:
■ Definition
■ Overview
■ Entering Admission Entry Qualification Status Procedure
■ Admission Entry Qualification Status Window

Admission Entry Qualification Status Procedure 117-1

Definition

Definition
The admission entry qualification status procedure creates institution-defined
admission entry qualification status codes.

Overview
Institution-defined codes indicate the status of an admission entry qualification.
These codes indicate the quality of an application for admission. Codes include
Pending, Qualified, and Not-Qual for not qualified.

117-2 Oracle Student System User’s Guide

 Entering Admission Entry Qualification Status Procedure

Entering Admission Entry Qualification Status Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, admission entry qualification status codes
cannot be deleted. Selecting the Closed check box prevents further use.
■ Once codes are used in Oracle Student System, only minor modifications
should be made to the codes.
To enter the institution-defined codes for the status of an admission entry
qualification, perform the following steps.
1. In Oracle Student System, navigate to the Admission Entry Qualification Status
window as follows:
Admission - Define Application Codes - Entry Qualification Statuses
2. Enter data in appropriate fields.
3. Map each code to a system admission entry qualification status.
Note: Institution-defined codes should be mapped to system codes in a
one-to-one relationship. System codes should be used for institution-defined
codes wherever feasible.
At least one institution-defined value must be mapped to each system-defined
value.
4. If more than one institution-defined status maps to a single system status,
define one as the system default.
Note: When Oracle Student System automatically applies a particular
institution-defined status to an admission application, the default is the one the
system applies.
A status cannot be closed if it is the default.
One institution-defined admission entry qualification status with the default
indicator set must be mapped to each different system admission entry
qualification status.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Admission Entry Qualification Status Procedure 117-3

Admission Entry Qualification Status Window

Admission Entry Qualification Status Window

Figure 117–1 Admission Entry Qualification Status Window

117-4 Oracle Student System User’s Guide

 118
Admission Unit Outcome Status Procedure

This chapter describes how to enter admission unit outcome statuses. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Admission Unit Outcome Status Procedure
■ Admission Unit Outcome Status Window

Admission Unit Outcome Status Procedure 118-1

Definition

Definition
The admission unit outcome status describes the progress of an applicant’s request
for admission to a unit. This procedure creates an institution-defined code for each
status.

Overview
Admission unit outcome status codes include Pending, Offer, and Rejected.

118-2 Oracle Student System User’s Guide

 Entering Admission Unit Outcome Status Procedure

Entering Admission Unit Outcome Status Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, admission unit outcome status codes
cannot be deleted. Selecting the Closed check box prevents further use.
■ Once codes are used in Oracle Student System, only minor modifications
should be made to the codes.
To enter the institution-defined codes for an admission unit outcome status code,
perform the following steps.
1. In Oracle Student System, navigate to the Admission Unit Outcome Status
window as follows:
Admission - Define Application Codes - Unit Outcome Statuses
2. Enter data in appropriate fields.
3. Map each code to a system admission unit outcome status code.
Note: Institution-defined codes should be mapped to system codes in a
one-to-one relationship.
System codes should be used for institution-defined codes wherever feasible.
Note: At least one institution-defined value must be mapped to each
system-defined value.
4. If more than one institution-defined status maps to a single system status,
define one as the system default.
Note: When Oracle Student System automatically applies a particular
institution-defined status to an admission unit outcome instance, the default is
the one Oracle Student System applies.
A status cannot be closed if it is the default unless another default status is set.
One institution-defined admission unit outcome status with the default
indicator set must be mapped to each different admission unit outcome status.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Admission Unit Outcome Status Procedure 118-3

Admission Unit Outcome Status Window

Admission Unit Outcome Status Window

Figure 118–1 Admission Unit Outcome Status Window

118-4 Oracle Student System User’s Guide

 119
Admission Documentation Status
Procedure

This chapter describes how to enter admission documentation statuses. The

following sections are in this chapter:
■ Definition
■ Overview
■ Entering Admission Documentation Status Procedure
■ Admission Documentation Status Window

Admission Documentation Status Procedure 119-1

Definition

Definition
The admission documentation status procedure creates institution-defined
admission documentation status codes.

Overview
Institution-defined codes indicate the status of documentary evidence associated
with an admission application. Codes include Incomplete, Satisfied, and Unsatisfac.

119-2 Oracle Student System User’s Guide

 Entering Admission Documentation Status Procedure

Entering Admission Documentation Status Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, admission documentation status codes
cannot be deleted. Selecting the Closed check box prevents further use.
■ Once codes are used in Oracle Student System, only minor modifications
should be made to the codes.
To enter the institution-defined codes for the status of an admission documentation
status code, perform the following steps.
1. In Oracle Student System, navigate to the Admission Documentation Status
window as follows:
Admission - Define Application Codes - Documentation Statuses
2. Enter data in appropriate fields.
3. Map each code to a system admission documentation status code.
Note: Institution-defined codes should be mapped to system codes in a
one-to-one relationship. System codes should be used for institution-defined
codes wherever feasible.
Note: At least one institution-defined value must be mapped to each
system-defined value.
4. If more than one institution-defined status maps to a single system status,
define one as the system default.
Note: When Oracle Student System automatically applies a particular
institution-defined status to an admission, the default is the one Oracle Student
System applies.
A status cannot be closed if it is the default.
One institution-defined admission documentation status code with the default
indicator set must be mapped to each different system admission
documentation status code.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Admission Documentation Status Procedure 119-3

Admission Documentation Status Window

Admission Documentation Status Window

Figure 119–1 Admission Documentation Status Window

119-4 Oracle Student System User’s Guide

 120
Admission Outcome Status Procedure

This chapter describes how to enter admission outcome statuses. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Admission Outcome Status Procedure
■ Admission Outcome Status Window

Admission Outcome Status Procedure 120-1

Definition

Definition
The admission outcome status procedure creates institution-defined admission
outcome status codes.

Overview
Admission outcome status codes indicate the outcome of an application for
admission. Status codes include Offer, Rejected, and No-Quota.

120-2 Oracle Student System User’s Guide

 Entering Admission Outcome Status Procedure

Entering Admission Outcome Status Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, admission outcome status codes cannot be
deleted. Selecting the Closed check box prevents further use.
■ Once codes are used in Oracle Student System, only minor modifications
should be made to the codes.
To enter the institution-defined codes for an admission outcome status code,
perform the following steps.
1. In Oracle Student System, navigate to the Admission Outcome Status window
as follows:
Admission - Define Application Codes - Outcome Statuses
2. Enter data in appropriate fields.
3. Map each code to a system admission outcome status code.
Note: Institution-defined codes should be mapped to system codes in a
one-to-one relationship. System codes should be used for institution-defined
codes wherever feasible.
At least one institution-defined value must be mapped to each system-defined
value.
4. If more than one institution-defined status maps to a single system status,
define one as the system default.
Note: When Oracle Student System automatically applies a particular
institution-defined status to an admission instance, the default is the one Oracle
Student System applies.
A status cannot be closed if it is the default.
One institution-defined admission outcome status with the default indicator set
must be mapped to each different system admission outcome status.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Admission Outcome Status Procedure 120-3

Admission Outcome Status Window

Admission Outcome Status Window

Figure 120–1 Admission Outcome Status Window

120-4 Oracle Student System User’s Guide

 121
Admission Conditional Offer Status
Procedure

This chapter describes how to enter admission conditional offer statuses. The
following sections are in this chapter:
■ Definition
■ Overview
■ Entering Admission Conditional Offer Status Procedure
■ Admission Conditional Offer Status Window

Admission Conditional Offer Status Procedure 121-1

Definition

Definition
The admission conditional offer status procedure creates institution-defined
admission conditional offer status codes.

Overview
Institution-defined codes indicate the status of an admission for which the
admission offer is conditional on satisfying certain requirements. Codes include
Satisfied, Unsatisfac, and Waived.

121-2 Oracle Student System User’s Guide

 Entering Admission Conditional Offer Status Procedure

Entering Admission Conditional Offer Status Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, admission conditional offer status codes
cannot be deleted. Selecting the Closed check box prevents further use.
■ Once codes are used in Oracle Student System, only minor description
modifications should be made to the codes.
To enter the institution-defined codes for the status of an admission conditional
offer status code, perform the following steps.
1. In Oracle Student System, navigate to the Admission Conditional Offer Status
window as follows:
Admission - Define Application Codes - Conditional Offer Statuses
2. Enter data in appropriate fields.
3. Map each code to a system admission conditional offer status.
Note: Institution-defined codes should be mapped to system codes in a
one-to-one relationship. System codes should be used for institution-defined
codes wherever feasible.
At least one institution-defined value must be mapped to each system-defined
value.
4. If more than one institution-defined status maps to a single system status,
define one as the system default.
Note: When Oracle Student System automatically applies a particular
institution-defined status to an admission application, the default is the one
Oracle Student System applies.
A status cannot be closed if it is the default.
Each institution-defined admission conditional offer status with the default
indicator set must be mapped to a system admission conditional offer status.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Admission Conditional Offer Status Procedure 121-3

Admission Conditional Offer Status Window

Admission Conditional Offer Status Window

Figure 121–1 Admission Conditional Offer Status Window

121-4 Oracle Student System User’s Guide

 122
Admission Offer Response Status
Procedure

This chapter describes how to enter admission offer response statuses. The
following sections are in this chapter:
■ Definition
■ Overview
■ Entering Admission Offer Response Status Procedure
■ Admission Offer Response Status Window

Admission Offer Response Status Procedure 122-1

Definition

Definition
The admission offer response status procedure creates institution-defined admission
offer response status codes.

Overview
Admission offer response status codes indicate the applicant’s response to an offer.
Status codes include Accepted, Deferral, and Rejected.

122-2 Oracle Student System User’s Guide

 Entering Admission Offer Response Status Procedure

Entering Admission Offer Response Status Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, admission offer response status codes
cannot be deleted. Selecting the Closed check box prevents further use.
■ Once codes are used in Oracle Student System, only minor modifications
should be made to the codes.
To enter the institution-defined codes for an admission offer response status code,
perform the following steps.
1. In Oracle Student System, navigate to the Admission Offer Response Status
window as follows:
Admission - Define Application Codes - Offer Response Statuses
2. Enter data in appropriate fields.
3. Map each code to a system admission offer response status code.
Note: Institution-defined codes should be mapped to system codes in a
one-to-one relationship. System codes should be used for institution-defined
codes wherever feasible.
At least one institution-defined value must be mapped to each system-defined
value.
4. If more than one institution-defined status maps to a single system status,
define one as the system default.
Note: When Oracle Student System automatically applies a particular
institution-defined status to an admission offer response, the default is the one
Oracle Student System applies.
A status cannot be closed if it is the default.
One institution-defined admission entry qualification status with the default
indicator set must be mapped to each different system admission entry
qualification status.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Admission Offer Response Status Procedure 122-3

Admission Offer Response Status Window

Admission Offer Response Status Window

Figure 122–1 Admission Offer Response Status Window

122-4 Oracle Student System User’s Guide

 123
Admission Offer Deferment Status
Procedure

This chapter describes how to enter admission offer deferment statuses. The
following sections are in this chapter:
■ Definition
■ Overview
■ Entering Admission Offer Deferment Status Procedure
■ Admission Offer Deferment Status Window

Admission Offer Deferment Status Procedure 123-1

Definition

Definition
The admission offer deferment status procedure creates institution-defined
admission offer deferment status codes.

Overview
Admission offer deferment status codes indicate the status of a request for a
deferral. Codes include Approved, Rejected, and Withdrawn.

123-2 Oracle Student System User’s Guide

 Entering Admission Offer Deferment Status Procedure

Entering Admission Offer Deferment Status Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, admission offer deferment status codes
cannot be deleted. Selecting the Closed check box prevents further use.
■ Once codes are used in Oracle Student System, only minor description
modifications should be made to the codes.
To enter the institution-defined codes for the status of an admission offer deferment
status code, perform the following steps.
1. In Oracle Student System, navigate to the Admission Offer Deferment Status
window as follows:
Admission - Define Application Codes - Offer Deferment Statuses
2. Enter data in appropriate fields.
3. Map each code to a system admission offer deferment status.
Note: Institution-defined codes should be mapped to system codes in a
one-to-one relationship. System codes should be used for institution-defined
codes wherever feasible.
At least one institution-defined value must be mapped to each system-defined
value.
4. If more than one institution-defined status maps to a single system status,
define one as the system default.
Note: When Oracle Student System automatically applies a particular
institution-defined status to an admission deferment application, the default is
the one Oracle Student System applies.
A status cannot be closed if it is the default.
Each institution-defined admission offer deferment status with the default
indicator set must be mapped to a system admission offer deferment status.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Admission Offer Deferment Status Procedure 123-3

Admission Offer Deferment Status Window

Admission Offer Deferment Status Window

Figure 123–1 Admission Offer Deferment Status Window

123-4 Oracle Student System User’s Guide

 124
Tertiary Level of Qualification Procedure

This chapter describes how to enter tertiary level of qualification codes. The
following sections are in this chapter:
■ Definition
■ Overview
■ Entering Tertiary Level of Qualification Procedure
■ Tertiary Level of Qualification Window

Tertiary Level of Qualification Procedure 124-1

Definition

Definition
The tertiary level of qualification procedure creates institution-defined codes to
describe an applicant’s level of tertiary qualification.

Overview
These codes indicate the level of qualification attributed to an applicant’s previous
tertiary education.

124-2 Oracle Student System User’s Guide

 Entering Tertiary Level of Qualification Procedure

Entering Tertiary Level of Qualification Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, tertiary level of qualification codes cannot
be deleted. Selecting the Closed check box prevents further use.
■ Once codes are used in Oracle Student System, only minor description
modifications should be made to the codes.
To enter the institution-defined codes for the status of a tertiary level of qualification
code, perform the following steps.
1. In Oracle Student System, navigate to the Tertiary Level of Qualification
window as follows:
Admission - Define Application Codes - Tertiary Level Qualification
2. Enter data in appropriate fields.
3. Optionally, map each code to a government level of qualification code, which is
maintained in the Government Level of Completion window.
Mapping the tertiary level of qualification code to a government level of
qualification code enables data supplied by government to be converted into
institution-defined values to enter against an applicant.
4. Map institution-defined codes to system codes in a one-to-one relationship. If
possible, use government codes for the institution-defined codes.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Tertiary Level of Qualification Procedure 124-3

Tertiary Level of Qualification Window

Tertiary Level of Qualification Window

Figure 124–1 Tertiary Level of Qualification Window

124-4 Oracle Student System User’s Guide

 125
Tertiary Level of Completion Procedure

This chapter describes how to enter tertiary level of completion codes. The
following sections are in this chapter:
■ Definition
■ Overview
■ Entering Tertiary Level of Completion Procedure
■ Tertiary Level of Completion Window

Tertiary Level of Completion Procedure 125-1

Definition

Definition
The tertiary level of completion procedure creates institution-defined codes to
describe an applicant’s tertiary level of completion.

Overview
These codes are institution-defined tertiary level of completion codes. The codes
indicate the previous tertiary level of completion identified by the applicant. Codes
include the following:
■ Attempted, to indicate the tertiary education was begun but not completed
■ Discontin, to indicate the tertiary education was discontinued
■ Will-Compl to indicate the tertiary education will be completed after admission

125-2 Oracle Student System User’s Guide

 Entering Tertiary Level of Completion Procedure

Entering Tertiary Level of Completion Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, tertiary level of completion codes cannot
be deleted. Selecting the Closed check box prevents further use.
■ Once codes are used in Oracle Student System, only minor description
modifications should be made to the codes.
To enter the institution-defined codes for the status of an tertiary level of
completion code, perform the following steps.
1. In Admissions, navigate to the Tertiary Level of Completion window as follows:
Admission - Define Application Codes - Tertiary Level Completion
2. Enter data in appropriate fields.
3. Optionally, map each code to a government level of completion code, which is
maintained in the Government Level of Completion window.
Mapping the tertiary level of completion code to a government level of
completion code enables data supplied by the government to be converted into
institution-defined values to record against an applicant.
4. Map institution-defined codes to system codes in a one-to-one relationship. If
possible, use government codes for the institution-defined codes.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Tertiary Level of Completion Procedure 125-3

Tertiary Level of Completion Window

Tertiary Level of Completion Window

Figure 125–1 Tertiary Level of Completion Window

125-4 Oracle Student System User’s Guide

 126
Admission Test Types Procedure

This chapter describes how to create admission test types and admission test
segments. The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Test Types Procedure
■ Creating Test Segments Procedure
■ Admission Test Types Window

Admission Test Types Procedure 126-1

Definition

Definition
The admission test types procedure creates admission test types and admission test
segments.

Overview
Data entered in this window is used in the Admission Test Results window.

126-2 Oracle Student System User’s Guide

 Creating Test Types Procedure

Creating Test Types Procedure

To create test types, perform the following steps.
1. In Oracle Student System, navigate to the Admission Test Types window as
follows:
Admission - Define Application Codes - Admission Test Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once used in the system, only the description can be modified.
■ Once used in the system, admission test types cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Optionally, click Test Segments and enter data in appropriate fields.
For information on creating test segments, see Creating Test Segments
Procedure in this chapter.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Admission Test Types Procedure 126-3

Creating Test Segments Procedure

Creating Test Segments Procedure

To create test segments, perform the following steps.
1. In Oracle Student System, navigate to the Admission Test Types window as
follows:
Admission - Define Application Codes - Admission Test Types
The Admission Test Types window appears.
2. Query the appropriate record.
3. Click Test Segments.
The Test Segments window appears.
4. Enter data in appropriate fields.
The following information applies to this step:
■ Once used in the system, only the description can be modified.
■ Once used in the system, admission test segments cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
5. In the Scores tab, in the Min and Max Score fields, enter the minimum and
maximum values in the score range for a particular test segment. These values
are used to validate scores entered in the Admission Test Results window.
6. Check the following check boxes to enable these field in the Admission Test
Results window:
■ Composite Score
■ Score
■ Percentile
■ Irregularity Code
■ Percentile Rank
■ National Percentile
■ State Percentile
■ Upper Score Band
■ Lower Score Band
7. Save or save and continue as follows:

126-4 Oracle Student System User’s Guide

 Creating Test Segments Procedure

File - Save or Save and Proceed

8. Close the window.

Admission Test Types Procedure 126-5

Admission Test Types Window

Admission Test Types Window

Figure 126–1 Admission Test Types Window

126-6 Oracle Student System User’s Guide

 127
Rating Scales Procedure

This chapter describes how to set up rating scales. The following sections are in this
chapter:
■ Definition
■ Overview
■ Setting Up Rating Scales Procedure
■ Rating Scales Window

Rating Scales Procedure 127-1

Definition

Definition
The rating scales procedure sets up rating scales. Rating scales and their values are
defined.

Overview
Rating scales allow evaluators of admission applications to record their assessments
of these applications.
Rating scales are accessed from the Direct Admissions Program window by clicking
Ratings.

127-2 Oracle Student System User’s Guide

 Setting Up Rating Scales Procedure

Setting Up Rating Scales Procedure

To set up a rating scale, perform the following steps.
1. In Oracle Student System, navigate to the Rating Scales window as follows:
Admission - Define Application Codes - Rating Scales
2. Enter data in appropriate fields.
The following information applies to this step:
■ To prevent further use of a record, the Closed check box must be selected.
3. Optionally, select the Default check box to make the rating scale the default
rating scale.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Rating Scales Procedure 127-3

Rating Scales Window

Rating Scales Window

Figure 127–1 Rating Scales Window

127-4 Oracle Student System User’s Guide

 128
Unit Placement Procedure

This chapter describes how to create unit placement recommendations for an

applicant based on admission test results. The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Unit Placement Recommendations Based on Test Type Procedure
■ Creating Unit Placement Recommendations Based on Test Segment Procedure
■ Unit Placement Window

Unit Placement Procedure 128-1

Definition

Definition
The unit placement procedure creates unit placements that an institution
recommends based on an applicant’s admission test results. Unit placement
recommendations can be based on admission test types or segments.

Overview
Data entered in this window is used in the View Unit Placement Details window.

128-2 Oracle Student System User’s Guide

 Creating Unit Placement Recommendations Based on Test Type Procedure

Creating Unit Placement Recommendations Based on Test Type

Procedure
To create unit placement recommendations based on test type, perform the
following steps.
1. In Oracle Student System, navigate to the Unit Placement window as follows:
Admission - Define Application Codes - Unit Placement Details
2. In the Unit Placement Level region, select the Test Types radio button.
3. Enter data in appropriate fields.
The following information applies to this step:
■ Once used in the system, only the description can be modified.
■ Once used in the system, test types and unit placements cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
4. In the Maximum and Minimum Composite Score fields, enter maximum and
minimum composite score values. These values are used to denote a range that
determines placement in a unit or units.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Unit Placement Procedure 128-3

Creating Unit Placement Recommendations Based on Test Segment Procedure

Creating Unit Placement Recommendations Based on Test Segment

Procedure
To create unit placement recommendations based on test segment, perform the
following steps.
1. In Oracle Student System, navigate to the Unit Placement window as follows:
Admission - Define Application Codes - Unit Placement Details
2. In the Unit Placement Level region, select the Test Segments radio button.
3. Enter data in appropriate fields.
The following information applies to this step:
■ Once used in the system, only the description can be modified.
■ Once used in the system, test types and unit placements cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
4. In the Maximum and Minimum Composite Score fields, enter maximum and
minimum composite score values. These values are used to denote a range that
determines placement in a unit or units.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

128-4 Oracle Student System User’s Guide

 Unit Placement Window

Unit Placement Window

Figure 128–1 Unit Placement Window

Unit Placement Procedure 128-5

Unit Placement Window

128-6 Oracle Student System User’s Guide

 129
Credential Types Procedure

This chapter describes how to set up credential types. The following sections are in
this chapter:
■ Definition
■ Overview
■ Setting Up Credential Types Procedure
■ Credential Types Window

Credential Types Procedure 129-1

Definition

Definition
The credential types procedure sets up credential types by mapping user-defined
credential types to system-defined types.

Overview
Many institutions require applicants to submit their credentials, including
transcripts, portfolios, and letters of recommendation, before considering them for
acceptance in a program.

129-2 Oracle Student System User’s Guide

 Setting Up Credential Types Procedure

Setting Up Credential Types Procedure

To set up credential types, perform the following steps.
1. In Oracle Student System, navigate to the Credential Types window as follows:
Admission - Define Application Codes - Credential Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ After a credential type is set up, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Credential Types Procedure 129-3

Credential Types Window

Credential Types Window

Figure 129–1 Credential Types Window

129-4 Oracle Student System User’s Guide

 130
Note Types Procedure

This chapter describes how to set up note types. The following sections are in this
chapter:
■ Definition
■ Overview
■ Setting Up Note Types Procedure
■ Admission Application Note Types Window

Note Types Procedure 130-1

Definition

Definition
The note types procedure sets up note types in the system.

Overview
Notes related to program application instances can be entered in the system.
Assigning types to notes allows notes of the same type to be produced in a report
and queried.

130-2 Oracle Student System User’s Guide

 Setting Up Note Types Procedure

Setting Up Note Types Procedure

To set up note types, perform the following steps.
1. In Admissions, navigate to the Admission Application Note Types window as
follows:
Admission - Define Application Codes - Application Note Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ After a note type is set up, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Note Types Procedure 130-3

Admission Application Note Types Window

Admission Application Note Types Window

Figure 130–1 Admission Application Note Types Window

130-4 Oracle Student System User’s Guide

 131
Grade Conversion Procedure

This chapter describes how to enter the equivalent grades between two grading
scale types. The following sections are in this chapter:
■ Definition
■ Overview
■ Entering Equivalent Grades Procedure
■ Grade Conversion Window

Grade Conversion Procedure 131-1

Definition

Definition
The grade conversion procedure enters the equivalent grades between two grading
scale types.

Overview
The Grade Conversion window converts an applicant’s grade or grade point
average (GPA) from another institution to the grading scale in use at the admitting
institution.
In the Academic History Details window, when Transcript Details is clicked, the
Transcript Details window appears. In the Entered Grade Point Average field, users
enter the applicant’s grade point average, and in the Entered Scale Type field, users
select the grading scale type from the list of values. In the Converted Grade Point
Average field the converted grade point average appears, and in the Converted
Scale Type field, the grading scale type of the converted grade point average
appears.
The Grade Conversion window supports the grade conversion functionality that
occurs in this other window.

131-2 Oracle Student System User’s Guide

 Entering Equivalent Grades Procedure

Entering Equivalent Grades Procedure

To enter an equivalent grade, perform the following steps.
1. In Oracle Student System, navigate to the Grade Conversion window as
follows:
Admission - Define Application Codes - Grade Conversion Details
2. Enter data in appropriate fields.
3. In the From Grade field, select the grade scale to be converted from the list of
values.
4. In the To Grade field, select the new grade scale from the list of values.
5. In the Grade Point Average From field, enter a grade from the grade scale to be
converted.
6. In the Grade Point Average To field, enter the grade from the new grade scale
that is equivalent to the grade from the grade scale to be converted.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Grade Conversion Procedure 131-3

Grade Conversion Window

Grade Conversion Window

Figure 131–1 Grade Conversion Window

131-4 Oracle Student System User’s Guide

 132
Admission Reference Data Setup Procedure

This chapter describes how to set up admission reference data. The following
sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Admission Reference Data Procedure
■ Activities Window
■ Athletics Window
■ Interests Window
■ Credential Ratings Window
■ Transcript Information Window
■ Applicant Goals Window
■ Application Fee Information Window
■ Application Detail Codes Window
■ Test Result Information Window
■ Recruitment Information Window

Admission Reference Data Setup Procedure 132-1

Definition

Definition
The admission reference data setup procedure sets up selected reference data used
in the Admissions subsystem when entering applications.

Overview
The following admission reference data is set up:
■ activities
■ athletics
■ interests
■ credential ratings
■ transcript information
■ applicant goals
■ application fee information
■ application detail codes
■ test result information
■ recruitment information
Only one of these admission reference data categories can be set up at a time. To set
up admission reference data for another category, the open admission reference
data setup window must be closed, and the user must return to the navigation
menu.

132-2 Oracle Student System User’s Guide

 Setting Up Admission Reference Data Procedure

Setting Up Admission Reference Data Procedure

The Admission Data Setup procedure includes the following parts:
■ Setting Up Activities Reference Data
■ Setting Up Athletics Reference Data
■ Setting Up Interests Reference Data
■ Setting Up Credential Ratings Reference Data
■ Setting Up Transcript Information Reference Data
■ Setting Up Applicant Goals Reference Data
■ Setting Up Application Fee Information Reference Data
■ Setting Up Application Detail Codes Reference Data
■ Setting Up Test Result Information Reference Data
■ Setting Up Recruitment Information Reference Data

Setting Up Activities Reference Data

To set up activities reference data, perform the following steps.
1. In Oracle Student System, navigate to the Activities window as follows:
Admission - Define Application Codes - Activities
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once created, codes cannot be deleted
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select Extracurricular Activities from the list of values.
4. In the Code Name field, enter an extracurricular activity code.
5. In the Description field, enter a description of the extracurricular activity code.
6. In the Class field, select College Activities from the list of values.
7. In the Code Name field, enter a college activity code.
8. In the Description field, enter a description of the college activity code.
9. Save or save and continue as follows:

Admission Reference Data Setup Procedure 132-3

Setting Up Admission Reference Data Procedure

File - Save or Save and Proceed

10. Close the window.

Setting Up Athletics Reference Data

To set up athletics reference data, perform the following steps.
1. In Oracle Student System, navigate to the Athletics window as follows:
Admission - Define Application Codes - Athletics
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once created, codes cannot be deleted
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select Athletic Sports Type from the list of values.
4. In the Code Name field, enter an athletic sports type code.
5. In the Description field, enter a description of the athletic sports type code.
6. In the Class field, select Athletic Eligibility Status from the list of values.
7. In the Code Name field, enter an athletic eligibility status code.
8. In the Description field, enter a description of the athletic eligibility status code.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Setting Up Interests Reference Data

To set up interests reference data, perform the following steps.
1. In Oracle Student System, navigate to the Interests window as follows:
Admission - Define Application Codes - Interests
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once created, codes cannot be deleted

132-4 Oracle Student System User’s Guide

 Setting Up Admission Reference Data Procedure

■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select Special Interests from the list of values.
4. In the Code Name field, enter a special interest code.
5. In the Description field, enter a description of the special interest code.
6. In the Class field, select Special Talents from the list of values.
7. In the Code Name field, enter a special talent code.
8. In the Description field, enter a description of the special talent code.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Setting Up Credential Ratings Reference Data

To set up credential ratings reference data, perform the following steps.
1. In Oracle Student System, navigate to the Credential Ratings window as
follows:
Admission - Define Application Codes - Credential Ratings
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once created, codes cannot be deleted
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select Credentials Rating from the list of values.
4. In the Code Name field, enter a credential rating code.
5. In the Description field, enter a description of the credential rating code.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Setting Up Transcript Information Reference Data

To set up transcript information reference data, perform the following steps.

Admission Reference Data Setup Procedure 132-5

Setting Up Admission Reference Data Procedure

1. In Oracle Student System, navigate to the Transcript Information window as

follows:
Admission - Define Application Codes - Transcript Information
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once created, codes cannot be deleted
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select Transcript Status from the list of values.
4. In the Code Name field, enter a transcript status code.
5. In the Description field, enter a description of the transcript status code.
6. In the Class field, select Unit Difficulty from the list of values.
7. In the Code Name field, enter a unit difficulty code.
8. In the Description field, enter a description of the unit difficulty code.
9. In the Class field, select Unit Grades from the list of values.
10. In the Code Name field, enter a unit grade code.

11. In the Description field, enter a description of the unit grade code.

12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Close the window.

Setting Up Applicant Goals Reference Data

To set up applicant goals reference data, perform the following steps.
1. In Oracle Student System, navigate to the Applicant Goals window as follows:
Admission - Define Application Codes - Applicant Goals
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once created, codes cannot be deleted
■ To prevent further use of a record, the Closed check box must be selected.

132-6 Oracle Student System User’s Guide

 Setting Up Admission Reference Data Procedure

3. In the Class field, select Intent Types from the list of values.
4. In the Code Name field, enter an intent type code.
5. In the Description field, enter a description of the intent type code.
6. In the Class field, select Education Goals from the list of values.
7. In the Code Name field, enter an education goals code.
8. In the Description field, enter a description of the education goals code.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Setting Up Application Fee Information Reference Data

To set up application fee information reference data, perform the following steps.
1. In Oracle Student System, navigate to the Application Fee Information window
as follows:
Admission - Define Application Codes - Application Fee Information
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once created, codes cannot be deleted
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select Fee Types from the list of values.
4. In the Code Name field, enter a fee type code.
5. In the Description field, enter a description of the fee type code.
6. In the Class field, select Fee Status from the list of values.
7. In the Code Name field, enter a fee status code.
8. In the Description field, enter a description of the fee status code.
9. In the Class field, select Fee Payment Methods from the list of values.
10. In the Code Name field, enter a fee payment method code.

11. In the Description field, enter a description of the fee payment method code.

Admission Reference Data Setup Procedure 132-7

Setting Up Admission Reference Data Procedure

12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Close the window.

Setting Up Application Detail Codes Reference Data

To set up application detail reference data, perform the following steps.
1. In Oracle Student System, navigate to the Application Detail Codes window as
follows:
Admission - Define Application Codes - Application Detail Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once created, codes cannot be deleted
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select Application Source from the list of values.
4. In the Code Name field, enter an application source code.
5. In the Description field, enter a description of the application source code.
6. In the Class field, select Level of Qualification from the list of values.
7. In the Code Name field, enter a level of qualification code.
8. In the Description field, enter a description of the level of qualification code.
9. In the Class field, select Pending Reason from the list of values.
10. In the Code Name field, enter a pending reason code.

11. In the Description field, enter a description of the pending reason code.

12. In the Class field, select Decision Reason from the list of values.

13. In the Code Name field, enter a decision reason code.

14. In the Description field, enter a description of the decision reason code.

15. In the Class field, select Special Admission Category from the list of values.

16. In the Code Name field, enter a special admission category code.

17. In the Description field, enter a description of the special admission category
code.

132-8 Oracle Student System User’s Guide

 Setting Up Admission Reference Data Procedure

18. In the Class field, select Rating Type from the list of values.

19. In the Code Name field, enter a rating type code.

20. In the Description field, enter a description of the rating type code.

21. Save or save and continue as follows:

File - Save or Save and Proceed

22. Close the window.

Setting Up Test Result Information Reference Data

To set up test result information reference data, perform the following steps.
1. In Oracle Student System, navigate to the Test Result Information window as
follows:
Admission - Define Application Codes - Test Result Information
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once created, codes cannot be deleted
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select Education Level from the list of values.
4. In the Code Name field, enter an education level code.
5. In the Description field, enter a description of the education level code.
6. In the Class field, select Test Results Grade from the list of values.
7. In the Code Name field, enter an test results grade code.
8. In the Description field, enter a description of the test results grade code.
9. In the Class field, select Irregularity Code from the list of values.
10. In the Code Name field, enter an irregularity code.

11. In the Description field, enter a description of the irregularity code.

12. In the Class field, select Test Scores Source from the list of values.

13. In the Code Name field, enter a test scores source code.

14. In the Description field, enter a description of the test scores source code.

Admission Reference Data Setup Procedure 132-9

Setting Up Admission Reference Data Procedure

15. Save or save and continue as follows:

File - Save or Save and Proceed

16. Close the window.

Setting Up Recruitment Information Reference Data

To set up recruitment information reference data, perform the following steps.
1. In Oracle Student System, navigate to the Recruitment Information window as
follows:
Admission - Define Application Codes - Recruitment Information
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once created, codes cannot be deleted
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select Size of Institution from the list of values.
4. In the Code Name field, enter a size of institution code.
5. In the Description field, enter a description of the size of institution code.
6. In the Class field, select Recruit Program Interest from the list of values.
7. In the Code Name field, enter a recruit program interest code.
8. In the Description field, enter a description of the recruit program interest code.
9. In the Class field, select Prospect Special Interest from the list of values.
10. In the Code Name field, enter a prospect special interest code.

11. In the Description field, enter a description of the prospect special interest code.

12. In the Class field, select Institution Control from the list of values.

13. In the Code Name field, enter an institution control code.

14. In the Description field, enter a description of the institution control code.

15. In the Class field, select Institution Setting from the list of values.

16. In the Code Name field, enter an institution setting code.

17. In the Description field, enter a description of the institution setting code.

132-10 Oracle Student System User’s Guide

 Setting Up Admission Reference Data Procedure

18. In the Class field, select Location of the Institution from the list of values.

19. In the Code Name field, enter a location of the institution code.

20. In the Description field, enter a description of the location of the institution
code.
21. In the Class field, select Special Services from the list of values.

22. In the Code Name field, enter an special services code.

23. In the Description field, enter a description of the special services code.

24. In the Class field, select Employment from the list of values.

25. In the Code Name field, enter an employment code.

26. In the Description field, enter a description of the employment code.

27. In the Class field, select Housing from the list of values.

28. In the Code Name field, enter a housing code.

29. In the Description field, enter a description of the housing code.

30. In the Class field, select Degree Awarded from the list of values.

31. In the Code Name field, enter a degree awarded code.

32. In the Description field, enter a description of the degree awarded code.

33. In the Class field, select Unit Sets from the list of values.

34. In the Code Name field, enter a unit set code.

35. In the Description field, enter a description of the unit set code.

36. In the Class field, select Certainty of Choice from the list of values.

37. In the Code Name field, enter a certainty of choice code.

38. In the Description field, enter a description of the certainty of choice code.

39. In the Class field, select Previous Subject of Study from the list of values.

40. In the Code Name field, enter a previous subject of study code.

41. In the Description field, enter a description of the previous subject of study
code.
42. In the Class field, select Test Exemption from the list of values.

43. In the Code Name field, enter a test exemption code.

Admission Reference Data Setup Procedure 132-11

Setting Up Admission Reference Data Procedure

44. In the Description field, enter a description of the test exemption code.

45. Save or save and continue as follows:

File - Save or Save and Proceed

46. Close the window.

132-12 Oracle Student System User’s Guide

 Activities Window

Activities Window
Figure 132–1 Activities Window

Admission Reference Data Setup Procedure 132-13

Athletics Window

Athletics Window
Figure 132–2 Athletics Window

132-14 Oracle Student System User’s Guide

 Interests Window

Interests Window
Figure 132–3 Interests Window

Admission Reference Data Setup Procedure 132-15

Credential Ratings Window

Credential Ratings Window

Figure 132–4 Credential Ratings Window

132-16 Oracle Student System User’s Guide

 Transcript Information Window

Transcript Information Window

Figure 132–5 Transcript Information Window

Admission Reference Data Setup Procedure 132-17

Applicant Goals Window

Applicant Goals Window

Figure 132–6 Applicant Goals Window

132-18 Oracle Student System User’s Guide

 Application Fee Information Window

Application Fee Information Window

Figure 132–7 Application Fee Information Window

Admission Reference Data Setup Procedure 132-19

Application Detail Codes Window

Application Detail Codes Window

Figure 132–8 Application Detail Codes Window

132-20 Oracle Student System User’s Guide

 Test Result Information Window

Test Result Information Window

Figure 132–9 Test Result Information Window

Admission Reference Data Setup Procedure 132-21

Recruitment Information Window

Recruitment Information Window

Figure 132–10 Recruitment Information Window

132-22 Oracle Student System User’s Guide

 133
Self Service Admission Application Setup
Procedure

This chapter describes how to set up self service admission applications. The
following sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Self Service Admission Applications Procedure
■ Self Service Admission Application Setup Window

Self Service Admission Application Setup Procedure 133-1

Definition

Definition
The self service admission application setup procedure sets up self service
admission applications.

Overview
The Self Service Admission Application Setup window allows the user to define the
alias type, person ID type, address types, note types, and activities used in the self
service admission applications windows.

133-2 Oracle Student System User’s Guide

 Setting Up Self Service Admission Applications Procedure

Setting Up Self Service Admission Applications Procedure

To set up a self service admission application, perform the following steps.
1. In Oracle Student System, navigate to the Self Service Admission Application
Setup window as follows:
Admission - Define Application Codes - Self Service Admission Application
Setup
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Self Service Admission Application Setup Procedure 133-3

Self Service Admission Application Setup Window

Self Service Admission Application Setup Window

Figure 133–1 Self Service Admission Application Setup Window

133-4 Oracle Student System User’s Guide

 134
Source Categories Procedure

This chapter describes how to set up source categories for a user-defined source.
The following sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Source Categories for Data Import Procedure
■ Setting Up Source Categories for Building Self Service Application Types
Procedure
■ Source Categories Window

Source Categories Procedure 134-1

Definition

Definition
Source categories are logical groups of attributes used to define the rules involved
when importing prospect or admission records from an outside source. They are
also used to build self service application types and to declare elements as
mandatory.

Overview
Institutions may want to control how admission data for existing applicants is
imported into Oracle Student System. For example, some sources of data may be
very accurate and the institution can decide to always overwrite any existing values
in the system. The Source Categories window allows users to declare these type of
rules for groups of attributes called source categories.
Self service application types are user-defined applications for admission.
Prospective students use the self service component of Oracle Student System to
submit applications automatically to the institution.
Using this procedure, the categories and the elements within those categories to be
included in the application type are marked. In addition, if certain categories or
attributes are mandatory for an application type to be complete, this window is
used.

134-2 Oracle Student System User’s Guide

 Setting Up Source Categories for Data Import Procedure

Setting Up Source Categories for Data Import Procedure

To set up source categories for data import, perform the following steps.
1. In Oracle Student System, navigate to the Source Categories window as follows:
Admission - Define Import Process - Source Categories
The Source Categories window appears.
2. Query the appropriate record.
3. Enter data in appropriate fields.
4. In the Source Categories region, select the Include check box to include the
category name in the group.
5. In the Discrepancy Rule field, select a rule from the list of values.
Note: When the Include check box is selected, a discrepancy rule must be
selected.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Source Categories Procedure 134-3

Setting Up Source Categories for Building Self Service Application Types Procedure

Setting Up Source Categories for Building Self Service Application

Types Procedure
To set up source categories for building self service application types, perform the
following steps.
1. In Oracle Student System, navigate to the Source Categories window as follows:
Admission - Define Import Process - Source Categories
2. Query a source type that has a system source type value of SS_ADM_APPL.
3. Enter data in appropriate fields.
4. In the Source Categories region, select the Include check box to include the
category name in the group.
5. Select the Mandatory For Self Service check box if the category is required for a
complete application in self service.
6. In the Discrepancy Rule field, select a rule from the list of values.
Note: When the Include check box is selected, a discrepancy rule must be
selected.
7. Click Attributes.
The Attributes window appears.
8. In the Attributes region, select the Include check box to include the attribute
name in the category.
9. Select the Mandatory check box if the category is required for self service.
Note: For records in the Attributes region, the Include check box can be
deselected only if the Mandatory check box is deselected. This ensures that
attributes marked as mandatory are always displayed in the self service
window.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

134-4 Oracle Student System User’s Guide

 Source Categories Window

Source Categories Window

Figure 134–1 Source Categories Window

Source Categories Procedure 134-5

Source Categories Window

134-6 Oracle Student System User’s Guide

 135
Secondary Education Schools Procedure

This chapter describes how to enter secondary schools school codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Secondary Education Schools Procedure
■ Secondary Education Schools Window

Secondary Education Schools Procedure 135-1

Definition

Definition
The secondary education schools procedure creates government-defined secondary
education school codes.

Overview
These codes are government secondary school codes as listed in the relevant
government manual or handbook. The codes indicate the school at which the final
year of secondary education occurred.

135-2 Oracle Student System User’s Guide

 Entering Secondary Education Schools Procedure

Entering Secondary Education Schools Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, secondary education school codes cannot
be deleted. Selecting the Closed check box prevents further use.
■ Once codes are used in Oracle Student System, only minor modifications
should be made to the codes.
To enter the institution-defined codes for a secondary education school code,
perform the following steps.
1. In Oracle Student System, navigate to the Secondary Education Schools
window as follows:
Admission - Define Secondary School Codes - Secondary Schools
2. Enter data in appropriate fields.
3. Map each code to a system-defined school type.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Secondary Education Schools Procedure 135-3

Secondary Education Schools Window

Secondary Education Schools Window

Figure 135–1 Secondary Education Schools Window

135-4 Oracle Student System User’s Guide

 136
Secondary Education Assessment Types
Procedure

This chapter describes how to enter secondary education assessment types. The
following sections are in this chapter:
■ Definition
■ Overview
■ Entering Secondary Education Assessment Types Procedure
■ Secondary Education Assessment Types Window

Secondary Education Assessment Types Procedure 136-1

Definition

Definition
The secondary education assessment types procedure enters institution-defined
local secondary education assessment type codes.

Overview
Use this window to create and maintain the institution-defined local secondary
education assessment type codes.
These codes are used in the Secondary Education window to indicate the type of
assessment applicable to the applicant’s completion of secondary school studies.
Optionally, specify the state or territory in which this assessment type applies.
Specifying a state means that particular secondary education assessment type can
be entered for an applicant only when the state entered in the Secondary Education
window matches. Leaving the State field blank means that the secondary education
assessment type can be entered for an applicant regardless of the state entered in
the Secondary Education window.
Each code can optionally be mapped to a government secondary education
assessment type. This permits data supplied by government to be converted into
institution-defined values for entering against an applicant.
It is recommended that if the government supplies this information the mapping of
institution codes to government codes be a one-to-one relationship. It is also
recommended that wherever practicable government codes should also be used for
the institution-defined codes.
Certain secondary education scores as entered in the Secondary Education window
can be reported to the government agencies. Select the Government Reported check
box for the assessment type if its scores are reportable. This indicates that related
scores should be included in government statistical reporting. It also activates the
Government Score Mapping button, which displays the Assessment Type
Government Score Mapping window.

136-2 Oracle Student System User’s Guide

 Entering Secondary Education Assessment Types Procedure

Entering Secondary Education Assessment Types Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, secondary education assessment type
codes cannot be deleted. Select the Closed check box to prevent further use.
■ Once used in Oracle Student System, only minor description modifications
should be carried out.
To enter secondary education assessment types, perform the following steps.
1. In Oracle Student System, navigate to the Secondary Education Assessment
Types window as follows:
Admission - Define Secondary School Codes - Assessment Types
2. Enter data in appropriate fields.
3. Enter the assessment type in the Assessment Type field.
4. Enter a description in the Description field.
5. Select a state from the drop-down list in the State field.
6. Enter an assessment type in the Government Secondary Education Assessment
Type field, or select one from the list of values.
7. Optionally, select the Government Reported check box.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Secondary Education Assessment Types Procedure 136-3

Secondary Education Assessment Types Window

Secondary Education Assessment Types Window

Figure 136–1 Secondary Education Assessment Types Window

136-4 Oracle Student System User’s Guide

 137
Assessment Type Government Score
Mapping Procedure

This chapter describes how to map assessment type government scores. The
following sections are in this chapter:
■ Definition
■ Overview
■ Mapping Assessment Type Government Scores Procedure
■ Assessment Type Government Score Mapping Window

Assessment Type Government Score Mapping Procedure 137-1

Definition

Definition
The assessment type government score mapping procedure maps local tertiary
entrance scores to common index tertiary entrance scores.

Overview
If a government agency requires institutions to report the tertiary entrance scores of
new students who have completed year 12 within the country in the prior year,
institutions are able to enter details of prior secondary education qualifications of
students using the Secondary Education window. These details include the tertiary
entrance score and assessment type of the qualification. To enable the reporting of a
tertiary entrance score to a government agency, the assessment type must be
flagged as government reported in the Secondary Education Assessment Types
window. The score reported must be from the government agency’s common
tertiary index entrance scores. Institutions using other types of tertiary entrance
scores must map these to the common index scores.
The process that extracts the tertiary entrance scores of students for government
reporting purposes checks that the score belongs to a government-reported
assessment type. If so, it checks if the assessment type score is mapped to an
assessment type government score or common index score. If a mapping exists, the
common index score is reported. If no mapping exists, the secondary education
score entered for the student in the Secondary Education window is reported.
The Assessment Type Government Score Mapping window is used to map
secondary education scores for secondary education assessment types that do not
correlate with the government agency’s common index schema to scores from that
schema.
This mapping should be performed for all scores within a secondary education
assessment type and must be repeated for each year the scoring schema is used.

137-2 Oracle Student System User’s Guide

 Mapping Assessment Type Government Scores Procedure

Mapping Assessment Type Government Scores Procedure

The following information applies to this procedure:
■ A separate mapping must be entered for each institution score for each
obtained year.
To map an assessment type government score, perform the following steps.
1. In Oracle Student System, navigate to the Assessment Type Government Score
Mapping window as follows:
Admission - Define Secondary School Codes - Assessment Types
The Secondary Education Assessment Types window appears.
2. Query the appropriate record.
3. Click Government Score Mapping.
The Assessment Type Government Score Mapping window appears.
4. Select the assessment type for which scores are to be mapped in the Secondary
Education Assessment Types window, and click the Government Score
Mapping button.
5. Enter data in appropriate fields.
6. Enter the obtained year, the institution score, and the corresponding
government score, or common index score.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Repeat for all possible scores for that obtained year.
Note: This process must be repeated as necessary for future obtained years, for
example, before a new year’s admissions are entered.
9. Repeat for other assessment types that do not correlate with the government
agency’s common index schema.
10. Close the window.

Assessment Type Government Score Mapping Procedure 137-3

Assessment Type Government Score Mapping Window

Assessment Type Government Score Mapping Window

Figure 137–1 Assessment Type Government Score Mapping Window

137-4 Oracle Student System User’s Guide

 138
Overseas Secondary Education
Qualification Procedure

This chapter describes how to maintain international secondary education

qualification information. The following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Overseas Secondary Education Qualification Procedure
■ Overseas Secondary Education Qualification Window

Overseas Secondary Education Qualification Procedure 138-1

Definition

Definition
The international secondary education qualification procedure maintains
institution-defined international secondary education qualification codes.

Overview
The Overseas Secondary Education Qualification window is used to enter the
institution-defined international secondary education qualification codes.
These codes indicate the level of qualification attributed to an applicant’s
international secondary education.
Each code can be mapped to a country code.

138-2 Oracle Student System User’s Guide

 Maintaining Overseas Secondary Education Qualification Procedure

Maintaining Overseas Secondary Education Qualification Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, international secondary education
qualification codes cannot be deleted. Selecting the Closed check box prevents
further use.
■ Once used in Oracle Student System, only minor description modifications
should be carried out.
To maintain international secondary education qualification information, perform
the following steps.
1. In Oracle Student System, navigate to the Overseas Secondary Education
Qualification window as follows:
Admission - Define Secondary School Codes - Overseas Qualification
2. Enter data in appropriate fields.
3. Enter the qualification in the Overseas Secondary Education Qualification field.
4. Enter a description in the Description field.
5. Enter a code in the Country Code field, or select one from the list of values.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Overseas Secondary Education Qualification Procedure 138-3

Overseas Secondary Education Qualification Window

Overseas Secondary Education Qualification Window

Figure 138–1 Overseas Secondary Education Qualification Window

138-4 Oracle Student System User’s Guide

 139
Government Admission Codes Procedure

This chapter describes how to enter government admission codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Government Admission Codes Procedure
■ Government Admission Codes Window

Government Admission Codes Procedure 139-1

Definition

Definition
The government admission codes procedure creates government-defined admission
codes.

Overview
The data maintained in this window is optionally linked to user-defined admission
codes in the Government Admission Codes window.

139-2 Oracle Student System User’s Guide

 Entering Government Admission Codes Procedure

Entering Government Admission Codes Procedure

The following information applies to this procedure:
■ Once used in the system, government admission codes cannot be deleted.
Selecting the Closed check box prevents further use.
■ Once these codes are used in Oracle Student System, only minor description
modifications can be made.
To enter a government admission code, perform the following steps.
1. In Oracle Student System, navigate to the Government Admission Codes
window as follows:
Admission - Define Admission Center Codes - Government Admission
Codes
2. Click on the Admission Codes button to access the Admission Codes window
through the Government Admission Codes window and define institution
admission codes with government admission codes.
Note: If a government offer file is loaded into Oracle Student System,
government admission codes in the offer file are translated to the institution
admission codes.
3. Enter data in appropriate fields.
4. Map each government admission code to an institution admission code.
Note: Use government admission codes for institution-defined codes whenever
possible.
Note: A government code cannot be closed if an open institution-defined
admission code is mapped to it.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Admission Codes Procedure 139-3

Government Admission Codes Window

Government Admission Codes Window

Figure 139–1 Government Admission Codes Window

139-4 Oracle Student System User’s Guide

 140
Government Levels of Qualification
Procedure

This chapter describes how to enter a government level of qualification. The

following sections are in this chapter:
■ Definition
■ Overview
■ Entering Government Levels of Qualification Procedure
■ Government Levels of Qualification Window

Government Levels of Qualification Procedure 140-1

Definition

Definition
The government levels of qualification procedure enters a government level of
qualification.

Overview
The Government Levels of Qualification window is used to create and maintain the
government codes that define the level of qualification an applicant has obtained.
Institution-defined level of qualification codes are mapped to these codes in the
Government Levels of Qualification window. If a government offer file is loaded
into Oracle Student System, the system enters the level of qualification of the
applicant’s prior tertiary education. It is the institution value, derived from the
government-supplied code, that is entered for the student.
The Government Levels of Qualification Codes navigation button invokes the
Government Levels of Qualification window. Selecting a government code before
navigating to the Government Levels of Qualification window causes only the
institution-defined codes mapped to this government code to be displayed in the
Government Levels of Qualification window.

140-2 Oracle Student System User’s Guide

 Entering Government Levels of Qualification Procedure

Entering Government Levels of Qualification Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, government level of qualification codes
cannot be deleted. Selecting the Closed check box prevents further use.
■ Once used in Oracle Student System, only minor description modifications
should be carried out.
To enter a government level of qualification, perform the following steps.
1. In Oracle Student System, navigate to the Government Levels of Qualification
window as follows:
Admission - Define Admission Center Codes - Government Levels of
Qualification
2. Enter data in appropriate fields.
3. Click Academic History Education Level of Qualification Codes.
The Tertiary Education Level of Qualification window opens.
4. Enter the level of qualification in the Tertiary Education Level of Qualification
field.
5. Enter a description in the Description field.
6. Enter a government level of qualification in the Tertiary Admission Center
Level of Qualification field, or select one from the list of values.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Government Levels of Qualification Procedure 140-3

Government Levels of Qualification Window

Government Levels of Qualification Window

Figure 140–1 Government Levels of Qualification Window

140-4 Oracle Student System User’s Guide

 141
Government Level of Completion Procedure

This chapter describes how to enter a government level of completion. The

following sections are in this chapter:
■ Definition
■ Overview
■ Entering Government Levels of Completion Procedure
■ Government Level of Completion Window

Government Level of Completion Procedure 141-1

Definition

Definition
The government level of completion procedure enters a government level of
completion.

Overview
The Government Level of Completion window is used to create and maintain the
government codes for the level of completion of tertiary studies.
Institution-defined level of completion codes are mapped to these codes in the
Tertiary Level of Completion window. If a government offer file is loaded into
Oracle Student System, the system enters the level of completion of the applicant’s
prior tertiary education. It is the institution value, derived from the
government-supplied code, which is entered for the student.
The Tertiary Education Level of Completion Codes navigation button invokes the
Tertiary Level of Completion window. Selecting a government code before
navigating to the Tertiary Level of Completion window causes only the
institution-defined codes mapped to this government code to be displayed in the
Tertiary Level of Completion window.

141-2 Oracle Student System User’s Guide

 Entering Government Levels of Completion Procedure

Entering Government Levels of Completion Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, government level of qualification codes
cannot be deleted. Selecting the Closed check box prevents further use.
■ Once used in Oracle Student System, only minor description modifications
should be carried out.
To enter a government level of completion, perform the following steps.
1. In Admissions, navigate to the Government Level of Completion window as
follows:
Admission - Define Admission Center Codes - Government Levels of
Completion
2. Enter data in appropriate fields.
3. Click the Academic History Education Level of Completion Codes button.
The Tertiary Education Level of Completion window opens.
4. Enter the level of completion in the Academic History Education Level of
Completion field.
5. Enter a data in the appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Government Level of Completion Procedure 141-3

Government Level of Completion Window

Government Level of Completion Window

Figure 141–1 Government Level of Completion Window

141-4 Oracle Student System User’s Guide

 142
Teaching Period Codes Procedure

This chapter describes the how to maintain the teaching period codes. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Teaching Period Codes Procedure
■ Teaching Period Codes Window

Teaching Period Codes Procedure 142-1

Definition

Definition
The teaching period codes procedure creates teaching period codes.

Overview
The Teaching Period Codes window is used to create and maintain the teaching
period codes. The codes are used for extracting academic results for export.
Teaching period codes are mapped to institution-defined teaching calendars in the
Calendar Types window.

142-2 Oracle Student System User’s Guide

 Creating Teaching Period Codes Procedure

Creating Teaching Period Codes Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, teaching period codes should not be
deleted. Selecting the Closed check box prevents further use.
■ All teaching calendar types must be mapped to a teaching period code in the
Teaching Period Codes window.
To create a teaching period code, perform the following steps.
1. In Oracle Student System, navigate to the Teaching Period Codes window as
follows:
Admission - Define Admission Center Codes - Teaching Period Codes
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Teaching Period Codes Procedure 142-3

Teaching Period Codes Window

Teaching Period Codes Window

Figure 142–1 Teaching Period Codes Window

142-4 Oracle Student System User’s Guide

 143
Government Secondary Assessment Types
Procedure

This chapter describes how to map the government secondary education

assessment types. The following sections are in this chapter:
■ Definition
■ Overview
■ Mapping Government Secondary Education Assessment Types Procedure
■ Government Secondary Assessment Types Window

Government Secondary Assessment Types Procedure 143-1

Definition

Definition
The government secondary assessment types procedure enables entry of
government secondary education assessment type codes.

Overview
This window is used to enter the government codes for secondary Education
assessment types.
Institution-defined secondary education assessment type codes can optionally be
mapped to these codes in the Secondary Education Assessment Types window.
When an offer file is loaded into Oracle Student System, the system enters the
secondary education assessment type of the applicant. It is the institution value,
derived from the government-supplied code, which is entered against the student.

143-2 Oracle Student System User’s Guide

 Mapping Government Secondary Education Assessment Types Procedure

Mapping Government Secondary Education Assessment Types

Procedure
The following information applies to this procedure:
■ Once used in Oracle Student System, government secondary education
assessment type codes cannot be deleted. Selecting the Closed check box
prevents further use.
■ Once used in Oracle Student System, only minor description modifications
should be carried out.
■ Optionally, these types may be mapped to secondary education assessment
types using the Secondary Education Assessment Types button.
To map secondary education assessment types, perform the following steps.
1. In Oracle Student System, navigate to the Government Secondary Assessment
Types window as follows:
Admission - Define Admission Center Codes - Secondary Assessment Types
2. Enter data in appropriate fields.
3. Enter the government assessment type in the Government Secondary Education
Assessment Type field.
4. Enter a description in the Description field.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Secondary Assessment Types Procedure 143-3

Government Secondary Assessment Types Window

Government Secondary Assessment Types Window

Figure 143–1 Government Secondary Assessment Types Window

143-4 Oracle Student System User’s Guide

 144
Find Person Procedure

This chapter describes how to query person records. The following sections are in
this chapter:
■ Definition
■ Overview
■ Querying Person Records Procedure
■ Querying Person Records with Query Find Window Procedure
■ Find Person Window
■ Find Persons Window

Find Person Procedure 144-1

Definition

Definition
The find person procedure queries person records.

Overview
The Find Person window performs detailed queries, and is accessed from many
Oracle Student System windows such as the Person Details window, by clicking the
Find Person icon. Queried records appear in the Find Person window, one at a time.
Users scroll through them by pressing Page Up or Page Down.
The Find Person query find window, accessed from the Find Person window and
any Oracle Student System window with default, display only person details fields
in the top region, also performs queries. Queried records appear in a list of values.
Users select a record from the list of values.
Note: The Find Person query find window cannot be accessed directly from the
Direct Admission window or the Person Details window. Users first must click the
Find Person icon to open the Find Person window.
A Soundex Query searches for names that sound like the name entered. For
example, a Soundex Query on John Jones returns records with the names Jean
James, Jan Johanes, Joan Johns, and Jan Jones.

144-2 Oracle Student System User’s Guide

 Querying Person Records Procedure

Querying Person Records Procedure

The following information applies to this procedure:
■ To query, a partial field value and the percent sign, %, can be entered.
■ If a queried record matches an alias surname rather than an actual surname, an
Alias dynamic prompt appears in the upper right corner of the window.
To query a person record, perform the following steps.
1. In Oracle Student System, navigate to the Find Person window as follows:
Person Reference - Person Details
The Person Details window appears.
2. Enter Query mode.
3. Click the Find Person icon.
The Find Person window appears.
4. Enter data in appropriate fields of the Person tab, Address tab, or both.
5. Run the query.
For queries on data in just one tab, data corresponding to the other tab is also
retrieved.
6. To return to the Person Details window without the queried record, click
Cancel or close the window.
7. To return to the Person Details window with the queried record, click OK.

Find Person Procedure 144-3

Querying Person Records with Query Find Window Procedure

Querying Person Records with Query Find Window Procedure

The following information applies to this procedure:
■ A Person ID Type field appears in the Find Person query find window if a
person ID type is set as preferred in the Person ID Types window.
To query a person record with the query find window, perform the following steps.
1. In Oracle Student System, navigate to the Find Person window as follows:
Person Reference - Person Details
The Person Details window appears.
2. Enter Query mode.
3. Click the Find Person icon.
The Find Person window appears.
4. Navigate to the Find Persons window as follows:
View - Find
5. To display a list of values that includes all records in the database, click Find.
6. To display a list of values that includes records matching specific criteria, enter
values in one or more fields and click Find.
Note: If only one record matches, it appears directly in the Find Person window.
7. To return to the Find Person window without the queried record, click Cancel
or close the window.
8. To return to the Find Person window with the queried record, click OK.

144-4 Oracle Student System User’s Guide

 Find Person Window

Find Person Window

Figure 144–1 Find Person Window

Find Person Procedure 144-5

Find Persons Window

Find Persons Window

Figure 144–2 Find Persons Window

144-6 Oracle Student System User’s Guide

 145
Find Program Procedure

This chapter describes how to allow program inquiries on a variety of fields and
insert program details in the calling window. The following sections are in this
chapter:
■ Definition
■ Overview
■ Find Program Procedure

Find Program Procedure 145-1

Definition

Definition
The find program procedure allows program inquiries on a variety of fields and
inserts program details in the calling window.

Overview
The Find Program window is inquiry-only and can be accessed by clicking Find
Program in the Enquiry Program window of the Record Admission Enquiries
window.
The Query Restrictions button opens the Program Query Conditions window.
The Contact Details button opens the Person Address Details window where
address details for the admission assessment officer or admission contact officer are
displayed. These officers can usually provide program application details.
For information on entering admission inquiries, see Admission Inquiries,
Chapter 103, Admissions Overview.

145-2 Oracle Student System User’s Guide

 Find Program Procedure

Find Program Procedure

The following information applies to this procedure:
■ Search criteria can be any of the following:
■ complete field value
■ partial field value and the wild card character, %
■ The fastest search criteria are the following fields:
■ Program Code
■ Title
■ Program type is used to search for a degree level, for example, 10 - Bachelor’s
Degree.
■ Queries can be performed on one field or a combination of fields.
■ Only one valid program is displayed in the window at a time. If multiple
records are returned, use the Page Up and Page Down keys to scroll through
the records.
To find a program, perform the following steps.
1. In Oracle Student System, navigate to the Find Program window as follows:
Admission - Admission Inquiries
The Record Admission Enquiries window appears.
2. Click Program Inquiry.
The Find Program window appears.
3. Enter search criteria in the appropriate fields.
Note: The default query conditions are restricted to the academic period
selected in the Record Admission Enquiries window. Users can select additional
conditions, as required.
4. Execute the query.
5. When the correct program is found, click OK to return to the Record Admission
Enquiries window.
Oracle Student System inserts the program offering pattern details.
6. Save or save and continue as follows:

Find Program Procedure 145-3

Find Program Procedure

File - Save or Save and Proceed

7. Close the window.

145-4 Oracle Student System User’s Guide

 146
Direct Admissions Program Procedure

This chapter describes how to enter program applications and related details. The
following sections are in this chapter:
■ Definition
■ Overview
■ Entering Program Applications Procedure
■ Application Details Procedure
■ Admission Requirements Procedure
■ Application Outcome Details Procedure
■ Application Offer Response Procedure
■ Displaying Key Academic Indicators Procedure
■ Rating Details Procedure
■ Application Credential Details Procedure
■ Entering Notes Procedure
■ Direct Admissions Program Window
■ Direct Admissions Program Window Description

Direct Admissions Program Procedure 146-1

Definition

Definition
The admission program application procedure enters program applications and
related details.

Overview
The fields and buttons displayed in the Direct Admissions Program window
depend on the data entered, an institution’s configuration of the window, security,
and admission process category steps. Some features described here may not be
available depending on the user, session, or applications processed.
Note: It is recommended that the Tab key be used to navigate through this window
to ensure that all mandatory fields are entered and default data appears. For text
fields, however, the CTRL and Tab keys must be used since the Tab key alone does
not move the cursor to the next field.
This section includes the following topics:
■ New Applications
■ Existing Applications

New Applications
For new applications, this window is accessed by clicking New Application in the
Direct Admission window. An applicant’s personal details are entered or queried in
the Direct Admission window, and details of the program or programs the
applicant applies for, and application details, are entered in the Direct Admissions
Program window. Applicants can apply to multiple programs, ranking them in
order of preference. The Direct Admissions Unit window, to enter an applicant’s
units, can be accessed from the Direct Admissions Program window.

Existing Applications
To modify existing applications, the Direct Admissions Program window is
accessed from the Direct Admission window by selecting an application instance
and clicking Open Application. Modifications can include entering additional
application information and updating statuses associated with the application.

146-2 Oracle Student System User’s Guide

 Entering Program Applications Procedure

Entering Program Applications Procedure

To enter a program application, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Enter data in appropriate fields, as described in Table 146–2.
The following information applies to this step:
■ An admission application record can only be deleted if the system
admission application status is set to Received.
■ If a program application instance has dependent children records, it cannot
be deleted.
■ Only program offering patterns that fulfill the following criteria appear:
program offering patterns are offered
program offering patterns have entry points in relevant admission
period
program offering patterns are valid for application’s admission process
category
5. To enter additional program application instances, click the down arrow from
the toolbar or use the down arrow on the keyboard.
6. Optionally, click the buttons described in Table 146–2 and enter data in
appropriate fields.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Direct Admissions Program Procedure 146-3

Application Details Procedure

Application Details Procedure

The application details procedure includes the following parts:
■ Entering Completion Details
■ Entering Unit Set Details
■ Entering Transfer Details
■ Entering Details about Other Institutions
■ Entering Educational Goals Details
■ Entering Academic Interest Details
■ Entering Applicant’s Intent to Apply for Special Programs
■ Entering Athletics Details
■ Entering Reasons Institutions are Interested in Applicants
■ Entering Special Talent Details
■ Entering Miscellaneous Details

Entering Completion Details

To enter completion details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Application Details.
5. Click the Completion tab.
6. Enter data in appropriate fields.
7. In the Expected Completion Year field, enter the year.
8. In the Expected Completion Period field, select the period from the list of
values.
9. In the Expected Completion Date field, enter the date.

146-4 Oracle Student System User’s Guide

 Application Details Procedure

10. Select the Display Derived Completion Date check box to display the
completion date in the window.
11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

Entering Unit Set Details

To enter unit set details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Application Details.
5. Click the Unit Set tab.
6. Enter data in appropriate fields.
7. In the Ranking field, enter the applicant’s preference of the desired unit set.
8. In the Desired Unit Set field, select the applicant’s desired unit set from the list
of values.
The title of the unit set appears in the Title field.
9. In the Final Unit Set field, select the unit set in which the applicant is ultimately
enrolled from the list of values.
The title of the unit set appears in the adjacent field.
Note: The final unit set can be entered during a later session.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Direct Admissions Program Procedure 146-5

Application Details Procedure

Entering Transfer Details

The following information applies to this procedure:
■ The Transfer tab only appears if the admission process category selected in the
Session Details window includes a system admission process type of Transfer.
To enter transfer details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Application Details.
5. Click the Transfer tab.
6. Enter data in appropriate fields.
7. In the Transfer Program Code field, enter the transfer program code.
The program title appears in the Program Title field.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Entering Details about Other Institutions

To enter details about other institutions to which an applicant has applied or plans
to apply, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Application Details.
5. Click the Other Institutions Applied tab.

146-6 Oracle Student System User’s Guide

 Application Details Procedure

6. Enter data in appropriate fields.

7. In the Institution Code field, select a code from the list of values.
The institution name appears in the Name field.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Entering Educational Goals Details

To enter educations goals details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Application Details.
5. Click the Educational Goals tab.
6. Enter data in appropriate fields.
7. Optionally, in the Education Goal Prior to Enrollment field, select the
applicant’s goal from the list of values.
A description appears in the adjacent field.
8. Optionally, in the Education Goal After Enrollment field, select the applicant’s
goal from the list of values.
A description appears in the Description field.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Entering Academic Interest Details

To enter academic interest details, perform the following steps.

Direct Admissions Program Procedure 146-7

Application Details Procedure

1. In Oracle Student System, navigate to the Direct Admission window as follows:

Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Application Details.
5. Click the Academic Interests tab.
6. Enter data in appropriate fields.
7. Optionally, in the Field of Academic Interest field, select a field from the list of
values.
A description appears in the Description field.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Entering Applicant’s Intent to Apply for Special Programs

To enter details about an applicant’s intent to apply for special programs, perform
the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Application Details.
5. Click the Applicant Intent tab.
6. Enter data in appropriate fields.
7. Optionally, in the Applicant Intent field, select a field from the list of values.
A description appears in the Description field.
8. Save or save and continue as follows:

146-8 Oracle Student System User’s Guide

 Application Details Procedure

File - Save or Save and Proceed

9. Close the window.

Entering Athletics Details

To enter athletic details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Application Details.
5. Click the Athletics tab.
6. Enter data in appropriate fields.
7. Optionally, in the Grade Point Average field, enter the applicant’s grade point
average.
8. Optionally, in the Eligibility Status field, select an eligibility status from the list
of values.
The description of the eligibility status appears in the adjacent field.
9. Optionally, in the Athletic Sport field, select the sport from the list of values.
A description appears in the Description field.
10. Optionally, in the Rating field, enter a rating of the applicant’s ability or
performance related to this sport.
11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

Entering Reasons Institutions are Interested in Applicants

To enter reasons an institution is interested in an applicant, perform the following
steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:

Direct Admissions Program Procedure 146-9

Application Details Procedure

Admission - Direct Admission

2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Application Details.
5. Click the Special Interests tab.
6. Enter data in appropriate fields.
7. Optionally, in the Interest Type field, select an interest from the list of values.
A description appears in the Description field.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Entering Special Talent Details

To enter special talent details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Application Details.
5. Click the Special Talent tab.
6. Enter data in appropriate fields.
7. Optionally, in the Talent Type field, select a talent from the list of values.
A description appears in the Description field.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

146-10 Oracle Student System User’s Guide

 Application Details Procedure

Entering Miscellaneous Details

To enter miscellaneous details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Application Details.
5. Click the Miscellaneous tab.
6. Enter data in appropriate fields.
7. Optionally, in the Fee Category field, select a fee category from the list of values.
A description appears in the Description field.
8. Optionally, in the Default Fee Assessment field, select a fee assessment from the
list of values.
A description appears in the Description field.
9. Optionally, in the Hecs Option field, select a Hecs option from the list of values.
A description appears in the Description field.
10. Optionally, in the Correspondence Category field, enter a correspondence
category from the list of values.
A description appears in the Description field.
11. Optionally, in the Funding Source field, enter a funding source from the list of
values.
A description appears in the Description field.
12. Optionally, in the Application Source field, enter an application source from the
list of values.
A description appears in the Description field.
13. Optionally, in the File Location field, enter a file location.

14. Save or save and continue as follows:

File - Save or Save and Proceed

Direct Admissions Program Procedure 146-11

Application Details Procedure

15. Close the window.

146-12 Oracle Student System User’s Guide

 Admission Requirements Procedure

Admission Requirements Procedure

The admission requirements procedure includes the following parts:
■ Entering Fee Details
■ Entering Program Details
■ Entering Documentation Status Details

Entering Fee Details

To enter fee details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Requirements.
5. Click the Fees tab.
6. Enter data in appropriate fields.
7. In the Fee Type field, select an application fee type from the list of values.
8. In the Fee Status field, select an application fee status from the list of values.
9. Optionally, in the Fee Date field, enter a date when the application fee is paid.
10. Optionally, in the Payment Type field, select a payment type from the list of
values.
11. Optionally, in the Amount field, enter the amount of the application fee.

12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Close the window.

Entering Program Details

To enter program details, perform the following steps.

Direct Admissions Program Procedure 146-13

Admission Requirements Procedure

1. In Oracle Student System, navigate to the Direct Admission window as follows:

Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Requirements.
5. Click the Program tab.
6. Enter data in appropriate fields.
7. In the Entry Qualification Status field, select an entry qualification status,
indicating whether an applicant is eligible for a program or not, from the list of
values.
Note: This step is mandatory before an offer of admission can be made to a
student.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Entering Documentation Status Details

To enter documentation status details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Requirements.
5. Click the Completeness tab.
6. Enter data in appropriate fields.
7. In the Documentation Status field, select the status of the required
documentation for the application from the list of values.

146-14 Oracle Student System User’s Guide

 Admission Requirements Procedure

Note: This step is mandatory before an offer of admission can be made to a

student.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Direct Admissions Program Procedure 146-15

Application Outcome Details Procedure

Application Outcome Details Procedure

The application outcome details procedure includes the following parts:
■ Entering Outcome Details
■ Entering Override Outcome Details
■ Entering Special Consideration Details
■ Entering Conditional Offer Details
■ Entering Offer Deadline Details

Entering Outcome Details

The following information applies to this procedure:
■ The result of an assessment of an application for admission is entered as an
outcome status.
■ The outcome status cannot be changed to Cond-Offer or Offer unless the entry
qualification status is set to Qualified.
■ The outcome status can only be changed to Offer if the documentation status is
set to Satisfied.
■ Different validations are triggered depending on setup. For example, a
validation can force the documentation status to be set to Satisfied before an
outcome status of Offer can be entered.
■ For applications with an admission process type of Re-Admit, the Pre-Enrol
step must be included before an offer can be made.
To enter outcome details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Outcomes.
5. Click the Outcome tab.
6. Enter data in appropriate fields.

146-16 Oracle Student System User’s Guide

 Application Outcome Details Procedure

7. In the Outcome Status field, select an outcome status from the list of values.
If outcome status is Pending, go to step 11.
If outcome status is not Pending, go to step 8.
Note: The default outcome status is Pending.
8. In the Decision Date field, enter the date when an admission decision is made.
Note: The Decision Date field is inactive if the outcome status is Pending.
9. In the Decision Maker Id field, select the identification number of the person
deciding whether to admit the applicant from the list of values.
The full name of the decision maker appears in the adjacent field.
Note: The Decision Maker Id field is inactive if the outcome status is Pending.
10. In the Decision Reason field, select a reason for the admission decision from the
list of values.
A description of the decision reason appears in the adjacent field.
Note: The Decision Reason field is inactive if the outcome status is Pending.
11. In the Pending Reason field, select a reason the application is still pending from
the list of values.
A description of the pending reason appears in the adjacent field.
12. Optionally, in the Waitlist Rank field, enter a waitlist rank.

Note: The waitlist rank is entered manually. The system does not make any
calculation of waitlist rank.
13. Optionally, to enter notes related to the decision, click the Decision Notes
button.
The window to enter notes related to a program application instance appears.
For information on the window to enter program application instance notes, see
Entering Notes Procedure in this chapter.
14. Save or save and continue as follows:

File - Save or Save and Proceed

15. Close the window.

Direct Admissions Program Procedure 146-17

Application Outcome Details Procedure

Entering Override Outcome Details

To enter override outcome details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Outcomes.
5. Click the Override Outcome tab.
6. Enter data in appropriate fields.
7. In the Authorized Date field, enter the date when an override of an admission
decision is authorized.
8. In the Authorizing Person Id field, select the identification number of the
person authorizing the override of an admission decision from the list of values.
The full name of the authorizing person appears in the adjacent field.
9. In the Reason field, enter a reason for the override of an admission decision.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Entering Special Consideration Details

To enter special consideration details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Outcomes.
5. Click the Special Consideration tab.

146-18 Oracle Student System User’s Guide

 Application Outcome Details Procedure

6. Enter data in appropriate fields.

7. In the Special Admission Category, select the special admission category to
which the applicant belongs from the list of values.
A description of the special admission category appears in the Description field.
8. Optionally, in the Deficiencies in Preparation field, enter the applicant’s
deficiencies in qualifications.
9. Optionally, in the Comments field, enter comments.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Entering Conditional Offer Details

To enter conditional offer details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Outcomes.
5. Click the Conditional Offer tab.
6. Enter data in appropriate fields.
7. In the Conditional Offer Status field, select the status of the applicant’s
conditional offer from the list of values.
8. In the Conditional Offer Condition field, enter the condition, such as
completing coursework or obtaining a minimum score on an exam, on which
the offer of admission is based.
9. Select the Must Be Satisfied check box if the condition must be satisfied before
an applicant is accepted.
10. In the Satisfied Date field, enter a date when the condition must be satisfied.

11. Save or save and continue as follows:

Direct Admissions Program Procedure 146-19

Application Outcome Details Procedure

File - Save or Save and Proceed

12. Close the window.

Entering Offer Deadline Details

To enter offer deadline details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Outcomes.
5. Click the Offer Deadline tab.
The outcome status selected in the Outcome tab appears in the Outcome Status
field.
6. Enter data in appropriate fields.
7. In the Offer Date field, enter the date an offer of admission is made to an
applicant.
8. In the Offer Response Deadline field, enter the deadline by which an applicant
must respond to an offer of admission.
9. In the Proposed Commencement Date field, enter the proposed commencement
date for the applicant.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

146-20 Oracle Student System User’s Guide

 Application Offer Response Procedure

Application Offer Response Procedure

The application offer response procedure includes the following parts:
■ Entering Offer Response Details
■ Entering Deferment Details

Entering Offer Response Details

The following information applies to this procedure:
■ An applicant’s response to an institution’s offer of admission is entered as an
offer response status.
■ If the Multi-Off admission process category step is used, a warning appears
when the offer limit is reached.
■ If the applicant accepts an offer, an eligibility check is performed by the
preenrollment process.
■ A conditional offer cannot be accepted if the Offer Must Be Satisfied check box
is selected and the Conditional Offer Satisfied date is not set.
To enter offer response details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Offer Response.
5. Click the Offer Response tab.
6. Enter data in appropriate fields.
7. In the Offer Response Status field, select an offer response status from the list of
values.

Direct Admissions Program Procedure 146-21

Application Offer Response Procedure

Table 146–1 lists possible offer response statuses.

Table 146–1 Offer Response Statuses

Offer Response Status Description
Pending default if outcome status is set to Offer or Cond-Offer
Deferral can be used only if details of deferral are entered in
Deferment tab
Not-Applic entered if response not required, for example, for short
program, or if no offer is made
Rejected entered if applicant rejects offer
Lapsed automatically entered by system if applicant does not
respond by offer response date

8. In the Actual Response Date field, enter the date the applicant responded to an
offer of admission.
9. Optionally, in the Response Comments field, enter comments related to the
applicant’s offer response.
10. Select the Request for Reconsideration check box if the applicant indicates he or
she wants his or her application to be reconsidered.
11. If the applicant intends to attend another institution, select the institution the
applicant intends to attend from the list of values in the Intent to Attend Other
Institution field.
The name of the institution appears in the adjacent field.
12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Close the window.

Entering Deferment Details

To enter deferment details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.

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 Application Offer Response Procedure

3. Click New Application.

The Direct Admissions Program window appears.
4. Click Offer Response.
5. Click the Deferment tab.
6. Enter data in appropriate fields.
7. In the Offer Deferment Status field, select the status of the offer deferment from
the list of values.
8. In the Academic Calendar field, select the academic calendar when the
applicant is likely to be admitted from the list of values.
9. In the Admission Calendar field, select the admission calendar when the
applicant is likely to be admitted from the list of values.
Note: The Tracking functions are not active in this window.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Direct Admissions Program Procedure 146-23

Displaying Key Academic Indicators Procedure

Displaying Key Academic Indicators Procedure

To display key academic indicators, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Key Academic Indicators.
A window displaying key academic indicators appears.
The following fields are populated by values entered in other regions or
windows of the Direct Admissions Program window:
■ Current Institution Name
■ Program Admitted and adjacent field
■ Unit Set Admitted
■ Application Status
■ Institution Grade Point Average
Note: The institution grade point average refers to the recalculated grade
point average.
■ Admissions Decision
■ Predicted Grade Point Average
Note: The predicted grade point average is a user-calculated value.
■ Grade Point Average
Note: The grade point average refers to the grade point average that
appears in the applicant’s transcript.
■ Academic Index
■ Rank in Class (in current institution)
■ Application First Choice Unit Set
Note: Data in this window cannot be modified, deleted, or queried.

146-24 Oracle Student System User’s Guide

 Displaying Key Academic Indicators Procedure

5. Close the window.

Direct Admissions Program Procedure 146-25

Rating Details Procedure

Rating Details Procedure

The rating details procedure includes the following parts:
■ Entering Evaluation Details
■ Entering Program Approval Details
■ Entering Index Details
■ Entering Details about Test Scores Used

Entering Evaluation Details

To enter evaluation details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Ratings.
5. Click the Evaluation tab.
6. Enter data in appropriate fields.
7. In the Evaluator Id field, select the application evaluator’s identification
number from the list of values.
The evaluator’s name appears in the Name field.
Note: To view additional details about an evaluator or to query an evaluator,
click the Find Person icon beside the evaluator’s identification number.
For information about the Find Person window, see Chapter 144, Find Person
Procedure.
8. In the Evaluation Date field, enter an evaluation date of the application.
9. Optionally, in the Rating Type field, select a rating type from the list of values.
10. Optionally, in the Rating field, select a rating from the list of values.

11. Optionally, in the Comments field, enter comments.

12. Save or save and continue as follows:

146-26 Oracle Student System User’s Guide

 Rating Details Procedure

File - Save or Save and Proceed

13. Close the window.

Entering Program Approval Details

The system can be set up so representatives of a program evaluate applications and
give their approval before an offer of admission is extended to an applicant. In this
situation, the fields in the Program Approval tab become active.
To enter program approval details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Ratings.
5. Click the Program Approval tab.
6. Enter data in appropriate fields.
7. Optionally, in the Program Approver Id field, select the program approver’s
identification number from the list of values.
The program approver’s name appears in the Name field.
Note: To view additional details about a program approver or to query a
program approver, click the Find Person icon beside the program approver’s
identification number.
For information about the Find Person window, see Chapter 144, Find Person
Procedure.
8. Optionally, in the Approval Date field, enter the date the application is
approved by the program approver.
9. Optionally, in the Approval Status field, select the approval status from the list
of values.
10. Optionally, in the Comments field, enter comments related to the program
approval.
11. Save or save and continue as follows:

Direct Admissions Program Procedure 146-27

Rating Details Procedure

File - Save or Save and Proceed

12. Close the window.

Entering Index Details

An academic index is a figure based on various criteria, including academic and
extracurricular activities, determined by the institution representing an evaluation
of an application for admission.
To enter index details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Ratings.
5. Click the Indices tab.
6. Enter data in appropriate fields.
7. In the Academic Index field, enter an academic index.
8. In the Predicted Grade Point Average field, enter the predicted Grade Point
Average when the applicant completes his or her program at his or her current
institution.
9. In the Program Rank Set field, enter a program rank set.
10. In the Program Rank Schedule field, enter a program rank schedule.

11. In the Admission Code field, enter an admission code.

The description of the admission code appears in the adjacent field.

12. In the Basis for Admission field, enter a basis for admission.

The description of the basis for admission appears in the adjacent field.
13. Save or save and continue as follows:

File - Save or Save and Proceed

14. Close the window.

146-28 Oracle Student System User’s Guide

 Rating Details Procedure

Entering Details about Test Scores Used

To enter details about test scores used, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Ratings.
5. Click the Test Scores Used tab.
6. Enter data in appropriate fields.
7. In the Test Scores Used field, enter a description of how the institution evaluates
test scores.
8. Use the descriptive flexfield to enter the test score values used in the decision
making process.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Direct Admissions Program Procedure 146-29

Application Credential Details Procedure

Application Credential Details Procedure

The application credential details procedure includes the following parts:
■ Entering Credential Details
■ Entering Review Details
■ Entering Recommendation Details

Entering Credential Details

To enter credential details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Credentials.
5. Click the Credentials tab.
6. Enter data in appropriate fields.
7. In the Credential Type field, select a credential type, for example, transcript,
portfolio, or letter or recommendation, from the list of values.
A description of the credential type appears in the Description field.
8. In the Date Received field, enter the date the credential was received.
9. In the Rating field, select the reviewer’s rating of the credential from the list of
values.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Entering Review Details

To enter review details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:

146-30 Oracle Student System User’s Guide

 Application Credential Details Procedure

Admission - Direct Admission

2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Credentials.
5. Click the Review Details tab.
6. Click the Find Person icon.
The Find Person window appears.
7. Enter data in appropriate fields.
8. In the Find Person window, query for and select a reviewer of the applicant’s
credentials.
9. Close the Find Person window.
The Reviewer ID and Reviewer Name fields are populated.
10. Optionally, in the Reviewer Notes field, enter notes about the reviewer.

11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

Entering Recommendation Details

To enter recommendation details, perform the following steps.
1. In Oracle Student System, navigate to the Direct Admission window as follows:
Admission - Direct Admission
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Ratings.
5. Click the Recommendation Details tab.
6. Enter data in appropriate fields.

Direct Admissions Program Procedure 146-31

Application Credential Details Procedure

7. In the Recommender Name field, enter the name of the individual who wrote
the applicant’s letter of recommendation.
8. In the Recommender Title field, enter the title of the individual who wrote the
applicant’s letter of recommendation.
9. In the Recommender Organization field, enter the name of the organization to
which the individual who wrote the applicant’s letter of recommendation
belongs.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

146-32 Oracle Student System User’s Guide

 Entering Notes Procedure

Entering Notes Procedure

To enter notes related to a program application instance, perform the following
steps.
1. In Oracle Student System, navigate to the Direct Admissions Program window
as follows:
Admission - Direct Admission
The Direct Admission window appears.
2. Query the appropriate record.
3. Click New Application.
The Direct Admissions Program window appears.
4. Click Notes.
5. Enter data in appropriate fields.
6. In the Note Type field, select a note type from the list of values.
A description of the note type appears in the Description field.
7. Click Edit Notes.
The Text Notes window appears.
For information on entering notes, see Chapter 17, Text Notes Procedure.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Direct Admissions Program Procedure 146-33

Direct Admissions Program Window

Direct Admissions Program Window

Figure 146–1 Direct Admissions Program Window

146-34 Oracle Student System User’s Guide

 Direct Admissions Program Window Description

Direct Admissions Program Window Description

Table 146–2 Direct Admissions Program Window Description
Field Name Type Features Description
Person Number default, person number
display only
Full Name default, person’s full name
display only
Sex default, person’s sex
display only
Date of Birth default, person’s date of birth
display only
Application
Academic Calendar default, academic calendar; populated from Direct Admission
display only window
Admission Calendar default, admission calendar; populated from Direct Admission
display only window
Application Date default list of application date; defaults to current date
values:
pop-up
calendar
Application Status default list of values application status; defaults to Received for new
application
Application Status button opens Application Status History window
History Icon
Fee Status default list of values fee status; defaults to Not-Applic
Fee Status History button opens Fee Status History window
Icon
Process Category default, process category code; populated from Direct
display only Admission window
[Process Category default, process category name
Name] display only
Program
Application Instance

Direct Admissions Program Procedure 146-35

Direct Admissions Program Window Description

Table 146–2 Direct Admissions Program Window Description

Field Name Type Features Description
Preference default running serial number indicating program application
instance preference; for first program application
instance, or if only one program application instance is
entered, preference value is 1; by default, set to next
highest number, but can be changed
Note: If the Pref-Limit step is selected for the
admission process category, the preference number
limit of the application instance is displayed, for
example, 1 of 3 limit 5, indicating that the program is
the applicant’s first preference of the three programs
applied for, and the institution allows the applicant to
nominate up to 5 preferences.
Note: If an application instance that was part of a
group of preferences is deleted, the preference number
for the next new record is not inserted automatically.
The preference indicator includes a question mark (?),
for example, ? of 3 limit 4.
Note: If preferences are permitted, a preference
application cannot be entered if the change of
preference date alias is passed.
Note: If the change of preference date alias is passed,
preferences cannot be altered.
Program Code required program code; if only program code is entered, system
selects latest available program version and
application is considered for any available location,
attendance type, or mode
[Version Number] default, version number
display only
Note: If a program version has an expiration date set,
its program offering patterns are available only to the
admission process type Re-Admit.
Program History Icon button opens Program History window
Location default, process category code
display only
Program Offering button opens Program Offering Pattern window
Pattern Icon
Title optional list of values admission calendar applicable to admission
applications being processed

146-36 Oracle Student System User’s Guide

 Direct Admissions Program Window Description

Table 146–2 Direct Admissions Program Window Description

Field Name Type Features Description
Attendance Mode default, admission calendar code
display only
Attendance Type default, admission calendar name
display only
Application Details button opens window to enter admission application details
Requirements button opens window to enter person’s admission
requirements
Outcomes button opens window to enter person’s program application
instance outcome details
Offer Response button opens window to enter person’s offer response details
for program application instance
Key Academic button opens window to display key academic indicators of
Indicators program application instance
Ratings button opens window to enter person’s rating details for
program application instance
Credentials button opens window to enter person’s credentials
Unit button opens Direct Admissions Unit window
Fee Detail button opens Establish Fee Contracts window
Candidacy button opens Research Candidacy Details window
Note: Some candidacy details are mandatory before an
offer can be made.
Note: Before an offer can be made to an applicant for a
research program, the following candidacy details
must be entered: research topic, minimum and
maximum submission dates, and principal supervisor.
Notes button opens window to enter notes related to program
application instance

Direct Admissions Program Procedure 146-37

Direct Admissions Program Window Description

146-38 Oracle Student System User’s Guide

 147
Direct Admissions Unit Procedure

This chapter describes how to maintain admission unit applications. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Direct Admissions Unit Procedure
■ Direct Admissions Unit Window

Direct Admissions Unit Procedure 147-1

Definition

Definition
The admission unit application procedure maintains units that form part of an
admission application.

Overview
Depending on the policy of the institution, applicants for admission may be able to
apply for specific units within a program. If this is permitted, the units applied for
are entered in the Direct Admissions Unit window, accessed from the Direct
Admissions Program window. The window is also used to enter an application
outcome for each unit.
Note: This is different from entering a unit set against a program application in
order to identify a particular major sequence within the program. The ability to
enter units as part of an application is restricted to admission process types
Non-Award Studies Admission Process, Program Admission Process, Short
Admission Process, and Program Re-Admission Process. The units that can be
entered for an application are restricted to valid unit offerings for the context
admission period. This is determined from the teaching periods linked to the
admission period. For example, if an admission period for a midyear intake,
ADM-2, has teaching period SEM-2 as a subordinate calendar, but not SEM-1, when
units are entered for an application in ADM-2 only SEM-2 units are available.
The availability of this window and the validations and processes initiated from it
are dependent on the way the subsystem has been set up at particular institutions.
Depending on setup, offered units may be automatically preenrolled in the
Enrollments subsystem upon the applicant being made an offer. Otherwise the
offered units are preenrolled by the Batch Preenrollment job.
For information on preenrollment, see Chapter 169, Preenrollment Process
Overview.

147-2 Oracle Student System User’s Guide

 Maintaining Direct Admissions Unit Procedure

Maintaining Direct Admissions Unit Procedure

The following information applies to this procedure:
■ The Admission Program Application Instance region displays the context
program application record brought forward from the Direct Admissions
Program window and is not queryable.
■ Unit details can be entered only for program applications with an application
status of Application Received - Yet To Be Considered.
■ Unit details can be entered only if the subsystem setup included the step Unit
Restriction.
■ Setup includes the ability to restrict the number of units applied for.
■ Units cannot be added, updated, or deleted if the program application outcome
status is Make Offer of Admission or Make Offer of Admission Subject to
Conditions.
■ A unit version must have its teaching period linked to the academic period of
the admission application. The teaching period must also be a superior of the
application’s admission period.
■ The unit version must not have its award program only indicator set if the
process type of the application is Non-Award Studies Admission Process.
■ If the admission process type does not include the step Research Candidacy
Details, research units should not be entered for the program application.
■ If a research unit is added and the research candidacy has not been entered for
the program application, the unit outcome status cannot be set to Make Offer of
Admission.
To maintain an admission unit application, perform the following steps.
1. In Admission, navigate to the Direct Admissions Unit window as follows:
Admission - Direct Admissions
The Direct Admission window appears.
2. Click Open Application.
The Direct Admissions Program window appears.
3. Click Unit.
The Direct Admissions Unit window appears.

Direct Admissions Unit Procedure 147-3

Maintaining Direct Admissions Unit Procedure

4. Enter data in appropriate fields.

5. Enter details of units that form part of the application.
The admission unit outcome status has a default. An application can be entered
without specifying location, class, and mode details; however, these must be
specified prior to the units being offered. Unit class and mode must not conflict.
6. Enter an admission unit outcome status mapped to Make Offer of Admission or
Offer of Admission Rejected when these become known. All units must have a
status mapped to Make Offer of Admission or Offer of Admission Rejected
before the program outcome status can be changed to Make Offer of Admission
or Make Offer of Admission Subject to Conditions.
The History button displays the unit outcome status history.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

147-4 Oracle Student System User’s Guide

 Direct Admissions Unit Window

Direct Admissions Unit Window

Figure 147–1 Direct Admissions Unit Window

Direct Admissions Unit Procedure 147-5

Direct Admissions Unit Window

147-6 Oracle Student System User’s Guide

 148
Establish Fee Contracts Procedure

This chapter describes how to establish fee contracts for designated admission
applicants and run predictive fee assessments. The following sections are in this
chapter:
■ Definition
■ Overview
■ Establishing Fee Contracts Procedure
■ Establish Fee Contracts Window

Establish Fee Contracts Procedure 148-1

Definition

Definition
The establish fee contracts procedure establishes fee contracts for designated
admission applicants and runs predictive fee assessments for certain fees an
applicant is liable for if the applicant elects to be placed in a specified program.
These tasks are achieved by initiating online processes from within the Establish Fee
Contracts window.
In addition, the Establish Fee Contracts procedure displays tuition fee contracts that
have already been established automatically. For applicants in designated
admission categories, this can be done as a part of pre-enrollment in programs.

Overview
The Establish Fee Contracts window is accessed from the Direct Admissions
Program window. The Direct Admissions Program window is accessed from the
Direct Admission window.
Contracts represent an agreed-upon rate for specified fees. They are made between
an applicant, a student, or his or her sponsor and the institution. Usually this rate is
agreed upon for a definite period. When contracts are initiated through admissions
as opposed to through the Contract Fee Assessment Rates window, the rate used is
selected automatically from the standard rates entered for the fee in the fee period
in which the contract is due to start. The duration of the contract is set to the normal
duration of the program.
Assessment of fees for which an applicant or student is liable are made for each fee
period by running the fee assessment job. When this job is run as a predictive
assessment from this window, not all fees can be assessed. Assessment transactions
created by the job are displayed against the relevant future fee period in the Fee
Assessment Enrollment window.
It is most likely that a predictive assessment will be run after a contract is
established. However, either of the processes can be run independently. Both
processes rely on a student program attempt or attempts with an UNCONFIRM
status created through preenrollment.
If applicants do not take up the offer of a program at the institution, predictive
assessments can be reversed with the Clean-up Unconfirmed Student Program
Attempts job.
This window contains the following regions:
■ Student Program Attempt

148-2 Oracle Student System User’s Guide

 Overview

■ Fee Assessment Rates

For information on these processes, see Recording Individual Sponsorships and Fee
Contracts and Assessing and Invoicing Fees, Chapter 197, Student Finance
Overview.
For information on alternative processing methods and setup, see Setting Up Fee
Contracts and Predictive Fee Assessments, Chapter 198, Student Finance Functions
and Maintenance.
For information on rates as a component of fee calculation in the assessment
routine, see Setting Up Calculation Data, Chapter 198, Student Finance Functions
and Maintenance.
For information on pre-enrollment, see Chapter 169, Preenrollment Process
Overview.

Student Program Attempt

The Student Program Attempt region displays details of the student program
attempt for which fee contracts are to be established.

Fee Assessment Rates

The Fee Assessment Rates region is used to view any existing contracts established
automatically as part of offering a program place to an applicant and to set
contracts for any other fees displayed in the region.
Fees other than Contribution fees and fees with a system fee trigger category of
INSTITUTN can be established as contracts, and shown in this region, if they are
liabilities of the applicant's fee category in the fee period or periods active at the
applicant's proposed commencement date and have a trigger matching the selected
program for the applicant.
Unit and unit set triggers and combinations are not applicable.
The following fields are included in this region:
■ Fee Type, which is for fee types entered as liabilities of the applicant’s fee
category and that have an active fee period at the commencement date shown
in the previous region
■ Charge Rate, which depends on a match between the applicant’s program
attributes and those entered against the assessment rates in the Fee Assessment
Rates window for the relevant fees

Establish Fee Contracts Procedure 148-3

Overview

■ Currency, which is entered against the fee category in the Fee Category
Calendar Instance window
■ Contract Rate, which is the same as the charge rate, unless amended in the
Contract Fee Assessment Rates window
■ Contract Start Date, which is set to the start date alias instance of the fee period
associated with this fee
■ Contract End Date, which is derived from the expected completion date shown
in the Direct Admissions Program window
■ Location Code, Attendance Type and Attendance Mode, which contain values if
a rate that matches the applicant's nominated characteristics for the program is
specifically established in the Fee Assessment Rates window
■ Low Norm Rate Over
The Lower Normal Rate Override indicator can be set in the Contract Fee
Assessment Rates window.
■ Calendar Type, which is the fee period in which the liability is operating
■ Start and End Dates, which are instances of the start and end date aliases set up
for the fee period
■ System Fee Type and Fee Trigger Category, which are entered for a fee in the
Fee Types window.
Note: Only fees with a fee trigger category of Program can be established as
contracts through admissions.
■ Charge Method Type, which is the charge method that can be entered at fee
type level in the Fee Types window or at fee liability level in the Fee Category
Calendar Instance window
For information on triggers, see Assigning Triggers to Fee Liabilities, Chapter 198,
Student Finance Functions and Maintenance.

148-4 Oracle Student System User’s Guide

 Establishing Fee Contracts Procedure

Establishing Fee Contracts Procedure

The following information applies to this procedure:
■ Contract rates cannot be established for fees with a system fee type of
Contribution or a system fee trigger category of Institutn, and such fees are not
displayed in this window.
■ A fee category and Contribution payment option should be assigned to the
applicant in the Direct Admissions Program window.
■ If changes are needed on contracts established in this window, they must be
made in the Contract Fee Assessment Rates window. Changes are reflected in
this window.
■ The contract rate established here is used if the effective date for running the fee
assessment routine falls within the period specified for the contract. The
exception is cases in which the rate entered in the Fee Assessment Rates
window applies if this is lower than the contract rate at the time the assessment
is made.
For information on the Lower Normal Rate Override indicator, see Creating
Contract Fee Assessment Rates Procedure, Chapter 209, Contract Fee
Assessment Rates Procedure.
■ Values cannot be altered in this window. Queries can be performed on fee type,
calendar type or fee period, start date, end date, system fee type, fee trigger
category, and charge method type. For charge method type, use uppercase
characters when making entries.
The Establish Fee Contracts procedure includes the following parts:
■ Initiating Predictive Fee Assessments
■ Establishing Fee Contracts Automatically
■ Setting Fee Contracts
■ Matching Program Attributes

Initiating Predictive Fee Assessments

The following information applies to this procedure:
■ Predictive fee assessments cannot be made for Contribution fees or for fees with
a PERUNIT charge method. Institution fees are considered only if no other
program attempts are liable.

Establish Fee Contracts Procedure 148-5

Establishing Fee Contracts Procedure

■ The fee period or periods for which predictive assessments are made are those
active at the proposed commencement date for the program attempt, carried
forward from the Direct Admissions Program window as context data in this
region.
■ The effective date at which transactions are created through predictive
assessment is set to the value of the commencement date.
■ To assess fees with a charge method of Effective Full Time Student Units or
Credit Point, default values for full-time and part-time, as nominated by the
applicant, are used. Effective Full Time Student Units defaults are established in
the Program Attendance Types window. Credit Point defaults are calculated
from the Effective Full Time Student Units defaults by multiplying Effective
Full Time Student Units by standard annual load for the program, given in the
Basic Program Details window.
To initiate a predictive fee assessment, perform the following steps.
1. In Oracle Student System, navigate to the Establish Fee Contracts window as
follows:
Admission - Direct Admissions
The Direct Admission window appears.
2. Click Open Application.
The Direct Admissions Program window appears.
3. Click Fee Detail.
The Establish Fee Contracts window appears.
4. Enter data in appropriate fields.
5. Initiate a predictive fee assessment for the applicant and program shown by
checking the Fee Assessment button in this region.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.
For example, if the default part-time value is 0.25 Effective Full Time Student Units
and the standard annual load is 8 credit points, the credit point value of the
applicant's program attempt is assumed to be 2 credit points because 0.25 * 8 = 2.

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 Establishing Fee Contracts Procedure

Establishing Fee Contracts Automatically

The following information applies to this procedure:
■ Contracts for tuition fees only can be established automatically when
preenrollment occurs as a part of the admission process.
To establish a fee contract automatically, perform the following steps.
1. In Oracle Student System, navigate to the Establish Fee Contracts window as
follows:
Admission - Direct Admissions
The Direct Admission window appears.
2. Click Application.
The Direct Admissions Program window appears.
3. Click Fee Detail.
The Establish Fee Contracts window appears.
4. Enter data in appropriate fields.
5. If the Create a Fee Contract During Pre-Enrollment admission process step is in
effect, enter an outcome status of Make Offer of Admission or Make Offer of
Admission Subject to Conditions for the program application in the Direct
Admissions Program window, from which this window is accessed.
6. Existing contracts are distinguished by having values in the Contract Rate,
Contract Start Date, and Contract End Date fields.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Setting Fee Contracts

The following information applies to this procedure:
■ For fees with the standard charge rate shown, a contract at that rate can be set.
To set a fee contract, perform the following steps.
1. In Oracle Student System, navigate to the Establish Fee Contracts window as
follows:

Establish Fee Contracts Procedure 148-7

Establishing Fee Contracts Procedure

Admission - Direct Admissions

The Direct Admission window appears.
2. Click Application.
The Direct Admissions Program window appears.
3. Click Fee Detail.
The Establish Fee Contracts window appears.
4. Enter data in appropriate fields.
5. Select the fee.
6. Click the Set Contract button.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Matching Program Attributes

The following information applies to this procedure:
■ Whether contracts are set automatically or by clicking the Set Contract button
in this window, they can be established only if the relevant fee liabilities have a
standard rate entered in the Fee Assessment Rates window that matches the
applicant's nominated program attribute. Attributes might be location,
attendance type, attendance mode, or Contribution payment option, depending
on the fee.
For information on rates, see Fee Type Rates, Chapter 199, Student Finance
Concepts.
To match program attributes, perform the following steps.
1. In Oracle Student System, navigate to the Establish Fee Contracts window as
follows:
Admission - Direct Admissions
The Direct Admission window appears.
2. Click Application.
The Direct Admissions Program window appears.

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 Establishing Fee Contracts Procedure

3. Click Fee Detail.

The Establish Fee Contracts window appears.
4. If the Charge Rate field is blank, then no matching rate has been found.
5. Enter data in appropriate fields.
6. Enter an additional standard rate in the Fee Assessment Rates window, broaden
the criteria of an existing rate and rerun pre-enrollment, or set the contract rate
as a one-off in the Contract Fee Assessment Rates window.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Establish Fee Contracts Procedure 148-9

Establish Fee Contracts Window

Establish Fee Contracts Window

Figure 148–1 Establish Fee Contracts Window

148-10 Oracle Student System User’s Guide

 149
Enquiry Source Types Procedure

This chapter describes how to maintain institution-defined enquiry source types.

The following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Enquiry Source Types Procedure
■ Enquiry Source Types Window

Enquiry Source Types Procedure 149-1

Definition

Definition
The enquiry source types procedure maintains a classification of institution-defined
codes for types of enquiry sources.

Overview
These codes describe the source of an enquiry, for example, newspaper
advertisement or school liaison activity. The enquiry source types are used in the
enquiry Source Type list of values in the Record Admission Enquiries window.

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 Maintaining Enquiry Source Types Procedure

Maintaining Enquiry Source Types Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, enquiry source type codes cannot be
deleted. Selecting the Closed check box prevents further use.
■ Once codes are used in Oracle Student System, only minor description
modifications should be made to the codes.
To maintain enquiry source types, perform the following steps.
1. In Oracle Student System, navigate to the Enquiry Source Types window as
follows:
Admission - Define Inquiries - Source Types
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Enquiry Source Types Procedure 149-3

Enquiry Source Types Window

Enquiry Source Types Window

Figure 149–1 Enquiry Source Types Window

149-4 Oracle Student System User’s Guide

 150
Enquiry Information Types Procedure

This chapter describes how to maintain inquiry information types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Enquiry Information Types Procedure
■ Enquiry Information Types Window

Enquiry Information Types Procedure 150-1

Definition

Definition
The inquiry information types procedure maintains institution-defined codes for
inquiry information types.

Overview
These codes describe the nature of an inquiry. Codes include Program, Fees, and
Accommodation. To display inquiry information types, users click Information
Type in the Record Admission Enquiries window.
Each code can be mapped to an inquiry package item. Inquiry package items are
entered in the Inquiry Package Items window.

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 Maintaining Enquiry Information Types Procedure

Maintaining Enquiry Information Types Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, inquiry information type codes cannot be
deleted. Selecting the Closed check box prevents further use.
■ If a mapped inquiry package item is closed in the Inquiry Package Items
window, an asterisk (*) appears next to the record and a message is displayed
indicating that the item is closed.
To maintain inquiry information types, perform the following steps.
1. In Oracle Student System, navigate to the Enquiry Information Types window
as follows:
Admission - Define Inquiries - Information Types
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Enquiry Information Types Procedure 150-3

Enquiry Information Types Window

Enquiry Information Types Window

Figure 150–1 Enquiry Information Types Window

150-4 Oracle Student System User’s Guide

 151
Enquiry Characteristic Types Procedure

This chapter describes how to maintain inquiry characteristic types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Enquiry Characteristic Types Procedure
■ Enquiry Characteristic Types Window

Enquiry Characteristic Types Procedure 151-1

Definition

Definition
The inquiry characteristic types procedure maintains institution-defined codes for
inquiry characteristic types.

Overview
These codes describe the attributes of an applicant. Codes include School-Leaver,
Mature-Age, and Postgraduate. To display inquiry characteristic types, users click
Characteristic in the Record Admission Enquiries window.

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 Maintaining Enquiry Characteristic Types Procedure

Maintaining Enquiry Characteristic Types Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, inquiry characteristic type codes cannot
be deleted. Select the Closed check box to prevent further use.
■ Once codes are used in Oracle Student System, only minor description
modifications should be made to the codes.
To maintain inquiry characteristic types, perform the following step.
1. In Oracle Student System, navigate to the Enquiry Characteristic Types window
as follows:
Admission - Define Inquiries - Characteristic Types
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Enquiry Characteristic Types Procedure 151-3

Enquiry Characteristic Types Window

Enquiry Characteristic Types Window

Figure 151–1 Enquiry Characteristic Types Window

151-4 Oracle Student System User’s Guide

 152
Enquiry Status Procedure

This chapter describes how to maintain inquiry status codes. The following sections
are in this chapter:
■ Definition
■ Overview
■ Maintaining Enquiry Status Procedure
■ Enquiry Status Window

Enquiry Status Procedure 152-1

Definition

Definition
The inquiry status procedure maintains institution-defined inquiry status codes.

Overview
These codes indicate an institution’s response to a prospective admission
applicant’s inquiry. Inquiry status codes are used in the Record Admission
Enquiries window.

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 Maintaining Enquiry Status Procedure

Maintaining Enquiry Status Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, inquiry status codes cannot be deleted.
Selecting the Closed check box prevents further use.
■ Once codes are used in Oracle Student System, only minor description
modifications should be made to the codes.
To maintain inquiry status codes, perform the following steps:
1. In Oracle Student System, navigate to the Enquiry Status window as follows:
Admission - Define Inquiries - Inquiry Statuses
2. Enter data in appropriate fields.
3. Map each institution-defined code to a system enquiry status code in a
one-to-one correspondence.
4. If possible, use system codes for the institution-defined codes.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Enquiry Status Procedure 152-3

Enquiry Status Window

Enquiry Status Window

Figure 152–1 Enquiry Status Window

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 153
Inquiry Package Items Procedure

This chapter describes how to create inquiry package items. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Inquiry Package Items Procedure
■ Inquiry Package Items Window

Inquiry Package Items Procedure 153-1

Definition

Definition
The inquiry package items procedure creates inquiry package item lists for different
inquiry levels. Inquiries can be general for the institution or specific for an
organization unit, discipline, or program.

Overview
The Inquiry Package Items window generates a list of inquiry package items
according to the details entered for an applicant in the Record Admission Enquiries
window. Package items are displayed by clicking Package Item in the Record
Admission Enquiries window.
For information on entering admission inquiries, see Admission Inquiries,
Chapter 103, Admissions Overview.

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 Creating Inquiry Package Items Procedure

Creating Inquiry Package Items Procedure

The following information applies to this procedure:
■ New inquiry package items default to Available.
■ Inquiry package items must be unique.
■ If the Available check box is selected, an Available Date cannot be entered.
■ Once used in Oracle Student System, inquiry package items cannot be deleted.
Select the Closed check box to prevent further use.
■ A warning is displayed if user try to close an inquiry package item that is used
in other packages.
■ Inquiry package items are retrieved by querying the system.
To create an inquiry package item, perform the following steps.
1. In Oracle Student System, navigate to the Inquiry Package Items window as
follows:
Admission - Define Inquiries - Package Items
2. Enter data in appropriate fields.
3. Enter the institution-defined inquiry package item.
Some examples of enquiry package items are HANDBOOK and RESIDENCE.
Note: The term system-generated indicates that the inquiry package item is a
correspondence item produced by Oracle Student System. No functionality is
currently associated with this term.
4. Indicate if the inquiry package item is available.
Note: If the item is not available, a date can be entered indicating when the item
will be available.
5. Click the Level Type Package button to allow inquiry level type package items
to be entered.
6. Click the Information Type Package button to map inquiry information type
items.
Note: Inquiry information type items are entered in the Enquiry Information
Types window.
7. Click the Program Package button to map program package items.

Inquiry Package Items Procedure 153-3

Creating Inquiry Package Items Procedure

Note: Program package items are entered in the Program Enquiry Package
Items window.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

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 Inquiry Package Items Window

Inquiry Package Items Window

Figure 153–1 Inquiry Package Items Window

Inquiry Package Items Procedure 153-5

Inquiry Package Items Window

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 154
Program Enquiry Package Items Procedure

This chapter describes how to enter inquiry package items for a particular program
code. The following sections are in this chapter:
■ Definition
■ Overview
■ Entering Program Enquiry Package Items Procedure
■ Program Enquiry Package Items Window

Program Enquiry Package Items Procedure 154-1

Definition

Definition
The program inquiry package items procedure enters inquiry package items for a
particular program code.

Overview
The Program Enquiry Package Items window allows the user to view inquiry
package items for a program offering.

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 Entering Program Enquiry Package Items Procedure

Entering Program Enquiry Package Items Procedure

The following information applies to this procedure:
■ Changes made to a program inquiry package item are reflected in the Inquiry
Package Items window.
■ If a mapped inquiry package item is closed in the Inquiry Package Items
window, an asterisk (*) and message appear to indicate that the item has been
closed.
To enter a program enquiry package item, perform the following steps.
1. In Oracle Student System, navigate to the Program Enquiry Package Items
window as follows:
Admission - Define Inquiries - Program Inquiry Package Items
2. Query the appropriate data.
Note: All inquiry package items mapped to the specific program offering are
also displayed.
3. Change the list of items by adding or deleting inquiry package items for the
program offering as required.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Program Enquiry Package Items Procedure 154-3

Program Enquiry Package Items Window

Program Enquiry Package Items Window

Figure 154–1 Program Enquiry Package Items Window

154-4 Oracle Student System User’s Guide

 155
Admissions Calendar Configurations
Procedure

This chapter describes how to configure admission calendars. The following

sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Admission Calendar Configuration Procedure
■ Admissions Calendar Configurations Window

Admissions Calendar Configurations Procedure 155-1

Definition

Definition
The admission calendar configuration procedure maps system-defined admission
date aliases to institution-defined admission date aliases.

Overview
For the Admission subsystem to operate, certain critical dates must be specified.
Institutions can choose the names for these dates and enter them in the Admissions
Calendar Configurations window. The date alias instances, or the actual values, of
these admission calendar dates are entered in the Calendar subsystem.
For example, Oracle Student System requires a due date alias, the date when
admission applications for an admission period must be received by an institution.
An institution assigns this date alias the code Appl-Due. For Oracle Student System
to recognize Appl-Due, Appl-Due must be entered in the Admissions Calendar
Configurations window as the due date alias, the system-defined admission date
alias.
Table 155–1 shows date aliases that must be entered, that relate to admission
periods. Each date alias must have a system calendar category of Admission and
instances created in each admission period.

Table 155–1 Admission Period Date Aliases

Date Alias Description
Due Date Alias date when admission applications for an admission
period must be received by institution
Note: Late fees can be charged for applications received
after this date.
Final Date Alias final date when admission applications can be received by
institution
Change of Preference final date when admission applicants can change their
Date Alias program preferences

155-2 Oracle Student System User’s Guide

 Overview

Table 155–1 Admission Period Date Aliases

Date Alias Description
Offer Response Date Alias final date when applicants must respond to institution's
offer of a place, and after which the offer lapses
Note: A default offer response date offset can be specified
in the Admission Process Category Detail window, or
entered as an admission program application's offer
response date when an offer is made.
Note: If the offer response date comes after the date of the
offer response date alias, the latter takes precedence.
Initialize Adm Period date when background processing for an admission
Date Alias period runs, usually just prior to the admission period.
Background processing includes preenrolling applications
granted deferment in a previous admission period and
reactivating applications rejected in a previous admission
period where the applicants have requested
reconsideration.
Hold Check date when applications are checked for encumbrances,
Date Alias typically later in the admission period rather than when
an application is processed to avoid applications being
rejected before a hold expires or is removed
Program Start Date Alias date when teaching of programs starts within admission
period and also used to set student program attempt
commencement dates in the Enrollments subsystem
Note: The expected completion date of program attempts
is calculated from this date.
Short Admission Start date when short admission process applications can start
Date Alias to be processed. A short admission process can occur only
between this date and the final date alias.

Table 155–2 shows date aliases that must be entered, that relate to academic periods.
Each of these date aliases must have a system calendar category of ACADEMIC and
have instances created in each academic period. They are used to determine
whether students complete their program midyear, at the end of the year, or at the
end of a summer teaching period.
Note: Calculating an anticipated completion year and period results in a date
related to one of the academic period date aliases, whichever one follows the
calculated date.

Admissions Calendar Configurations Procedure 155-3

Overview

Note: Academic period date aliases are not related to admission periods.

Table 155–2 Academic Period Date Aliases

Date Alias Description
Summer Comp Period date against which a calculated program completion date
Date Alias is compared to determine whether it is a summer
completion
Mid Completion Period date against which a calculated program completion date
Date Alias is compared to determine whether it is a midyear
completion
End Completion Period date against which a calculated program completion date
Date Alias is compared to determine whether it is an end of year
completion

For information on configuring admission calendars, see Admission Calendars,

Chapter 104, Admissions Functions and Maintenance.

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 Maintaining Admission Calendar Configuration Procedure

Maintaining Admission Calendar Configuration Procedure

The following information applies to this procedure:
■ Date aliases must not be closed.
To map system-defined admission date aliases to institution-defined admission date
aliases, perform the following steps.
1. In Oracle Student System, navigate to the Admissions Calendar Configurations
window as follows:
Admission - Define Calendars - Configure Admission Calendar
2. Enter data in appropriate fields.
3. Create institution-defined admission date aliases to represent critical admission
dates in the Calendar subsystem.
4. Map institution-defined admission date aliases to system-defined admission
date aliases in the Admissions Calendar Configurations window.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Admissions Calendar Configurations Procedure 155-5

Admissions Calendar Configurations Window

Admissions Calendar Configurations Window

Figure 155–1 Admissions Calendar Configurations Window

155-6 Oracle Student System User’s Guide

 156
Admission Period Calendars Procedure

This chapter describes how to restrict program offering patterns within an

admission period and define admission category and process type combinations
valid for particular admission periods. The following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Admission Period Calendars Procedure
■ Admission Period Calendars Window

Admission Period Calendars Procedure 156-1

Definition

Definition
The admission period calendars procedure restricts program offering options
within an admission period and defines admission category and process type
combinations valid for particular admission periods.

Overview
Before using the Admission Period Calendars window, course offering options
must be linked to admission categories using the Program Offering Option
Admission Categories window.
The establishment of admission periods is carried out in the Calendar subsystem.
Details associated with admission calendars, like those entered in the Admission
Period Calendars window, are not rolled over when the calendar rollover process is
performed. A process is executed from this window to roll these details into new
admission periods created by the Calendar Rollover process.
For information on linking program offering options to admission periods, see
Linking Program Offering Options to Admission Categories, Chapter 104,
Admissions Functions and Maintenance.
For information on establishing admission periods, see Admission Calendars,
Chapter 104, Admissions Functions and Maintenance.
For information on the calendar rollover process, see Rolling Over Admission
Calendars, Chapter 104, Admissions Functions and Maintenance.

156-2 Oracle Student System User’s Guide

 Maintaining Admission Period Calendars Procedure

Maintaining Admission Period Calendars Procedure

The following information applies to this procedure:
■ For system admission process types Program Admission Process, Non-Award
Studies Admission Process, and Program Transfer Process, program offering
patterns can be specified only if their program version has no expiry date
entered against it.
To maintain an admission period calendar, perform the following steps.
1. In Oracle Student System, navigate to the Admission Period Calendars window
as follows:
Admission - Define Calendars - Admission Period Calendars
2. Enter data in appropriate fields.
3. Perform a query in the Admission Period region to locate the required
admission period.
Existing admission period details are displayed for this admission period.
4. Enter admission categories valid for the displayed admission period in the
Admission Period Admission Category region.
For example, an admission period related to a midyear intake of students might
not include all admission categories.
5. For each admission category within an admission period, enter the valid
admission process types in the Admission Process Type region.
When the user enters the region, the admission process types available to the
displayed admission category are shown. These are maintained in the
Admission Process Category Detail window. If it is required that a subset of
process types be available in that particular admission period, process types can
be deleted here.
Clicking the Program Offering Patterns button invokes the Admission Period
Program Offering Pattern region.
6. In the Admission Period Program Offering Option Restriction region, enter
restrictions on the program offering options that can be offered in a particular
combination of admission period, admission category, and process type.
If no restrictions are entered, all program offering options previously associated
with the admission category are available. These program offering options may
already have been restricted if the admission category is restricted to certain

Admission Period Calendars Procedure 156-3

Maintaining Admission Period Calendars Procedure

program types in the Admission Category window. Additionally, the admission

categories in which a program can be offered may have been further restricted
to a subset of those resulting from program type restriction in the Program
Offering Option Admission Categories window.
If any restrictions are entered, the program offering options available to the
selected combination of admission period, category, and process type are
restricted to those program offering options entered in this window.
Clicking the Default button, when no restrictions are currently entered, causes
all available program offerings to be defaulted into this region. Those not made
available are then deleted.
These restrictions can be refined at the program offering pattern level by
specifying a location, attendance type, and attendance mode.
The effects of applying restrictions can be viewed in the Admission Period
Program Offering Pattern region.
The Include in Rollover check box, when selected, causes the restriction to be
included in the Admission Period Rollover process. When a restriction is
entered, the check box is automatically selected and must be deselected if not
required.
Note: Incorrectly entered restrictions can be amended or deleted.
The Admission Period Program Offering Pattern region, invoked by the
Program Offering Patterns button, displays the program offering patterns
available to the admission period, category, and process type combination, and
users can view the effects of program offering option restrictions.
Selecting the Apply Program Offering Option Restrictions check box causes
only the restricted program offering patterns to be displayed. Deselecting the
check box redisplays all program offering patterns.
7. Click Save.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

156-4 Oracle Student System User’s Guide

 Admission Period Calendars Window

Admission Period Calendars Window

Figure 156–1 Admission Period Calendars Window

Admission Period Calendars Procedure 156-5

Admission Period Calendars Window

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 157
Admission Period Date Overrides
Procedure

This chapter describes how to create Admission Period Date Overrides . The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Admission Period Date Overrides Procedure
■ Admission Period Date Overrides Window

Admission Period Date Overrides Procedure 157-1

Definition

Definition
The admission period date overrides procedure alters the dates of admission date
alias instances from those initially defined while retaining the original date
information.

Overview
The Admission Period Date Overrides window is used to alter admission-related
date alias instances. For example, the window can be used for the easy extension of
admission application closing dates while still retaining a record of the original
closing date. The new date is termed the override date.
An override date can be created for all program offerings in an admission
period-admission category or for a subset of the program offerings. This window
acts as a restriction window.
Specifying any of admission process type, program code, location code, attendance
mode, or attendance type restricts the use of the altered date alias instance to
program offerings matching the specified parameters. Program offerings that do not
match continue to be subject to the original date.
For example, the Calendar Rollover process has created a new admission period
with a program application closing date of 01-OCT-2000. The institution determines
that while this date is correct for most programs, off-campus program applications
for a particular admission category should close later than other programs, on 20
October. This information is entered in this window.
The Direct Admission process checks the options entered for each program
application. When Oracle Student System encounters an application for on-campus
study, it checks for any on-campus override matches for the application's program
offering option. None exist, so the application closing date is 01-OCT-2000. When
Oracle Student System encounters an application for off-campus study and checks
for off-campus override matches for the application's program offering option, it
finds the override date, 20-OCT-2000. 20-OCT-2000 is then used as the closing date
for that application and is used to determine whether or not the application is late.

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 Creating Admission Period Date Overrides Procedure

Creating Admission Period Date Overrides Procedure

The following information applies to this procedure:
■ It can be used to override an admission related date, for example, to extend an
application closing date from 01-OCT-2000 to 20-OCT-2000 for off-campus
programs in a particular admission category.
■ Selecting the Include in Rollover check box for an override record permits
inclusion of that record in the admission period rollover process.
For information on the admission period rollover process, see Rolling Over
Admission Calendars, Chapter 104, Admissions Functions and Maintenance.
■ An override date can be created for any combination of admission process type,
program, location, attendance mode, or attendance type.
■ More than one override date can be set for a particular date alias provided that
their restriction attributes location, mode, type, or any others do not clash.
To creating an admission period date override, perform the following steps.
1. In Oracle Student System, navigate to the Admission Period Date Overrides
window as follows:
Admission - Define Calendars - Admission Period Overrides
2. Query the appropriate data to locate the admission period admission category
for which a date is to be changed.
Note: The associated date aliases are displayed.
Selecting a date alias, for example, application closing date, displays its original
instance for the particular admission period admission category and displays
any override instances previously created, for example, at this point the only
instance is 01-OCT-2000.
3. Click the Date Alias Instance button to invoke the Date Alias Instances
window and create a new instance of the date alias with the required override
date.
4. Return to the preceding window.
Two date values now exist for the date alias, for example, application closing
dates of 01-OCT-2000 and 20-OCT-2000.
5. In the Admission Period Program Offering Option Date Override region, create
an override by selecting the program details to which the override date will
apply and attaching the new date.

Admission Period Date Overrides Procedure 157-3

Creating Admission Period Date Overrides Procedure

6. Save or save and continue as follows:

File - Save or Save and Proceed
7. Close the window.

157-4 Oracle Student System User’s Guide

 Admission Period Date Overrides Window

Admission Period Date Overrides Window

Figure 157–1 Admission Period Date Overrides Window

Admission Period Date Overrides Procedure 157-5

Admission Period Date Overrides Window

157-6 Oracle Student System User’s Guide

 158
Student Target Types Procedure

This chapter describes how to maintain student target types. The following sections
are in this chapter:
■ Definition
■ Overview
■ Maintaining Student Target Types Procedure
■ Student Target Types Window

Student Target Types Procedure 158-1

Definition

Definition
The student target types procedure maintains institution-defined codes for student
target types.

Overview
Typically, institutions want to ensure that they have offered a number of places to
applicants with certain characteristics. Student Target Types codes describe those
applicant characteristics as defined by an institution. For example, some of these
codes are: Sight-Impaired, Commencing, Returning, and Total.
Note: The data maintained in the Student Target Types window is used in the
Submission Intake Targets, Organizational Unit Student Targets, and Program
Student Targets windows.

158-2 Oracle Student System User’s Guide

 Maintaining Student Target Types Procedure

Maintaining Student Target Types Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, student target types cannot be deleted.
The Closed check box must be selected to prevent further use.
■ Once used in Oracle Student System, only minor description modifications can
be entered.
■ If Oracle Student System intake target type is other than USER-DEF, only
one-to-one mapping of a system intake target type and amount type can be
performed.
To maintain a student target type, perform the following steps.
1. In Oracle Student System, navigate to the Student Target Types window as
follows:
Admission - Define Intake Targets - Student Target Types
2. Enter data in appropriate fields.
3. Map each code to a system intake target.
Note: The Oracle Student System intake target types are Commencing Students,
Returning Students, Total Students, and User-Defined Student Target Type.
4. Map each code to an amount type.
Note: The amount type indicates how the intake target is calculated and can
include Effective Full Time Student Units (EFTSU), Person, Percentage, and
Weighted Effective Full Time Student Units (WEFTSU).
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Student Target Types Procedure 158-3

Student Target Types Window

Student Target Types Window

Figure 158–1 Student Target Types Window

158-4 Oracle Student System User’s Guide

 159
Submission Intake Targets Procedure

This chapter describes how to enter submission student targets. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Submission Intake Targets Procedure
■ Submission Intake Targets Window

Submission Intake Targets Procedure 159-1

Definition

Definition
The submission student targets procedure enters submission targets for an offering
period.

Overview
Typically, institutions aim to enroll students with certain characteristics, such as
hearing impaired, commencing, or returning students. Submission student targets
are entered to establish the minimum requirements the institution aims to achieve.
This procedure enters and maintains planning targets for the number of enrolled
students who meet the defined characteristics, so that the information can be
reported on the census date.
For information on student intake targets, see Entering Student Intake Targets,
Chapter 104, Admissions Functions and Maintenance.

159-2 Oracle Student System User’s Guide

 Entering Submission Intake Targets Procedure

Entering Submission Intake Targets Procedure

The following information applies to this procedure:
■ Each submission intake target record must have a target value entered.
■ If the amount type or override amount type is PERSON, the target and
maximum values must be in increments of 0.5.
■ If the amount type or override amount type is PERCENTAGE, the target and
maximum values cannot exceed 100.
■ If a maximum value is entered, it must be greater than the target value.
To enter a student target, perform the following steps.
1. In Oracle Student System, navigate to the Submission Intake Targets window as
follows:
Admission - Define Intake Targets - Submission Intake Targets
2. Query the appropriate data.
3. In the Intake Target Type field, select the intake target type.
4. Enter the institution’s target value.
5. Optionally, enter a maximum value.
Note: The amount type defaults to the value set for the intake target type in the
Student Target Types window.
6. To override the default, select an override amount type from the list of values in
the Override Amount Type field.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Submission Intake Targets Procedure 159-3

Submission Intake Targets Window

Submission Intake Targets Window

Figure 159–1 Submission Intake Targets Window

159-4 Oracle Student System User’s Guide

 160
Organizational Unit Student Targets
Procedure

This chapter describes how to maintain organizational unit targets for an offering
period and funding source. The following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Organizational Unit Student Targets Procedure
■ Organizational Unit Student Targets Window

Organizational Unit Student Targets Procedure 160-1

Definition

Definition
The organizational unit student targets procedure maintains an offering period’s
organizational unit planning targets, for students enrolled at a census date within
organizational units, and the funding source associated with the targets.

Overview
Within organizational unit and funding source combinations, targets can be further
defined for program type, unit internal program level, and attendance mode.
If an institution does not require the maintenance of targets for an organizational
unit, they do not need to be entered.
For information on student intake targets, see Entering Student Intake Targets,
Chapter 104, Admissions Functions and Maintenance.

160-2 Oracle Student System User’s Guide

 Maintaining Organizational Unit Student Targets Procedure

Maintaining Organizational Unit Student Targets Procedure

The Organizational Unit Student Targets procedure includes the following parts:
■ Maintaining Organizational Unit Funding Source Targets
■ Maintaining Program Type Group Targets
■ Maintaining Unit Internal Program Level Targets
■ Maintaining Attendance Mode Targets

Maintaining Organizational Unit Funding Source Targets

The following information applies to this procedure:
■ All funding sources are available, unless restricted to those defined for the
program in the Restricted Funding Sources window.
■ If the amount type or override amount type is Person, the target and maximum
values must be in increments of 0.5.
■ If the amount type or override amount type is Percentage, the target and
maximum values cannot exceed 100.
■ If a maximum value is entered, it must be greater than the target value.
To maintain an organizational unit funding source target, perform the following
steps.
1. In Oracle Student System, navigate to the Organizational Unit Student Targets
window as follows:
Admission - Define Intake Targets - Organizational Unit Targets
2. Query to retrieve the submission period.
3. Query to retrieve the organizational unit and funding source.
4. Enter data in the appropriate fields.
5. Select the intake target type. These are maintained in the Student Target Types
window.
6. Enter the target value the institution aims to reach.
7. Optionally, enter a maximum value.

Organizational Unit Student Targets Procedure 160-3

Maintaining Organizational Unit Student Targets Procedure

Note: The amount type defaults to the value set for the intake target type in the
Student Target Types window. This can be overridden using the override
amount type.
The organizational unit funding source target can then be further defined by
program type group, unit internal program level, and attendance mode.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Maintaining Program Type Group Targets

The following information applies to this procedure:
■ If the amount type or override amount type is Person, the target and maximum
values must be in increments of 0.5.
■ If the amount type or override amount type is Percentage, the target and
maximum values cannot exceed 100.
■ If a maximum value is entered, it must be greater than the target value.
To maintain a program type group target, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Unit Student Targets
window as follows:
Admission - Define Intake Targets - Organizational Unit Targets
2. Query to retrieve the submission period.
3. Query to retrieve the organizational unit and funding source.
4. Click the Program Type Group button.
The Organizational Unit Funding Source Program Type Group window appears
with the first of all valid program type groups displayed.
5. Select the next record to view other program type groups, or perform a query to
retrieve a known program type group.
6. Enter data in the appropriate fields.
7. Select an intake target type. These are maintained in the Student Target Types
window.
8. Enter the target value the institution aims to reach.

160-4 Oracle Student System User’s Guide

 Maintaining Organizational Unit Student Targets Procedure

9. Optionally, enter a maximum value.

The amount type defaults to the value set for the intake target type in the
Student Target Types window. This can be overridden using the override
amount type.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Maintaining Unit Internal Program Level Targets

The following information applies to this procedure:
■ If the amount type or override amount type is Person, the target and maximum
values must be in increments of 0.5.
■ If the amount type or override amount type is Percentage, the target and
maximum values cannot exceed 100.
■ If a maximum value is entered, it must be greater than the target value.
To maintain a unit internal program level target, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Unit Student Targets
window as follows:
Admission - Define Intake Targets - Organizational Unit Targets
2. Enter data in appropriate fields.
3. Query to retrieve the submission period.
4. Query to retrieve the organizational unit and funding source.
5. Click the Unit Internal Program Level button.
The Organizational Unit Funding Source Unit Internal Program window opens,
and the first of all valid unit internal program levels is displayed.
6. Select the next record to view other unit internal program levels, or perform a
query to retrieve a known unit internal program level.
7. Select an intake target type.
These are maintained in the Student Target Types window.
8. Enter the target value the institution aims to reach.

Organizational Unit Student Targets Procedure 160-5

Maintaining Organizational Unit Student Targets Procedure

9. Optionally, enter a maximum value.

The amount type defaults to the value set for the intake target type in the
Student Target Types window. This can be overridden using the override
amount type.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Maintaining Attendance Mode Targets

The following information applies to this procedure:
■ If the amount type or override amount type is Person, the target and maximum
values must be in increments of 0.5.
■ If the amount type or override amount type is Percentage, the target and
maximum values cannot exceed 100.
■ If a maximum value is entered, it must be greater than the target value.
To maintain an attendance mode target, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Unit Student Targets
window as follows:
Admission - Define Intake Targets - Organizational Unit Targets
2. Enter data in appropriate fields.
3. Query to retrieve the submission period.
4. Query to retrieve the organizational unit and funding source.
5. Click the Attendance Mode button.
The Organizational Unit Funding Source Attendance Mode window opens, and
the first of all valid attendance modes is displayed.
6. Select the next record to view other attendance modes, or perform a query to
retrieve a known attendance mode.
7. Select an intake target type.
Note: These are maintained in the Student Target Types window.
8. Enter the target value the institution aims to reach.

160-6 Oracle Student System User’s Guide

 Maintaining Organizational Unit Student Targets Procedure

9. Optionally, enter a maximum value.

The amount type defaults to the value set for the intake target type in the
Student Target Types window. This can be overridden using the override
amount type.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Organizational Unit Student Targets Procedure 160-7

Organizational Unit Student Targets Window

Organizational Unit Student Targets Window

Figure 160–1 Organizational Unit Student Targets Window

160-8 Oracle Student System User’s Guide

 161
Program Student Targets Procedure

This chapter describes how to enter program targets for all program offering
options and unit set combinations for a specific submission period. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Program Student Targets Procedure
■ Program Student Targets Window

Program Student Targets Procedure 161-1

Definition

Definition
The program student targets procedure enters planning targets for students
enrolled at census date within programs, for all program offering options and unit
set combinations, for a specific submission period.

Overview
Within program and funding source combinations, targets can be established for
particular program offering patterns. They can be further defined to the unit set
level within the program offering pattern.
The Program Student Targets window is similar in operation to the Organizational
Unit Student Targets window.
If an institution does not require the maintenance of targets for a program, they do
not need to be entered.
For information on student intake targets, see Entering Student Intake Targets,
Chapter 104, Admissions Functions and Maintenance.

161-2 Oracle Student System User’s Guide

 Entering Program Student Targets Procedure

Entering Program Student Targets Procedure

The following information applies to this procedure:
■ An undefined student target definition can be entered for the submission
period, program version, and funding source combination by leaving the
Submission Program Funding Source Target Definition region empty and
accessing the Submission Program Funding Source Intake Target region
directly. When users perform a query in the Submission Program Funding
Source Target Definition region, the undefined record appears as the last record.
■ Only one undefined record can be entered in the Submission Program Funding
Source Target Definition region for a submission period, program version, and
funding source combination.
■ All funding sources are available, unless restricted to those defined for the
program in the Restricted Funding Sources window.
■ If the amount type or override amount type is Person, the target and maximum
values must be in increments of 0.5.
■ If the amount type or override amount type is Percentage, the target and
maximum values cannot exceed 100.
■ If a maximum value is entered, it must be greater than the target value.
To enter a program student target, perform the following steps.
1. In Oracle Student System, navigate to the Program Student Targets window as
follows:
Admission - Define Intake Targets - Program Student Targets
2. Query the appropriate data.
3. Perform a query to retrieve the submission period.
4. Perform a query to retrieve the program version.
5. Perform a query to retrieve the funding source.
6. In the Submission Program Funding Source Target Definition region, further
define the applicant target by entering program offering option combinations
and unit set versions.
7. In the Submission Program Funding Source Intake Targets regions, for each
program offering option and unit set combination, enter intake targets by
selecting the intake target type.

Program Student Targets Procedure 161-3

Entering Program Student Targets Procedure

Note: These are maintained in the Student Target Types window.

8. Enter the target value the institution aims to reach.
9. Optionally, enter the maximum value.
Note: The amount type defaults to the value set for the intake target type in the
Student Target Types window.
This can be overridden using the override amount type.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

161-4 Oracle Student System User’s Guide

 Program Student Targets Window

Program Student Targets Window

Figure 161–1 Program Student Targets Window

Program Student Targets Procedure 161-5

Program Student Targets Window

161-6 Oracle Student System User’s Guide

 162
Academic History Details Procedure

This chapter describes how to enter academic history details. The following sections
are in this chapter:
■ Definition
■ Overview
■ Entering Academic History Details Procedure
■ Academic History Details Window
■ Academic History Details Window Description

Academic History Details Procedure 162-1

Definition

Definition
The academic history details procedure enters academic history details.

Overview
Many institutions require applicants to provide academic history details before
considering them for acceptance in a program.

162-2 Oracle Student System User’s Guide

 Entering Academic History Details Procedure

Entering Academic History Details Procedure

The following information applies to this procedure:
■ Institution details must be set up before entering them in the Academic History
Details window. Institution details can be set up by clicking Institution Details.
For information on setting up institution details, see Chapter 444, Institutions
Procedure.
■ Records cannot be queried in the Academic History Details window.
To enter academic history details, perform the following steps.
1. In Oracle Student System, navigate to the Academic History Details window as
follows:
Admission - Direct Admission
The Direct Admission window appears.
2. Query the appropriate record.
3. Click Academic History.
The Academic History Details window appears.
4. Enter data in appropriate fields, as described in Table 162–1.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Optionally, to recalculate units, accounting for different methods of calculating
grade point average at different institutions, click Recalculated Units and enter
data in appropriate fields, as described in Table 162–1.
Note: The Recalculated Units button is enabled only when an institution code
is entered.
7. Optionally, to enter self reported details, click Self Reported Details and enter
data in appropriate fields, as described in Table 162–1.
Note: The Self Reported Details button is enabled only when an institution
code is entered.
8. Optionally, to enter transcript details, click Transcript Details and enter data in
appropriate fields, as described in Table 162–1.
Note: The Transcript Details button is enabled only when an institution code is
entered.

Academic History Details Procedure 162-3

Entering Academic History Details Procedure

9. Close the window.

162-4 Oracle Student System User’s Guide

 Academic History Details Window

Academic History Details Window

Figure 162–1 Academic History Details Window

Academic History Details Procedure 162-5

Academic History Details Window Description

Academic History Details Window Description

Table 162–1 Academic History Details Window Description
Field Name Type Features Description
Person Number default, person number
display only
Alternate Person Id default, alternate person ID
display only
Full Name default, person’s full name
display only
Sex default, person’s sex
display only
Date of Birth default, person’s date of birth
display only
Academic History
Region
Level of Qualification optional list of values applicant’s level of qualification
Institution Tab
Code optional list of values institution code
Name default, institution’s name
display only
Type default, institution type
display only
Control default, institution control type, for example, Public or Private
display only
Current Institution optional check box if selected, indicates applicant is currently attending
institution
Note: One and only one Current Institution check box
should be selected for an applicant.
Degree Details Tab
Degree Attempted optional list of values program type applicant attempted
Earned optional list of values program type applicant completed
Program/Version optional list of values program code and version
Comments optional comments related to degree

162-6 Oracle Student System User’s Guide

 Academic History Details Window Description

Table 162–1 Academic History Details Window Description

Field Name Type Features Description
Title default, program title
display only
Attendance
Institution Code default, institution code
display only
Name default, institution’s name
display only
Start Date optional list of start date for applicant
values:
pop-up
calendar
End Date optional list of end date for the applicant
values:
pop-up
calendar
Planned Completion optional list of date applicant intends to complete program of study at
values: his or her current institution
pop-up
Note: This field is enabled only if an end date is not
calendar
entered in the End Date field.
Recalculated Details button opens Recalculated Units region
Self Reported Details button opens Self Reported Details region
Transcript Details button opens Transcript Details region
Recalculated Units
Region
Total Unit Credit optional total number of credit points applicant attempted
Points Attempted
Total Unit Credit optional total number of credit points applicant earned
Points Earned
Total Unit Grade optional total number of grade points the applicant achieved
Points
Total Grade Point optional total number of grade point average units applicant
Average Units attempted
Attempted

Academic History Details Procedure 162-7

Academic History Details Window Description

Table 162–1 Academic History Details Window Description

Field Name Type Features Description
Institution Grade optional applicant’s grade point average
Point Average
Note: The institution grade point average is the grade
point average recalculated manually from the grading
scale used at the applicant’s former or current
institution to an institution’s grading scale set in the
system’s Institution Grading Scale profile option. The
institution grade point average can also be recalculated
manually at the user’s discretion to remove
nonacademic grade points from the average.
[Grading Scale Set in default, name of grading scale set in Institution Grading Scale
Institution Grading display only profile option, and in use at institution
Scale Profile Option
Self Reported
Details
Total Unit Credit optional total number of credit points applicant reported
Points Attempted attempting
Total Unit Credit optional total number of credit points applicant reported
Points Earned earning
Total Unit Credit optional total number of grade points applicant reported
Points achieving
Total Grade Point optional total number of grade point average units applicant
Average Units reported attempting
Attempted
Grading Scale Type optional list of values grading scale type code for applicant, reported in use
at his or her current institution
[Grading Scale Type default, grading scale type description
Description] display only
Institution Grade optional grade point average applicant reported achieving
Point Average
Weighted optional check box if selected, indicates grade point average is weighted
Rank In Class optional rank applicant reported achieving in his or her class
Weighted optional check box if selected, indicates rank is weighted
Transcript Details
Region
Transcript Status optional list of values status of applicant’s transcript

162-8 Oracle Student System User’s Guide

 Academic History Details Window Description

Table 162–1 Academic History Details Window Description

Field Name Type Features Description
Transcript Source optional list of values source of applicant’s transcript
Date Of Receipt optional list of date applicant’s transcript
values:
pop-up
calendar
Term Type optional list of values term type
Rank In Class optional applicant’s rank in his or her class
Weighted Rank optional check box if selected, indicates applicant’s rank is weighted
Note: The Weighted Rank check box is enabled only if
a value is entered in the Rank In Class field.
Class Size optional size of applicant’s class

Approximate Rank optional check box if selected, indicates applicant’s rank is approximation
Note: The Approximate Rank check box is enabled
only if a value is entered in the Rank In Class field.
Percentile default percentile ranking; populated automatically after
system calculates value, but it can be changed
Decile default decile ranking; populated automatically after system
calculates value, but it can be changed
Quartile default quartile ranking; populated automatically after system
calculates value, but it can be changed
Quintile default quintile ranking; populated automatically after system
calculates value, but it can be changed
Entered Region
Grade Point Average optional applicant’s grade point average
Scale Type optional list of values grading scale type
Converted
Grade Point Average default, grade point average converted from other institution’s
display only grading scale to grading scale set in system’s
Institution Grading Scale profile option
Scale Type default, grading scale type of converted grade point average
display only

Academic History Details Procedure 162-9

Academic History Details Window Description

Table 162–1 Academic History Details Window Description

Field Name Type Features Description
Term Details button opens Term Details region
Term Details Region
Term Details Tab
Quarter default, quarter term type selected in Transcript Details region
display only
Semester default, semester term type selected in Transcript Details
display only region
Trimester default, trimester term type selected in Transcript Details
display only region
Term optional term name, for example, Semester 1, 2000
Start Date optional list of term start date
values:
pop-up
calendar
End Date optional list of term end date
values:
pop-up
calendar
Term Summary Tab
Units optional number of grade point average units attempted by
applicant
Grade Point Average optional applicant’s grade point average
Total Credit Points default, total credit points attempted, calculated by system
Attempted display only
Total Credit Points default, total credit points earned, calculated by system
Earned display only
Total Unit Grade default, total unit credit points, calculated by system
Points display only
Unit Details button opens Unit Details region
Unit Details Region
Unit Details Tab
Term default, term name, for example, Semester 1, 2000, entered in
display only Term Details tab

162-10 Oracle Student System User’s Guide

 Academic History Details Window Description

Table 162–1 Academic History Details Window Description

Field Name Type Features Description
[Term Start Date] default, term start date, entered in Term Details tab
display only
[Term End Date] default, term end date, entered in Term Details tab
display only
Unit optional unit code, for example, MATH 101
Unit Name optional unit name, for example, Introduction to Mathematics
Difficulty optional list of values level of difficulty
Grades Tab
Term default, term name, for example, Semester 1, 2000, entered in
display only Term Details tab
[Term Start Date] default, term start date, entered in Term Details tab
display only
[Term End Date] default, term end date, entered in Term Details tab
display only
Grade optional grade applicant received for unit
Credit Points optional number of credit points applicant attempted
Attempted
Credit Points Earned optional number of credit points applicant earned
Unit Grade Points optional number of unit credit points corresponding to grade
applicant received for unit
Total [Credit Points default, total number of credit points attempted; value appears
Attempted] display only in Total Credit Points Attempted field in Term Details
region
[Total Credit Points default, total number of credit points earned; value appears in
Earned] display only Total Credit Points Earned field in Term Details region
[Total Unit Grade default, total unit grade points; value appears in Total Unit
Points] display only Grade Points field in Term Details region

Academic History Details Procedure 162-11

Academic History Details Window Description

162-12 Oracle Student System User’s Guide

 163
Person Activities Procedure

This chapter describes how to enter a person’s activities. The following sections are
in this chapter:
■ Definition
■ Overview
■ Entering a Person’s Activities Procedure
■ Person Activities Window

Person Activities Procedure 163-1

Definition

Definition
The person activities procedure enters a person’s activities.

Overview
Many institutions request that applicants supply information about activities they
participated in before applying for admission. Also, information about an
applicant’s intended college activities, if admitted, can also be requested.

163-2 Oracle Student System User’s Guide

 Entering a Person’s Activities Procedure

Entering a Person’s Activities Procedure

To enter a person’s activities, perform the following steps.
1. In Oracle Student System, navigate to the Person Activities window as follows:
Admission - Direct Admission
The Direct Admission window appears.
2. Query the appropriate record.
3. Click Activities.
The Person Activities window appears.
4. Enter data in appropriate fields.
The following information applies to this step:
■ If an activity record has dependent children records, it cannot be deleted.
5. In the Start Date field, enter the date the applicant began the activity.
6. In the End Date field, enter the date the applicant ended the activity.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Person Activities Procedure 163-3

Person Activities Window

Person Activities Window

Figure 163–1 Person Activities Window

163-4 Oracle Student System User’s Guide

 164
Recruitment Procedure

This chapter describes how to enter recruitment details about a prospective student.
The following sections are in this chapter:
■ Definition
■ Overview
■ Entering Recruitment Details Procedure
■ Recruitments Window

Recruitment Procedure 164-1

Definition

Definition
The recruitment procedure enters recruitment details about a prospective student.

Overview
Many institutions record information about prospective students they obtain
through their recruitment efforts. Some of this information is self-reported by the
student and some may be included in the official report of results from
standardized testing agencies.

164-2 Oracle Student System User’s Guide

 Entering Recruitment Details Procedure

Entering Recruitment Details Procedure

The Entering Recruitment Details procedure includes the following parts:
■ Entering Prospect Details
■ Entering Details about a Prospect’s Other Interests
■ Entering Details about a Prospect’s Requirements
■ Entering Details about a Prospect’s Past History
■ Entering Advanced Placement Details
■ Entering Secondary School Details

Entering Prospect Details

To enter details about a prospect, perform the following steps.
1. In Oracle Student System, navigate to the Recruitments window as follows:
Admission - Direct Admission
The Direct Admission window appears.
2. Query the appropriate record.
3. Click Recruiting.
The Recruitments window appears.
4. Enter data in appropriate fields.
5. In the Prospect Special Interest field, select the item the prospective student
indicates is of special interest from the list of values.
6. Optionally, in the Priority of the Recruit field, enter the institution-defined
priority code for handling this prospect.
7. Optionally, in the Probability of Enrollment field, enter the institution-defined
probability for whether a prospect will enroll if admitted.
8. Optionally, in the Religion field, select the prospect’s religion from the list of
values.
A description of the religion appears in the adjacent field.
Note: A Religion field and corresponding field for a description may not appear
if the religion site level profile option is not set.

Recruitment Procedure 164-3

Entering Recruitment Details Procedure

9. Optionally, select the Very Important Person check box to give the prospect this
status.
10. Optionally, select the Deactivate Recruit status to indicate the institution is no
longer actively recruiting this prospect.
11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

Entering Details about a Prospect’s Other Interests

To enter details about a prospect’s other interests, perform the following steps.
1. In Oracle Student System, navigate to the Recruitments window as follows:
Admission - Direct Admission
The Direct Admission window appears.
2. Query the appropriate record.
3. Click Recruiting.
The Recruitments window appears.
4. Click the Other Interests tab.
5. Enter data in appropriate fields.
6. In the Recruit Program Interest field, select the program the prospective student
indicates is of special interest from the list of values.
7. In the Desired Institution Size field, select the institution size the prospect
prefers from the list of values.
8. In the Desired Institution Control field, select the type of institution, Private or
Public, the prospect prefers from the list of values.
9. In the Desired Institution Setting field, select the setting the prospect prefers
from the list of values.
10. In the Desired Institution Location field, select the location the prospect prefers
from the list of values.
11. Save or save and continue as follows:

File - Save or Save and Proceed

164-4 Oracle Student System User’s Guide

 Entering Recruitment Details Procedure

12. Close the window.

Entering Details about a Prospect’s Requirements

To enter details about a prospect’s requirements perform the following steps.
1. In Oracle Student System, navigate to the Recruitments window as follows:
Admission - Direct Admission
The Direct Admission window appears.
2. Query the appropriate record.
3. Click Recruiting.
The Recruitments window appears.
4. Click the Requirement tab.
5. Enter data in appropriate fields.
6. In the Desired Special Services field, select the special services the prospect
wants from the list of values.
7. In the Desired Employment field, select the employment the prospect prefers
from the list of values.
8. In the Desired Housing field, select the type of housing the prospect prefers
from the list of values.
9. In the Desired Degree Goal field, select the degree the prospect intends to
pursue from the list of values.
10. In the Desired Unit Set field, select the major the prospect intends to pursue
from the list of values.
11. In the Certainty of Choice of Unit Set field, select the value from the list of
values that indicates how certain the prospect is regarding his or her choice of
unit set.
12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Close the window.

Entering Details about a Prospect’s Past History

To enter details about a prospect’s past history, perform the following steps.

Recruitment Procedure 164-5

Entering Recruitment Details Procedure

1. In Oracle Student System, navigate to the Recruitments window as follows:

Admission - Direct Admission
The Direct Admission window appears.
2. Query the appropriate record.
3. Click Recruiting.
The Recruitments window appears.
4. Click the Past History tab.
5. Enter data in appropriate fields.
6. In the Subject fields, select the secondary school subjects the prospect indicates
he or she studied.
7. In the Years of Study fields, enter the total years the prospect studied each
subject.
8. Optionally, select the Honors check box if the prospect studied this subject at
the honors level.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Entering Advanced Placement Details

To enter a prospect’s advanced placement details, perform the following steps.
1. In Oracle Student System, navigate to the Recruitments window as follows:
Admission - Direct Admission
The Direct Admission window appears.
2. Query the appropriate record.
3. Click Recruiting.
The Recruitments window appears.
4. Click the Advanced Placement tab.
5. Enter data in appropriate fields.

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 Entering Recruitment Details Procedure

6. In the Placement Test Exemptions fields, select the placement tests the prospect
completed or plans to complete.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Entering Secondary School Details

To enter secondary school details, perform the following steps.
1. In Oracle Student System, navigate to the Recruitments window as follows:
Admission - Direct Admission
The Direct Admission window appears.
2. Query the appropriate record.
3. Click Recruiting.
The Recruitments window appears.
4. Click the Secondary School tab.
5. Enter data in appropriate fields.
6. Optionally, in the Number of Advanced Studies Classes Offered field, enter the
number of classes.
7. In the Number of Honors Classes Offered field, enter the number of classes.
8. In the Class Size field, enter the number of students.
9. In the Secondary School Location field, enter the location.
10. In the Desired Unit Set field, select the major the prospect intends to pursue
from the list of values.
11. In the % Planning to Pursue Higher Education field, enter the percentage.

12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Close the window.

Recruitment Procedure 164-7

Recruitments Window

Recruitments Window
Figure 164–1 Recruitments Window

164-8 Oracle Student System User’s Guide

 165
Admission Test Results Procedure

This chapter describes how to enter admission test results required for applicants.
The following sections are in this chapter:
■ Definition
■ Overview
■ Entering Admission Test Results Procedure
■ Admission Test Results Window

Admission Test Results Procedure 165-1

Definition

Definition
The admission test results procedure enters admission test results required for
applicants.

Overview
Many institutions require applicants to complete a standardized test or tests before
considering them for acceptance in a program. The Scholastic Aptitude Test (SAT) is
an example. Tests can include admission tests for a particular program or language
tests for international applicants.
Test segments are parts of a test that measure different aptitudes, skills, or
knowledge. For the Scholastic Aptitude Test, the Math and Verbal components are
test segments.

165-2 Oracle Student System User’s Guide

 Entering Admission Test Results Procedure

Entering Admission Test Results Procedure

To enter an admission test result, perform the following steps.
1. In Oracle Student System, navigate to the Admission Test Results window as
follows:
Admission - Direct Admission
The Direct Admission window appears.
2. Query the appropriate record.
3. Click Admission Tests.
The Admission Test Results window appears.
4. Enter data in appropriate fields.
The following information applies to this step:
■ If an admission test result record has dependent children records, it cannot
be deleted.
■ The system can calculate a composite test score that appears in the
Composite Test Score field after all test segments are entered in the Test
Segments tab, depending on setup options.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Admission Test Results Procedure 165-3

Admission Test Results Window

Admission Test Results Window

Figure 165–1 Admission Test Results Window

165-4 Oracle Student System User’s Guide

 166
Admissions Concurrent Processes
Procedure

This chapter describes how to run Admissions concurrent processes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Admissions Concurrent Processes Procedure
■ Rollover Admission Period Concurrent Process
■ Admission Calendar Rollover Report Concurrent Process
■ Initialize Admission Reconsiderations Concurrent Process
■ Initialize Admission Deferments Concurrent Process
■ Admissions Import Process Concurrent Process
■ Import Process Review Report Concurrent Process.
■ Import Process Details Report Concurrent Process
■ Exact/Partial Match Report Concurrent Process
■ Process Admission Inquiry Concurrent Process
■ Inquiry Package Status Report Concurrent Process
■ Admissions Government Offer File Load Concurrent Process
■ Admissions Postgraduate Government Offer File Load Concurrent Process
■ Admissions Academic Result Requisition Concurrent Process
■ Admissions Completeness Check Report Concurrent Process

Admissions Concurrent Processes Procedure 166-1

 ■ Students with Approved Deferment Report Concurrent Process
■ Lapse Admission Offers Concurrent Process
■ Clean Up Unconfirmed Student Program Attempts Concurrent Process
■ Admissions Government Enrollment Statistics Return File Concurrent Process

166-2 Oracle Student System User’s Guide

 Overview

Definition
Admissions concurrent processes are used to initiate batch transactions and
produce standard reports.

Overview
Table 166–1 describes when the Admissions concurrent processes are typically run.

Table 166–1 When Admissions Concurrent Processes are Run

Admissions Concurrent
Process When Typically Run
Rollover Admission at start of admission period or when installing system and
Period, Admission setting up calendars
Calendar Rollover Report
Initialize Admission shortly before start of admission period
Reconsiderations,
Initialize Admission
Deferments
Admissions Import when importing prospect and applicant data
Process, Import Process
Review Report, Import
Process Details Report,
Exact/Partial Match
Report
Process Admission when processing admission inquiries
Inquiry, Inquiry Package
Status Report
Admissions Government used in Australia to import offer files and obtain academic
Offer File Load, results
Admissions Postgraduate
Government Offer File
Load, Admissions
Academic Result
Requisition
Admissions Completeness at any time to check completeness of application
Check Report
Students with Approved at any time or shortly before end of admission period
Deferment Report

Admissions Concurrent Processes Procedure 166-3

Overview

Table 166–1 When Admissions Concurrent Processes are Run

Admissions Concurrent
Process When Typically Run
Lapse Admission Offers, at end of admission period to lapse any outstanding offers or
Clean Up Unconfirmed to remove unconfirmed student program attempts created by
Student Program preenrollment process
Attempts

166-4 Oracle Student System User’s Guide

 Admissions Concurrent Processes Procedure

Admissions Concurrent Processes Procedure

To run an Admissions concurrent process, perform the following steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Request window appears.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the tables in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Admissions Concurrent Processes Procedure 166-5

Rollover Admission Period Concurrent Process

Rollover Admission Period Concurrent Process

The Rollover Admission Period concurrent process reproduces admission period
details, including admission category, process type, and program offering option
restrictions, in a future academic period by attaching them to an existing admission
calendar rolled over as part of the Calendar Rollover process.

Table 166–2 Rollover Admission Period Concurrent Process Parameters

Parameter Description
Academic Period academic period to which details for all active admission
periods are rolled over
Admission Category admission category to be rolled over
Note: Admission period details must be rolled over for all
categories. If one admission category is rolled over, and other
admission categories are rolled over later, the first admission
category appears as an exception in the log file.

The Rollover Admission Period concurrent process is run by an Admissions

specialist as part of the annual rollover process. The Calendar Rollover and the
Program Structure Rollover concurrent processes must be run first.
For information on rolling over admission calendars, see Rolling Over Admission
Calendars, Chapter 104, Admissions Functions and Maintenance.
This concurrent process produces a log file of exceptions encountered during the
rollover process. The log file is viewed by running the Admission Calendar
Rollover Report.

166-6 Oracle Student System User’s Guide

 Admission Calendar Rollover Report Concurrent Process

Admission Calendar Rollover Report Concurrent Process

The Admission Calendar Rollover Report displays exceptions from the Admission
Calendar Rollover process and the reason no rollover occurred.

Table 166–3 Admission Calendar Rollover Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Log File Creation Date defaults to most recent log file
Note: Previous log files can be accessed from the list of values.

The Admission Calendar Rollover Report is run after the Admission Calendar
Rollover concurrent process by an Admissions specialist in batch mode or online.
For information on the Admission Calendar Rollover process, see Rolling Over
Admission Calendars, Chapter 104, Admissions Functions and Maintenance.
This concurrent process produces the Admission Calendar Rollover Report.

Admissions Concurrent Processes Procedure 166-7

Initialize Admission Reconsiderations Concurrent Process

Initialize Admission Reconsiderations Concurrent Process

The Initialize Admission Reconsiderations concurrent process updates the outcome
status of unsuccessful admission applications in future admission periods. If an
admission application has an outcome status of No-Quota or Rejected and the
Request for Reconsideration check box in the Direct Admissions Program window
is selected, and if its program offering option is available during the next admission
period, the application outcome status is reset to Pending, and the Request for
Reconsideration check box is deselected. This check box can be reset manually as
required.

Table 166–4 Initialize Admission Reconsiderations Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Previous Log Creation previous period for which concurrent process is run
Date (Required only for
a Prior Job Run)
Report Level report level; all messages or only exceptions can be displayed

The Initialize Admission Reconsiderations concurrent process is scheduled to run

nightly by an Admissions specialist. This concurrent process does not run if the
value of the initialize admission period date alias, which is typically near the
beginning of the admission period, does not match the current date.
For information on setting up the initialize admission period date alias, see
Admission Calendars, Chapter 104, Admissions Functions and Maintenance or
Chapter 155, Admissions Calendar Configurations Procedure.
This concurrent process produces the Initialize Reconsiderations report. Depending
on the selected data, the report displays all records successfully processed or only
the exceptions.

166-8 Oracle Student System User’s Guide

 Initialize Admission Deferments Concurrent Process

Initialize Admission Deferments Concurrent Process

The Initialize Admission Deferments concurrent process reactivates admission
applications successfully deferred in a previous admission period. If an admission
application’s offer response status is Deferred and its commencing admission
period, recorded in the Direct Admissions Program window, is the current
admission period, the offer response status is reset to Pending and the offer
response date is cleared for the current period.

Table 166–5 Initialize Admission Deferments Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Previous Log Creation previous period for which concurrent process is run
Date (Required only for
a Prior Job Run)
Report Level report level; all messages or only exceptions can be displayed

If an application’s program offering option matches the one in the current period,
the application is preenrolled. Otherwise, the application is reported in the log file.
The Initialize Admission Deferments concurrent process is scheduled to run nightly
by an Admissions specialist. This concurrent process does not run if the initialize
admission period date alias, typically near the beginning of the admission period,
does not match the current date.
This concurrent process produces the Clean Up Unconfirmed Student Program
Attempts. Depending on the selected date, the report displays all records
successfully processed or only the exceptions.

Admissions Concurrent Processes Procedure 166-9

Admissions Import Process Concurrent Process

Admissions Import Process Concurrent Process

The Admissions Import Process concurrent process imports data, such as prospect
lists, test scores, and admission applications from various sources. This concurrent
process is invoked from the Admissions Import Process window.
For information on the Admissions Import Process concurrent process, see
Chapter 108, Admissions Import Process Procedure.

166-10 Oracle Student System User’s Guide

 Import Process Review Report Concurrent Process.

Import Process Review Report Concurrent Process.

The Import Process Review Report concurrent process displays the import data that
is compared with existing data.

Table 166–6 Import Process Review Report Concurrent Process Parameters

Parameter Description
Batch ID batch ID from admissions open interface
Alias source category including alias data elements
Special Needs source category including special needs data elements
Statistics source category including statistics data elements
Employment source category including employment data elements
International Details source category including international details data elements
Health Insurance source category including health insurance data elements
Military source category including military data elements
Academic History source category including academic history data elements
Reference source category including reference data elements
Extracurricular source category including extracurricular data elements
College Acts source category including college activities data elements
Test Results source category including test results data elements
Admission Application source category including admission application data
elements
Person Relation source category including person relation data elements

Admissions Concurrent Processes Procedure 166-11

Import Process Details Report Concurrent Process
Import Process Details Report Concurrent Process
The Import Process Details Report concurrent process displays the status of all
records processed by the import process.
Table 166–7 Import Process Details Report Concurrent Process Parameters
Parameter
Report Type
Batch ID
Person Relation
Alias
Special Needs
Statistics
Employment
International Details
Health Insurance
Military
Academic History
Reference
Extracurricular
College Activities
Test Results
Address Type
Academic Honors
Admission Application
Applicant Intent
Academic Interests
Special Interests
Special Talents
Unit Sets Applied
166-12 Oracle Student System User’s Guide
Description
report type
batch ID from admissions open interface
source category including person relation data elements
source category including alias data elements
source category including special needs data elements
source category including statistics data elements
source category including employment data elements
source category including international details data elements
source category including health insurance data elements
source category including military data elements
source category including academic history data elements
source category including reference data elements
source category including extracurricular data elements
source category including college activities data elements
source category including test results data elements
source category including address type data elements
source category including academic honors data elements
source category including admission application data
elements
source category including applicant intent data elements
source category including academic interests data elements
source category including special interests data elements
source category including special talents data elements
source category including unit sets applied data elements
 Exact/Partial Match Report Concurrent Process

Exact/Partial Match Report Concurrent Process

The Exact/Partial Match Report concurrent process displays exact and partial
matches identified during the import process.

Table 166–8 Exact/Partial Match Report Concurrent Process Parameters

Parameter Description
Batch ID batch ID from admissions open interface
Report Type report type

Admissions Concurrent Processes Procedure 166-13

Process Admission Inquiry Concurrent Process

Process Admission Inquiry Concurrent Process

The Process Admission Inquiry concurrent process updates the status of
REGISTERED and ACKNOWLEDGED admission inquiry records according to the
parameters selected while processing inquiry packages.

Table 166–9 Process Admission Inquiry Concurrent Process Parameters

Parameter Description
Inquiry Date date inquiries are processed
Status to be Processed inquiry status to be processed; Registered, Acknowledged, or
Both
Process Inquiries when if selected, person requesting information is notified that no
no package items are package items are available and approximate mailing date is
available indicated
Process Inquiries when if selected, inquiries in which all package items are unavailable
package is incomplete are processed
Person Responsible for person responsible for person ID group
the Person ID Group
Person to assume person who can view group member details in Person ID Group
ownership of the Person Definitions window and access ID group to run Inquiry
ID Group Package Status Report and Person Address Labels report;
defaults to current user; person ID group number is not
displayed; security access to group cannot be granted to another
user through Person ID Group Definitions window; database
administrator must grant security access

166-14 Oracle Student System User’s Guide

 Process Admission Inquiry Concurrent Process

The Process Admission Inquiry concurrent process selects admission inquiry

records with statuses of REGISTERED and ACKNOWLEDGED, and checks which
inquiry package items are available according to criteria in Table 166–10.

Table 166–10 Criteria for Checking Inquiry Package Item Availability

Force Processing Check
Box in Record Admission
Inquiry Enquiries Window or
Package Items Force Processing
Available Parameters Selected? Results
all not applicable current date appears in Mailed field,
inquiry status is updated to COMPLETE,
and person ID appears in ID group created
during process
some yes current date appears in Mailed field for
available package items, person ID
appears in ID group created during
process, inquiry status for REGISTERED
enquiries is updated to
ACKNOWLEDGED, and status of
ACKNOWLEDGED inquiry records
remains
some no no incomplete inquiry records are
processed

The Process Admission Inquiry concurrent process is run by an Admissions

specialist nightly during busy inquiry periods, and weekly throughout the rest of
the year. This concurrent process can only be run in batch mode.
The Inquiry Package Status Report report, producing a run list with details of each
inquiry record and the available and unavailable package items, and the Person
Address Labels report, producing address labels required to mail the inquiry
packages, must be run after this concurrent process is complete.
The Process Admission Inquiry concurrent process does not produce an exception
report, however, the number of records processed and the ID group number of the
person ID group created can be viewed in the run log file.
For information on recording enquiries, see Admission Inquiries, Chapter 103,
Admissions Overview.

Admissions Concurrent Processes Procedure 166-15

Inquiry Package Status Report Concurrent Process

Inquiry Package Status Report Concurrent Process

The Inquiry Package Status Report concurrent process lists available package items
that are mailed to persons requesting information recorded in the person ID group
created by the Process Admission Inquiry concurrent process. Information in this
report is used to assemble inquiry packages.

Table 166–11 Inquiry Package Status Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Person ID Group person ID group; single ID groups can be used
Note: If the Process Admission Inquiry concurrent process is
not run, no person ID group is created, and no person ID group
can be selected in this report.

The Inquiry Package Status Report concurrent process is run as required by an

Admissions specialist along with the Person Address Labels report. This concurrent
process can be run in both batch and immediate modes, but cannot be scheduled as
part of the Process Admission Inquiry concurrent process since the person ID can
only be selected after processing is complete. The Inquiry Package Status Report
concurrent process depends on a person ID group accessed in the Process
Admission Inquiry concurrent process.
The concurrent process displays each person from the ID group along with the
following:
■ address details
■ inquiry characteristics
■ available package items
■ unavailable package items

166-16 Oracle Student System User’s Guide

 Admissions Government Offer File Load Concurrent Process

Admissions Government Offer File Load Concurrent Process

The Admissions Government Offer File Load concurrent process loads admission
applications through the government into Oracle Student System.

Table 166–12 Admissions Government Offer File Load Concurrent Process

Parameters
Parameters Description
Offer File Name full directory and file path to offer file
Offer Round offer round; must match value in offer round file
Academic Calendar academic period into which applications are placed; defaults to
current period
Admission Calendar admission period into which applications are placed; defaults to
current period
Address Type address type of domestic applicant addresses supplied by
government
Note: An address type is entered for both domestic and
overseas addresses. Domestic applicants can provide an
overseas address.
Overseas Address Type address type of overseas applicant addresses supplied by
government
Note: An address type is entered for both domestic and
overseas addresses. Domestic applicants can provide an
overseas address.
Alternate Person ID alternate person ID type of applicants’ government
Type identification numbers
Override Admission admission category created for government admissions that
Category overrides default admission category from program offer option
Fee Payment fee payment type represented in offer round file
Fee Paying Higher when government provides files containing offers for HECS
Education Contribution liable places, offers for fee paying places, or both, identifies
Scheme Payment Option which HECS exempt payment option applies to fee paying
applicants
Note: This parameter is only required if the Fee Payment
parameter is set to Fee-Paying or Both.

Admissions Concurrent Processes Procedure 166-17

Admissions Government Offer File Load Concurrent Process

Table 166–12 Admissions Government Offer File Load Concurrent Process

Parameters
Parameters Description
Pre-enroll Indicator if selected, indicates application is preenrolled when entered
Note: Applications not preenrolled by this concurrent process
are preenrolled by the Batch Pre-Enrollment Process concurrent
process, if allowed by the admission process category steps.
Offer Letter Required if selected, indicates offer letter is produced by Admission
Letter Production concurrent process
Note: Offer letters can be produced by government.

Depending on the data, this concurrent process performs the following tasks:
■ checks for matching person records
■ creates a person ID or uses an existing one and attempts to insert a new
alternate person ID record using the government ID
■ inserts person address details according to the address type parameters
■ retrieves the admission code and basis for admission type for a government
admission code
■ validates and inserts admission application, program application, and
application instance details. The admission program application instance is
created with an outcome status of Offer.
■ inserts a secondary education, secondary education subject, and tertiary
education record for an application
The Admissions Government Offer File Load concurrent process is run as required
by an Admissions specialist when the government offer round file is provided.
For information on the Tertiary Admission Center Admission process, see
Centralized Government Admissions, Chapter 103, Admissions Overview.
This concurrent process produces a log file of the action performed for each record.

166-18 Oracle Student System User’s Guide

 Admissions Postgraduate Government Offer File Load Concurrent Process

Admissions Postgraduate Government Offer File Load Concurrent

Process
The Admissions Postgraduate Government Offer File Load concurrent process
loads applications for postgraduate admission through the government into Oracle
Student System.

Table 166–13 Admissions Postgraduate Government Offer File Load Concurrent

Process Parameters
Parameter Description
Offer File Name full directory and file path to offer file
Offer Round offer round; must match value in offer round file
Academic Calendar academic period into which applications are placed; defaults to
current period
Admission Calendar admission period into which applications are placed; defaults to
current period
Address Type address type of domestic applicant addresses supplied by
government
Note: An address type is entered for both domestic and
overseas addresses. Domestic applicants can provide an
overseas address.
Overseas Address Type address type of overseas applicant addresses supplied by
government
Note: An address type is entered for both domestic and
overseas addresses. Domestic applicants can provide an
overseas address.
Alternate Person ID alternate person ID type of applicants’ government
Type identification numbers
Override Admission admission category created for government admissions that
Category overrides default admission category from program offer option
Pre-enroll Indicator if selected, indicates application is preenrolled when entered
Note: Applications not preenrolled by this concurrent process
are preenrolled by the Batch Pre-Enrollment Process concurrent
process, if allowed by the admission process category steps.
Offer Letter Required if selected, indicates offer letter is produced by Admission
Letter Production concurrent process
Note: Offer letters can be produced by government.

Admissions Concurrent Processes Procedure 166-19

Admissions Postgraduate Government Offer File Load Concurrent Process

Depending on the data, this concurrent process performs the following tasks:
■ checks for matching person records
■ creates a person ID or uses an existing one and attempts to insert a new
alternate person ID record using the government ID
■ inserts person address details according to the address type parameters
■ retrieves the admission code and basis for admission type for a government
admission code
■ validates and inserts admission application, program application, and
application instance details. The admission program application instance is
created with an outcome status of Offer.
■ inserts a secondary education, secondary education subject, and tertiary
education record for an application
The Admissions Postgraduate Government Offer File Load concurrent process is
run as required by an Admissions specialist when the government offer round file is
provided.
For information on the Tertiary Admission Center Admission process, see
Centralized Government Admissions, Chapter 103, Admissions Overview.
This concurrent process produces a log file of the action performed for each record.

166-20 Oracle Student System User’s Guide

 Admissions Academic Result Requisition Concurrent Process

Admissions Academic Result Requisition Concurrent Process

The Admissions Academic Result Requisition concurrent process provides the
government agency with the results it requests.
The Lapse Admission Offers concurrent process does not have parameters.
The Admissions Academic Result Requisition concurrent process is run by an
Admissions specialist after the government agency submits an electronic request for
academic results.
For information on the Government Academic Results Requisition process, see
Government Admissions, Chapter 104, Admissions Functions and Maintenance.
This concurrent process produces both the Academic Results Requisition report and
an extract file in accordance with government agency specifications.

Admissions Concurrent Processes Procedure 166-21

Admissions Completeness Check Report Concurrent Process

Admissions Completeness Check Report Concurrent Process

The Admissions Completeness Check Report concurrent process assesses the
completeness of person and admission application records and shows data needed
before making an offer to an applicant. Items designated as mandatory in the
Admission Process Category Detail window are checked.

Table 166–14 Admissions Completeness Check Report Concurrent Process

Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Start Period start period
Admission Process user-defined category assigning system admission process type
Category to admission category
Person Number person number
Organizational Unit business unit of institution or organization
Program Code identifies program

The Admissions Completeness Check Report concurrent process is run regularly

during admission periods by an Admissions specialist.
This concurrent process is run in the following ways:
■ when an attempted offer fails, by running for a single person, specifying
parameters and a person ID
■ in batch or immediate modes during an admission period to check all
application instances for a commencement period
This concurrent process produces a report of data missing in all admission program
application instances and at the person level. The report also explains each error.

166-22 Oracle Student System User’s Guide

 Students with Approved Deferment Report Concurrent Process

Students with Approved Deferment Report Concurrent Process

The Students with Approved Deferment Report concurrent process assesses the
number of students with approved deferment, the availability of places for
subsequent admissions, deferment trends in organizational units, and the load for
deferred students in the next admission period.

Table 166–15 Students with Approved Deferment Report Concurrent Process

Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Admission Process Type admission process type
Admission Category institution-defined category to group applicant set whose
applications are processed through common set of admission
procedure steps
Program Organizational program organizational unit
Unit
Program program
Program Type Group institution-defined program type collection for estimating
census date enrollment statistics
Location campus, study center, or other place where institution conducts
business or holds classes
Attendance Mode how student undertakes program
Attendance Type describes whether student is full-time or part-time, based on
study load
Start Period start period

The Students with Approved Deferment Report concurrent process is run by an

Admissions specialist as needed or is scheduled to run at regular intervals during
and at the end of admission periods. This concurrent process can be run in batch
mode or online, particularly with a small data set.
The report is presented in landscape mode and is sorted by admission process type,
admission category, and organizational unit.

Admissions Concurrent Processes Procedure 166-23

Lapse Admission Offers Concurrent Process

Lapse Admission Offers Concurrent Process

The Lapse Admission Offers concurrent process updates the application status, and
changes the offer response status of successful admission applications to which no
reply was received by the offer response date to Lapsed.
The Lapse Admission Offers concurrent process does not have parameters.
The Lapse Admission Offers concurrent process is run by an Admissions specialist
nightly throughout the admission period.
For admission applications with an outcome status of Offered or Cond-Offer, an
offer response status of Pending, and a passed offer response date, this concurrent
process sets the application status to Complete and the offer response status to
Lapsed.

166-24 Oracle Student System User’s Guide

 Clean Up Unconfirmed Student Program Attempts Concurrent Process

Clean Up Unconfirmed Student Program Attempts Concurrent Process

The Clean Up Unconfirmed Student Program Attempts concurrent process deletes
unconfirmed student program attempts created by preenrolling admission offers.

Table 166–16 Clean Up Unconfirmed Student Program Attempts Concurrent Process

Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Log Creation Date previous period for which concurrent process is run
(Required only for a
Prior Job Run)
Report Level report level; all messages or only exceptions can be displayed

The concurrent process determines a student program attempt has a program

attempt status of Unconfirmed and an admission program application instance with
either of the following conditions:
■ an admission outcome status of Rejected, Withdrawn, or Void
■ an admission offer response status of Rejected, Lapsed, or Deferral
If these conditions are met, the concurrent process deletes the following items for
each record:
■ student program attempt
■ student unit attempt records and histories
■ student program HECS options
■ student unit set attempts
■ student program attempt enrollment record
When deleting unconfirmed student program attempts, the Clean Up Unconfirmed
Student Program Attempts concurrent process reverses fee assessments as long as
the fee assessment effective date is set later than the program commencement date.
Otherwise, the Clean Up Unconfirmed Student Program Attempts concurrent
process does not reverse the fee assessment, but uses the program commencement
date as the effective date for reversing fee assessments.

Admissions Concurrent Processes Procedure 166-25

Clean Up Unconfirmed Student Program Attempts Concurrent Process

If contract and sponsorship details are established in the Establish Fee Contracts
window and a predictive fee assessment is run, the Clean Up Unconfirmed Student
Program Attempts concurrent process performs the following tasks:
■ reverses the fee assessment and inserts the transaction amounts to reduce the
balance in the Direct Assignment of Sponsorships window
■ end dates the contract by inserting the start date of the contract, which can be
viewed in the Contract Fee Assessment Rates and the Establish Fee Contracts
windows
■ end dates sponsorship with the sponsorship start date, which can be viewed in
the Direct Assignment of Sponsorships window
■ retains the student program attempt
■ reports the student details and produces the Unconfirmed Student Program
Attempt not deleted because of fee assessment details message in the Clean Up
Unconfirmed Student Program Attempts
If a contract is established, but a predictive fee assessment is not run, the concurrent
process performs the following tasks:
■ deletes the contract and the student program attempt
■ reports the student details and produces the Unconfirmed Student Program
Attempt successfully deleted message in the Clean Up Unconfirmed Student
Program Attempts
The Clean Up Unconfirmed Student Program Attempts concurrent process also
checks for other program attempt related data, such as advanced standing data with
a granting status other than Approved, that cannot be deleted, and makes an entry
in the Clean Up Unconfirmed Student Program Attempts.
The Clean Up Unconfirmed Student Program Attempts concurrent process is
scheduled to run nightly by an Admissions specialist and depends on the
enrollment clean-up date alias. This concurrent process does not run if the
enrollment clean-up date alias, typically near the end of the admission period, does
not match the current date, although a blank report is still produced.
For information on setting up the enrollment clean-up date alias, see Chapter 184,
Enrollment Calendar Configuration Procedure.
This concurrent process produces the Clean Up Unconfirmed Student Program
Attempts. Depending on the selected data, the report displays all records
successfully processed or only the exceptions.

166-26 Oracle Student System User’s Guide

 Admissions Government Enrollment Statistics Return File Concurrent Process

Admissions Government Enrollment Statistics Return File Concurrent

Process
The Admissions Government Enrollment Statistics Return File concurrent process
produces the government enrollments statistics return.

Table 166–17 Admissions Government Enrollment Statistics Return File Concurrent

Process Parameters
Parameter Description
Academic Calendar academic calendar on which concurrent process runs; admission
applications and student program attempts in this period are
processed
Input Filename input filename

The Admissions Government Enrollment Statistics Return File concurrent process is

run as required by an Admissions specialist. The concurrent process is run only in
batch mode when the government offer round file is provided, generally after
admission offer processing is complete.
For information on the Government Enrollments Statistics process, see Government
Admissions, Chapter 104, Admissions Functions and Maintenance.
This concurrent process produces an error log file of the details from the
government request file records that did not reconcile with Oracle Student System
records. The log file can be used for institution checking.

Admissions Concurrent Processes Procedure 166-27

Admissions Government Enrollment Statistics Return File Concurrent Process

166-28 Oracle Student System User’s Guide

Part III
Enrollments
 167
Enrollments Introduction

This chapter describes Enrollments. The following sections are in this chapter:
■ Overview
■ Topics

Enrollments Introduction 167-1

Overview

Overview
The Enrollments subsystem manages student enrollment, reenrollment, and
enrollment changes.
Figure 167–1 represents the Enrollments subsystem.

Figure 167–1 Enrollments Subsystem

167-2 Oracle Student System User’s Guide

 Topics

Topics
For an overview of the Enrollments subsystem, see Chapter 168, Enrollments
Overview and Chapter 169, Preenrollment Process Overview.
For information on Enrollments windows, see Chapter 170, Student Enrollments
Procedures to Chapter 193, Enrollment Note Types Procedure.
For information on Enrollments concurrent processes, see Chapter 194, Enrollments
Concurrent Processes Procedure, Part I and Chapter 195, Enrollments Concurrent
Processes Procedure, Part II.

Enrollments Introduction 167-3

Topics

167-4 Oracle Student System User’s Guide

 168
Enrollments Overview

This chapter provides an overview of the Enrollments subsystem.

The following sections are in this chapter:
■ Purpose
■ User Responsibilities
■ Enrollment Reference Data
■ Entering Student Enrollment Information
■ Entering and Confirming Enrollments
■ Managing Existing Enrollments
■ Structuring and Managing Student Load
■ Managing Unit Discontinuation

Enrollments Overview 168-1

Purpose

Purpose
The Enrollments subsystem enters and maintains all details required for the
management of student enrollment, reenrollment, and enrollment changes,
including the following items:
■ setting up and configuring enrollment calendars
■ creating and maintaining institution-defined and government-defined
enrollments related reference data
■ establishing an enrollment session, controlling access to enrollment functions,
and setting up enrollment procedures
■ identifying commencing and continuing students eligible to enroll
■ entering, confirming, and maintaining enrollment related details, including
student personal details, statistics, HECS payment options, and fee and
correspondence categories
■ entering and confirming enrollment information related to student program
attempts, unit attempts, and unit set attempts
■ entering information associated with a particular enrollment in various
windows
■ managing existing program enrollments affected by changing student program
offering options, intermission, program transfer, and holds
■ managing unit discontinuation
■ managing student load structure
■ checking a student’s program of study against program and unit rules
■ producing reports
■ producing specialized items of correspondence
The Enrollments subsystem is closely integrated with the following subsystems:
■ Admissions, in which offers of enrollment are entered and students are
assigned enrollment, fee, and correspondence categories
■ Advanced Standing, in which the granting of advanced standing can directly
affect unit attempt enrollment
■ Student Finance, in which fees are calculated based on program, unit, and fee
category data entered in the Enrollments subsystem

168-2 Oracle Student System User’s Guide

 User Responsibilities

■ Assessments, in which assessment items are maintained for student program

and unit attempts
■ Progression, in which failure to satisfy progression requirements, based on
student unit attempts, can cause discontinuation of program attempts

User Responsibilities
The Enrollments subsystem maintains enrollment reference data and student
enrollment data.
The ability to maintain reference data is restricted to subsystem specialists and
system administrators.
Student enrollment data is maintained by enrollment staff, faculty users, and
regular staff. Security access can be customized to the institution’s requirements,
allowing staff access to the complete enrollment process or to a subset of the
process, or restricting the set of data that a particular user can create, retrieve, or
modify.
Enrollment details are used in other subsystems and can be accessed through
special inquiry or reporting interfaces.

Enrollments Overview 168-3

Enrollment Reference Data

Enrollment Reference Data

This section describes data relationships in the Enrollments subsystem and how to
set up and maintain reference data.
The following topics are in this section:
■ Enrollment Calendars
■ Person Details
■ Person Statistics
■ Student Program Attempts
■ Student Unit Attempts

Enrollment Calendars
Enrollment calendars provide a framework for the preenrollment process. When a
student program attempt is preenrolled, a student program attempt enrollment
record is created, as viewed in the Program Attempt Administration window.
Enrollment calendars represent the institution's enrollment periods. Each
enrollment period must be related to a superior academic period, because
preenrollment is always in the context of an academic year. Each admission period
must have a subordinate enrollment period, because admission applications are
preenrolled into particular enrollment periods.
Each admission period should correspond to an enrollment period. For example,
Admission Period 1, Beginning of Year Intake, and Admission Period 2, Mid-Year
Intake, should have corresponding enrollment periods.
Various dates must be defined for enrollment and other processes to function. Some
of the dates must be attached to enrollment calendars.
The following topics are included in this section:
■ Setting up Enrollment Calendars
■ Enrollment Calendar Configuration

168-4 Oracle Student System User’s Guide

 Enrollment Reference Data

Setting up Enrollment Calendars

The procedure for setting up enrollment calendars is as follows:
1. Enter enrollment periods using the Calendar Types window. Enrollment
periods should represent the institution's enrollment periods.
Start and end dates of enrollment calendars are not critical for enrollment to
function.
2. Relate each enrollment calendar to its superior academic calendar using the
Calendar Instance Relationships window, accessed from the Calendar Types
window.
3. Relate each enrollment calendar to its superior admission period using the
Calendar Instance Relationships window.
This step can be performed during admission calendar setup.
4. Define the date aliases to be used for critical enrollment dates using the
Enrollment Calendar Configuration window.
For information on defining date aliases, see Enrollment Calendar
Configuration in this chapter.
5. Using the Calendar Date Alias Instances window, accessed from the Calendar
Types window, enter instances of the enrollment date aliases applicable to the
calendar instance or alternatively, using the Date Alias Instances window,
accessed from the Date Aliases window, enter instances of the enrollment date
alias for the relevant calendars.

Enrollment Calendar Configuration

Predefined dates in the Enrollments subsystem are used as default dates in certain
data records, and to control the operation of some processes.

Enrollments Overview 168-5

Enrollment Reference Data

The Enrollment Calendar Configuration window is used to enter institution defined

date aliases. Table 168–1 lists date aliases, calendar categories, and their functions.
Table 168–1 Enrollment Calendar Configuration
Calendar
Date Alias Category Function
Census teaching represents teaching period census
Program academic represents end of 12 month period for when
Completion Cutoff program completions are to be reported in
government statistics Past Program Completions
file
Note: This date alias should be attached to the
academic year prior to the submission year. For
example, if an instance of 31-MAY-1999 is
entered for the date alias in an academic
calendar representing 1998, when the 1999
Submission of the Past Program Completions job
is run, all student program attempts with a
completion date between 01-JUN-1998 and
31-MAY-1999 are included in the file.
Start Date academic represents default start date within an academic
period calendar instance
Note: Only one start date alias can exist in each
academic period calendar instance. If a student
confirms an intention to commence a program
before the start date alias instance, the program
commencement is defaulted to the date alias
instance. If the student confirms after the start
date alias, the program commencement defaults
to the current date. In either case, the default
date can be overridden.
Note: If the start date is overridden, the
manually entered date becomes the new default.
Program Start teaching describes date alias, within a teaching period, on
Cutoff which a student is no longer considered starting
within the chosen program. The system searches
for the date alias in the student's first enrolled
teaching period. Typically, the census date is the
Program Start Cutoff date alias.
Record Open teaching describes date alias when entering unit
enrollments opens within a teaching period
calendar instance. Combined with the Record
Cutoff date alias, logical enrollment windows
can be constructed.

168-6 Oracle Student System User’s Guide

 Enrollment Reference Data

Table 168–1 Enrollment Calendar Configuration

Calendar
Date Alias Category Function
Record Cutoff teaching describes date alias when entering unit
enrollments closes within a teaching period
calendar instance. Combined with the Record
Open date alias, logical enrollment windows can
be constructed.
Variation Cutoff teaching Note: For the variation cutoff to be effective, date
alias instances have to be specified for each
teaching period. If an instance is not specified for
a particular teaching period, no restriction
applies.
Sub-Unit teaching required to establish relationships between
teaching calendar instances where sub-units are
enrolled and the teaching calendar instance that
enrolls the superior unit
Note: To be linked, all sub-units must be enrolled
in teaching periods that contain the specified
date alias and fall within the start and end dates
of the teaching period that enrolls the superior
unit. If a Sub-Unit date alias is not specified, the
superior unit and its sub-unit must be enrolled
in the same teaching period.
Effective academic during the time the Enrollment Effective Start
Enrollment Start date alias represents, the related academic period
is considered the current period. For example,
for enrollment purposes, a date in October or
November would be the beginning of the
following year's cycle, making that instance the
effective current instance.
Load Effective load used to determine the current load calendar for
point-in-time load and attendance type
calculations
Note: The processes determine the most recent
instance of the date alias and use the load
calendar, if it exists, as the basis for the
derivation of attendance type and load. Instances
in calendars other than load have no effect.
Package enrollment describes a default enrollment package
Production production date

Enrollments Overview 168-7

Enrollment Reference Data

Table 168–1 Enrollment Calendar Configuration

Calendar
Date Alias Category Function
Form Due enrollment describes a default enrollment form due date
that is used by a job that produces enrollment
forms if a specific due date is not specified at run
time
Enrolled Rule teaching represents the last date when unit attempts can
Cutoff be switched from INVALID to ENROLLED as a
result of passing a previously failed rule
Invalid Rule teaching represents the last date when unit attempts can
Cutoff be switched from ENROLLED to INVALID as a
result of failing a unit rule check
Enrollment enrollment represents when unconfirmed student program
Cleanup attempts are purged within an enrollment period
Note: The Clean-Up Unconfirmed Student
Program Attempt job deletes unconfirmed
student program attempts that are created
through preenrollment of an admission
application in admission periods that are
superior to the specified enrollment period.
Lapse academic represents the last date in an academic period
that an INACTIVE student program attempt is
automatically set to LAPSED
Note: The Student Program Attempt Lapse job
lapses INACTIVE student program attempts.

168-8 Oracle Student System User’s Guide

 Enrollment Reference Data

Person Details
Figure 168–1 shows the main data relationships related to person details, the
student data the Enrollments subsystem manages.

Figure 168–1 Person Details Data Relationships

Each student is identified by a standard set of data including an identification

number, surname, given names, and birthdate. The system also allows alternative
names, disability details, and visa details for international students to be entered.
Before entering some of the personal data, reference data must exist. For example,
to enter alternate person IDs, the system must already have entered the set of
person ID types as reference data.

Enrollments Overview 168-9

Enrollment Reference Data

Person Statistics
Figure 168–2 shows the main data relationships related to person statistics,
statistical data entered for a student. The majority of person statistics is in the form
of predefined codes that map to government-specified codes used to report student
statistical information to the government. These codes are reference data and must
be set up prior to entering student statistics.

Figure 168–2 Person Statistics Data Relationships

For example, Citizenship Status uses institution-defined codes for the various
statuses. These codes are reference data and must be entered in the system. Each
institution-defined citizenship code must be mapped to a government code used for
statistical reporting to the government. Government codes must be entered in the
system before the institution-defined codes.

168-10 Oracle Student System User’s Guide

 Enrollment Reference Data

Student Program Attempts

Figure 168–3 shows the main data relationships related to student program
attempts. A student program attempt refers to the process of entering a program
offering option for a student. Student program attempts are generally created
through the admission process.

Figure 168–3 Student Program Attempt Data Relationships

A student program attempt can store additional information about the program
attempt in the Student Program Attempt window, or in other windows, accessed
through the Student Enrollments window. Before entering additional information,
predefined values must be entered in the system as reference data.
For example, before entering a HECS payment option for a student's program
attempt, institution-defined HECS payment options must be entered and mapped
to government-defined HECS payment options. The government-defined HECS
payment options must be entered in the system before the institution-defined codes.

Enrollments Overview 168-11

Enrollment Reference Data

For information on program offering option records, see Relationships Required to

Define Program Offering Options, Chapter 4, Program Structure and Planning
Overview.

Student Unit Attempts

Figure 168–4 shows the main data relationships related to student unit attempts. A
student unit attempt belongs to a particular program attempt and is defined by a
combination of the program attempt, the unit offering option that is the subject of
the student unit attempt, and the academic period of the student's enrollment.
Academic periods are maintained in the Calendar subsystem.

Figure 168–4 Student Unit Attempt Data Relationships

Additional information is entered for a student unit attempt, including related

superior unit, exam location, rule waiver, and discontinuation details, in the T-list

168-12 Oracle Student System User’s Guide

 Enrollment Reference Data

items in the Student Unit Attempt window, accessed from the Student Enrollments
window.
For information on unit offering options, see Enrollment Reference Data in this
chapter.
For information on the T-list items region in the Student Unit Attempt window,
accessed from the Student Enrollments window, see Chapter 170, Student
Enrollments Procedures.

Enrollments Overview 168-13

Entering Student Enrollment Information

Entering Student Enrollment Information

Several enrollment processes operate concurrently. Enrollment processes are created
by selecting and sequencing a set of steps related to the student, the individual
program attempt, and the units selected to study.
This section describes how to enter student enrollment information in the Student
Enrollments window. The following topics are in this section:
■ Enrollment Category Procedure Details
■ Setting up Enrollment Procedure Details and Steps
■ Enrollment Procedure Details and Session Details
■ Dynamic Configuration of Student Enrollments Window

Enrollment Category Procedure Details

All possible steps in the process of entering a student’s enrollment are entered in the
system for any type of enrollment. Since most enrollments do not require all steps,
steps can be grouped together to form any number of enrollment category
procedure details.
Note: Enrollment procedure details and procedure details mean the same as
enrollment category procedure details.
A student's enrollment information is primarily entered in the Student Enrollments
window. The Student Enrollments window consists of windows that change
appearance according to the enrollment category procedure detail being used.
Specifying a particular procedure detail defines the enrollment steps available to the
user. If an enrollment step is available, it is displayed as either a button or a T-list
item. Clicking the button or selecting the T-list item invokes the step.
Note: Including a step in a procedure detail does not automatically give users the
ability to invoke that step.
For information on the availability of enrollment steps, see Chapter 170, Student
Enrollments Procedures.
For information on granting access to enrollment steps, see Person Statistics in this
chapter.

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 Entering Student Enrollment Information

Setting up Enrollment Procedure Details and Steps

The procedure for setting up enrollment procedure details and steps is as follows:
1. Enter institution-defined enrollment categories in the Enrollment Categories
window. Enrollment categories are used to define groups of students who pass
through the same enrollment process.
2. Maintain enrollment category procedure details and steps using the Category
Procedure Detail window.
3. Create an enrollment category procedure detail by assigning an enrollment
method type and a student commencement type to an enrollment category. An
enrollment method type is the method by which a student enrolls. Student
commencement types include new, continuing, or all.
4. Select the required steps for the procedure detail from the set of all
system-defined enrollment steps. The steps are assigned an order that
determines the order of the corresponding buttons and T-list items as they
appear in the windows accessed from the Student Enrollments window.
Required steps can be flagged in theStudent Enrollments window and will
show up as bolded button labels.
For information on windows accessed from the Student Enrollments window, see
Chapter 170, Student Enrollments Procedures.
For information on maintaining enrollment categories, see Chapter 189, Enrollment
Categories Procedure and Chapter 186, Category Procedure Detail Procedure.

Enrollment Procedure Details and Session Details

Session details are user-specified parameters in the Student Enrollments window
that influence the way enrollment data is entered into the system for particular
enrollment sessions. Session details from a user's previous enrollment session
become the default values for new sessions, but can be changed.

Enrollments Overview 168-15

Entering Student Enrollment Information

Table 168–2 lists session detail parameters and their descriptions.

Table 168–2 Session Detail Parameters

Session Detail
Parameter Description
Academic year enrollments occur, used to
Calendar present only program and units
being offered in the current period
for selection in the enrollment
process. This session detail
parameter can be overridden in the
Student Unit Attempt window.
Enrollment describes a method for enrolling
Method students, used to determine the
appropriate procedure detail to be
used for an enrollment
Enrollment used to define a group of students
Category passing through the same enrollment
process. The enrollment category
must be specified if commencing
students do not pass through the
admission process. Students passing
through the admission process are
assigned an enrollment category.

Enrollment category, enrollment method, and student commencement type define

enrollment category procedure details. Using default session detail values and the
fact that a student is new or continuing, the system can determine the correct
procedure detail to use, and apply the steps associated with it to configure the
Student Enrollments window.

Dynamic Configuration of Student Enrollments Window

The configuration, including appearance and content, of the Student Enrollments
window can automatically change for students with different enrollment
characteristics. Dynamic configuration of the Student Enrollments window occurs
when the system makes steps available by displaying their corresponding buttons
or T-list items in the window.
For example, an institution has an enrollment procedure detail for new overseas
students enrolling in person that includes the step INTERNATNL to enter
visa-related details. Upon enrollment, if a student's characteristics invoke the

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 Entering Student Enrollment Information

procedure detail with the step INTERNATNL, a button labeled International is

displayed in the Person Details window accessed from the Student Enrollments
window, enabling navigation to the Person International Details window.
If a student has a new program attempt but is also continuing in an existing
program attempt, and the enrollment category or procedure detail associated with
the two programs differs, the characteristics are combined until a specific program
is selected in the Student Program Attempt window, accessed from the Student
Enrollments window.
The system also recognizes when steps are not relevant. For example, since it is not
logical to discontinue an unconfirmed unit attempt, the system does not display the
Discontinue item in the T-list or the Discontinuation button. If the unit attempt
status is changed to ENROLLED, the Discontinue item or Discontinuation button is
displayed.

Enrollments Overview 168-17

Entering and Confirming Enrollments

Entering and Confirming Enrollments

This section describes procedures for entering and confirming enrolling students.
The following topics are in this section:
■ Enrolling New Students
■ Adding Student Program, Unit, or Unit Set Attempts
■ Changing a Student's Enrollment
■ Validating a Student’s Enrollment

Enrolling New Students

New or commencing students are grouped into one of the following categories:
■ students with applications processed in the Admissions subsystem, including
direct applicants and government applicants
■ students with applications entered directly in the Enrollments subsystem
Processing applications through the Admissions subsystem is more rigorous. Users
have access to the following procedures:
■ name and date of birth data matching
■ program and unit preenrollment
■ automatic assignment of fee category and correspondence category details
Entering new students directly in the Enrollment subsystem imposes fewer system
checks. An enrollment category is not assigned to the student. Institutions that do
not want to enter new students in this way can avoid the process by leaving out the
Add Person step when configuring the Category Procedure Detail window.
Figure 168–5 shows the steps for enrolling a student, either through Admissions or
directly in Enrollments.

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 Entering and Confirming Enrollments

Figure 168–5 Steps for Enrolling a Student

Most enrollment steps use the Student Enrollments window. The ability to perform
any step depends on the user's security role and the procedure steps specified for
the current enrollment category. When the system determines the enrollment
category for a student program attempt, it is not necessary to specify an enrollment
category in the session details. If an enrollment category has been specified in the
session details, it is supplemented by the system-determined enrollment category.
Each student enrollment is checked against predefined enrollment rules.
For information on checking enrollments against predefined rules, see Enrollment
Calendar Configuration in this chapter.

Adding Student Program, Unit, or Unit Set Attempts

The status of student program attempts and student unit attempts can be changed
in the following ways:

Enrollments Overview 168-19

Entering and Confirming Enrollments

■ Setting the Student Program Attempt, or SPA, Confirmed indicator changes the
student program attempt status to INACTIVE
■ Adding a student unit attempt to an INACTIVE student program attempt sets
the student unit attempt status to ENROLLED and changes the student
program attempt status to ENROLLED
■ Setting the Student Unit Attempt, or SUA, Confirmed indicator for preenrolled
units changes the student unit attempt status from UNCONFIRM to
ENROLLED and changes an INACTIVE student program attempt status to
ENROLLED
The following topics are in this section:
■ Adding a Program Attempt
■ Adding a Unit Attempt
■ Adding a Unit Set

Adding a Program Attempt

Adding a program attempt is a subset of the enrollment process described in
Figure 168–5.
For information on adding a program attempt, see Chapter 170, Student
Enrollments Procedures.
For information on checks applied when adding a program attempt, see Enrollment
Calendar Configuration in this chapter.

Adding a Unit Attempt

Units are added in the Student Unit Attempt window accessed from the Student
Enrollments window. Units added to a program attempt with an ENROLLED status
are automatically assigned an ENROLLED status.
For information on adding a unit attempt, see Chapter 170, Student Enrollments
Procedures.
For information on checks applied when adding a unit attempt, see Enrollment
Calendar Configuration in this chapter.

Adding a Unit Set

Unit sets are added in the Unit Set Attempt window, accessed by a button in the
Student Program Attempt window, accessed from the Student Enrollments window.

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 Entering and Confirming Enrollments

Unit sets can be added to a student program attempt if its status is ENROLLED,
INACTIVE, or COMPLETED.
For information on attaching a unit set to a student program attempt, see Attaching
Unit Sets to Student Program Attempts, Chapter 4, Program Structure and Planning
Overview.

Changing a Student's Enrollment

A student's enrollment can change in the following situations:
■ student initiates a change for intermission, withdrawal from a unit, change of
HECS option, or change of program offering option
■ system initiates a change because the student has failed a progression check, the
student's request for advanced standing is approved, or the student has
overdue fees
The ability to change data depends on a user’s security role and the available
enrollment category procedure details and steps.
Specific windows exist for making enrollment changes. For example, the
Intermission window, invoked from the Student Enrollments window, is used when
a student applies for intermission from a program. Withdrawal from a program or
unit is managed by the Discontinuation process invoked by a T-list item.
System-initiated changes occur when the system detects a condition requiring a
student's enrollment be changed. For example, a student's request for advanced
standing can result in the deletion of a student unit attempt when the advanced
standing is granted prior to a specified cutoff date.
Changes to a student's enrollment are checked against predefined enrollment rules.
For information on checking enrollment changes against predefined rules, see
Enrollment Calendar Configuration in this chapter.
For information on setting up procedure details and steps, see Setting up
Enrollment Procedure Details and Steps in this chapter.

Validating a Student’s Enrollment

The system can use institution-defined rules to check the validity of a student's
enrollment.
Program, program and unit, and unit rule checking can be disabled by not
including their rule checking steps, CHKFORCED, CHKCROSS, and

Enrollments Overview 168-21

Entering and Confirming Enrollments

CHKVALIDITY, respectively, in the enrollment category procedure detail used to

enroll a student.
The following types of rule checking are available:
■ Program Rule Checking
■ Program and Unit Rule Checking
■ Unit Rule Checking
Each of these types of rule checking are described in this section.
For information on including rule checking steps in the enrollment category
procedure detail, see Chapter 186, Category Procedure Detail Procedure.

Program Rule Checking

Program rule checking validates a student's enrollment against rules specified for
each program offering pattern in the Program Offering Patterns window.
Table 168–3 lists categories of program rules.

Table 168–3 Program Rule Categories

Program Rule
Category Description
cross faculty maximum number of credit points for which
students can enroll in units of a faculty
outside their program
cross location maximum number of credit points for which
students can enroll in units at a location other
than their program location
cross mode maximum number of credit points for which
students can enroll in units with a mode other
than their program mode
cross historical maximum number of credit points for which
faculty students can enroll in units of a faculty
outside their program, over the duration of
the program

Program and Unit Rule Checking

Program and unit rule checking confirms that students enrolling in units adhere to
the attributes of the program offering option, as specified in the Program Offering
Options window.

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 Entering and Confirming Enrollments

Table 168–4 lists attributes of the program offering options.

Table 168–4 Program Offering Option Attributes

Program
Offering
Option
Attribute Description
forced location units should be taken at the location of the
student's program offering option
forced units should be taken in the mode specified
attendance by the student's program offering option
mode
forced derived attendance type for a student's
attendance type program attempt should be the same as the
attendance type of the student's program
offering option

Unit Rule Checking

Unit rule checking validates a student’s enrollment against predefined rules.
For information on unit rule checking, see Chapter 170, Student Enrollments
Procedures.

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Managing Existing Enrollments

This section describes procedures for managing existing enrollments. The following
topics are included in this section:
■ Changing a Student's Program Offering Option
■ Discontinuing Program and Unit Attempts
■ Entering an Intermission
■ Transferring Between Programs
■ Applying Holds
For information on managing existing enrollments, see Chapter 359, Merge Person
IDs Procedure.

Changing a Student's Program Offering Option

Students are enrolled in program offering options, particular occurrences of a
program offering, each one distinguished by a unique combination of location,
attendance type, and attendance mode.
Occasionally the location, attendance type, or attendance mode of a student's
enrollment needs to be changed for the following reasons:
■ for administrative reasons, for example, when the program is not offered at a
location in a particular teaching period
■ at the student's request, for example, when the student wants to change from
full time to part time
It might also be necessary to make the following changes:
■ change the program version in which a student is enrolled, for example, when
the original program version is no longer offered or the student has requested a
transfer to a later version
■ change the calendar type of a program offering, for example, when a student
starts a program in one country with an academic calendar type specific to that
country and completes the program in another country, under a different
academic calendar type
Many programs have several offering options available. After receiving the proper
authorization, a student can be transferred to a different program offering option
using the Change Student’s Program Offering Option window.

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The Bulk Program Offering Option Transfer job is used to change a group of
students from one program offering option to another.
Some program offering options have components that specify the location,
attendance type, and attendance mode that are mandatory for students enrolled in
that option. These components are called forced components. When a student's
program offering option is changed, and the forced components contradict the
components of the original enrollment, the user receives a warning message.
For information on forced components, see Chapter 170, Student Enrollments
Procedures.
For information on the Change Student’s Program Offering Option window, see
Chapter 176, Change Student’s Program Offering Option Procedure.

Discontinuing Program and Unit Attempts

The discontinuation of program and unit attempts means a student's enrollment is
terminated at the program or unit level before completion.
Discontinuation is usually initiated by a student requesting a withdrawal from a
program or from one or more individual units. Discontinuation can also be initiated
by the institution.
When a program attempt is discontinued or an intermission is in effect, the system
automatically discontinues the relevant unit attempts.
Discontinuing a unit attempt can have many implications, including student load
and fee calculations, treatment of the unit in program progression rules, an entering
grades. Several windows are involved in setting up unit discontinuation
functionality.
For information on discontinuation, see Setting Up Discontinuation Mechanisms in
this chapter.
For information on discontinuing a student's program or unit attempt using the
Student Enrollments window, see Chapter 170, Student Enrollments Procedures.

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Entering an Intermission
Students can temporarily suspend their enrollment in a program attempt or the
institution can require that attempts in a particular program version be suspended
for a period of time. These suspensions are achieved by entering an intermission for
a student's program attempt, subject to certain conditions, such as requiring a
student study a certain number of units in a program before intermission is granted.
An intermission affects all the student's unit attempts that fall within the
intermission period. Preenrolled unit attempts already entered in the database keep
their UNCONFIRMED status. Enrolled unit attempts are discontinued. If the
duration of an intermission is altered or an intermission planned for the future is
cancelled, the effected units must be reinstated by the appropriate staff. The system
does not automatically reinstate these units.
For information on intermissions, see Chapter 177, Intermission Procedure.

Transferring Between Programs

Transfers between programs can be made directly in the Enrollments subsystem,
although institutions can require students apply for entry into the new program
through the Admissions subsystem before transfers can occur. Program transfer
groups limit the set of programs between which students can transfer.
All or some of a student's unit attempts, with associated grades, can be transferred
with the original program attempt, but they are subject to restrictions that apply to a
unit as part of the new program. After the transfer, the original program attempt is
discontinued through the Student Enrollments window. The standard
discontinuation process is also effected.
Typically, a student's unit records are transferred from a generic program to one of
its specializations, such as from a Bachelor of Engineering program to a Bachelor of
Civil Engineering program, or from a combined program to one of its components,
such as from a Bachelor of Arts in Literature and Bachelor of Laws combined
program to a Bachelor of Arts in Literature program.
Whether the transfer is made directly or through Admissions, it is initiated in the
Process Program Transfer window, accessed through the Student Enrollments
window.

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This section describes the following topics related to transfers between programs:
■ Generic Programs
■ Advanced Standing
■ Research Programs
■ Program Transfer Setup
For information on standard discontinuations, see Chapter 170, Student
Enrollments Procedures.
For information on the Process Program Transfer window, see Chapter 172, Process
Program Transfer Procedure.

Generic Programs
Students do not typically graduate from generic programs. When they transfer to
one of the program’s specializations, its commencement date is set to the
commencement date of the original program, and the student appears to have
always been in the program specialization.

Advanced Standing
A student can apply for advanced standing in the new program before or after a
transfer occurs. Students seek advanced standing to gain credit for units taken in a
program other than the original program they are transferring out of, or for units
that cannot be transferred but can be regarded as electives in the new program.

Research Programs
Transferring from one research program to another allows the existing candidacy
record to be transferred to the new program. A candidacy record includes the
following information:
■ candidate's attendance history
■ all thesis records, except any deleted thesis records which exist in the current
candidacy
■ thesis exam and panel member details
■ supervisor details
■ scholarship and milestone details

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Managing Existing Enrollments

If a candidacy does not exist in the current program, a program transfer cannot
occur. A candidacy can only be transferred to a new program if no current
candidacy exists.

Program Transfer Setup

Before the program transfer functionality can be used, the following data must be
entered in the system:
■ program group types, entered in the Program Group Types window, as
equivalents to the system program group types shown in Table 168–5
■ distinct groups for programs in which a transfer is required through
Admissions, and those in which a transfer is allowed through Enrollments.
Membership of program groups is assigned on the basis that a transfer can only
occur between programs in the same program group, and groups are only
available for transfer if their group type matches the transfer method being
employed. Groups and membership are entered in the Program Groups
window.
■ discontinuation reason code or codes, entered for the TRANSFER type in the
Discontinuation Reasons window, and a default discontinuation reason code for
the transfer process
Table 168–5 System Program Group Types
System Program
Group Type Function
ADMTRANSFR Admissions subsystem transfer
TRANSFER Enrollments subsystem transfer

For information on entering program group types, see Chapter 51, Program Group
Types Procedure.
For information on membership of program groups, see Chapter 56, Program
Groups Procedures.
For information on entering discontinuation reason codes, see Chapter 191,
Discontinuation Reasons Procedure.

Applying Holds
Holds restrict student access to services, such as copying academic records or
certificates of results, and control aspects of student enrollments. If a hold exists on

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a student, an Holds Exist or Administrative Hold dynamic prompt is displayed in

relevant windows, such as the Student Enrollments window.
The system categorizes holds as follows:
■ academic, applied when a student’s academic performance is poor, for example,
for failure to make satisfactory program progress or for failure in a unit
Note: Academic holds should only have academic effects associated with them.
■ administrative, applied because a student fails to meet an administrative
requirement or requirements, for example, for failure to pay a fee or to return
equipment.
Note: Administrative holds should only have administrative effects associated
with them.
A hold has some or all of the following components:
■ Hold Type
■ Hold Effects and Levels
■ Hold Detail
For information on holds, see Holds Checking, Chapter 170, Student Enrollments
Procedures.
For information on academic and administrative effects, see System Hold Effect
Types, Chapter 252, Person Hold Effects Procedure.

Hold Type
Each hold type is institution-defined and describes the reason for the hold or its
expected result. Each hold type must be categorized as either academic or
administrative. Typical examples include the following:
■ SUSPENDED, an administrative hold that prevents a student from gaining
admission, enrolling, or reenrolling in a program
■ PROBATION, an academic hold that restricts or controls a student's enrollment
within a specific program or group of programs

Hold Effects and Levels

Each hold type must have at least one default hold effect. Nineteen system-defined
hold effects exist that can be attached to hold types, subject to certain rules.

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Managing Existing Enrollments

Some hold effects are designed mainly for academic hold types, such as EXC_
COURSE, or excluded from enrollment in a specific program, and EXC_CRS_GP, or
excluded from admission and enrollment in a specific program group.
Other hold effects are designed mainly for administrative hold types, such as
IDCARD_BLK, or issue of identification card blocked, and SUS_SRVC, or all
services withdrawn to be reinstated when obligations met.
Each hold effect has a system-defined level or hierarchy, 1, 2, or 3. The system
prevents an hold effect of one level from being combined with an hold effect of a
different level under the same hold type. For example, the hold effect C_MTRL_
BLK, or mailing of program materials blocked, is classified as a level 1 effect. It can
be combined with other level 1 effects such as RESULT_BLK, or release of results
blocked, and INFBTH_BLK, or use of information booth blocked, but not with a
level 2 effect such as SUS_SRVC, or all services withdrawn to be reinstated when
obligations met, or with a level 3 effect such as RVK_SRVC, or all services revoked.
Level 1 effects have a narrow focus, such as the blocking of a specific service or
restriction of a particular aspect of a student's enrollment in a specific program.
Level 2 effects have a broader focus and either incorporate or take precedence over
level 1 effects of the same category. Level 3 effects have the broadest focus and take
precedence over all other levels.
Several hold effects are considered positive and several are negative. Negative
effects, such as SUS_COURSE, restrict a student program enrollment. Positive
effects, such as RQRD_CRS_U, or enrollment in a specific unit required, require a
student enroll in a particular manner. Both positive and negative effects cannot be
attached to the same hold type.
The Apply to Program indicator determines whether the application of certain hold
effects is restricted to existing student program attempts or can be applied more
broadly. For example, for RSTR_AT_TY, or enrollment restricted to the specified
attendance type, the Apply to Program indicator is set to YES and can only be
applied to an existing student program attempt. For EXC_COURSE, or excluded
from admission and enrollment in a specific program, however, the Apply to
Program indicator is set to NO, enabling a program exclusion to be applied to
existing student program attempts and any other programs the student is prevented
from entering.
For information on hold effects, see System Hold Effect Types, Chapter 252, Person
Hold Effects Procedure.

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Hold Detail
Certain hold effects require additional details be entered when applied to a
particular student. For example, when applying EXC_CRS_U, or excluded from
enrollment in a unit within a specific program, one or more unit codes must be
entered together with a program code. Likewise, RSTR_LE_CP, or enrollment
restricted to less than or equal to a specified credit point value, requires the credit
point value to be specified together with a program code.
Maintenance of this hold reference data is typically performed by the subsystem
specialist or system administrator using the following windows:
■ System Hold Effect Types window for maintaining descriptions of effects
■ Person Hold Types window for adding, maintaining, and closing
institution-defined hold types and their default effects
Institution-defined hold types are subsequently applied to individual students
using the following windows:
■ Person Hold Details window
■ Person Hold Effects window
The procedure for maintaining holds for individual students is as follows:
1. Use the Person Hold Details window to enter a student’s hold type and start
date. This window can be accessed directly from the system menus or, when
enrollment steps permit, from the Person Details window, accessed from the
Student Enrollments window.
2. Click the Maintain Hold Effects button to invoke the Person Hold Effects
window. Some default hold effects appear in the window, but the details of
others can be entered for the student.

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Structuring and Managing Student Load

Structuring and Managing Student Load

This section includes information about structuring and managing student load.
The procedures in this section are typically performed by a subsystem specialist or
system administrator. The following topics are in this section:
■ Load Calendar Structure
■ Load and Discontinued Unit Attempts
■ Load and Attendance Types

Load Calendar Structure

The system contains a number of calendar categories, one of which is LOAD.
Calendars in this category specify the periods of time for which student load is
calculated and are used to perform the following tasks:
■ determining student Effective Full Time Student Units, or EFTSU, at any point
in time
■ determining a student's attendance type at any point in time
■ calculating fees, including HECS liabilities
■ reporting student load to the government on government census dates
A load calendar belongs to only one academic calendar, and typically each load
calendar spans only one government census date. Teaching calendars and study
units, however, can span one or more load calendars.
Figure 168–6 shows a typical configuration of academic, load, and teaching
calendars. Institutions set up these relationships to reflect the pattern of their own
teaching periods. Different configurations can be made available concurrently to
accommodate a variety of teaching patterns, such as award programs and programs
offered for commercial clients.

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Figure 168–6 Typical Configuration of Academic, Load, and Teaching Calendars

Figure 168–6 shows three teaching calendars, all starting at the same time, but
running for the following periods of time:
■ one semester, SEM-1
■ one year, YR-LONG
■ three semesters, S1-E1, starting in semester 1 of one year and ending at the end
of semester 1 in the following year

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Structuring and Managing Student Load

This model is simplified because teaching calendars of the same length typically
start at various points in the academic year. Extrapolating from the example,
teaching periods SEM-2, YR-LONG-2, and S2-E2 might all start midyear in 1997,
while another instance of S1-E1, starting in the first semester of 1998, begins as the
instance shown in Figure 168–6 ends, overlapping one semester. The start and end
of teaching periods do not need to correlate exactly with the start and end of a load
calendar instance.
This section includes information on the following topics related to load calendar
structure:
■ Calculating Load
■ Apportioning Load

Calculating Load
Student load is always calculated for a single load period or load calendar instance,
whenever required, meaning that a student's load on a particular date within an
instance can be anticipated or determined at any time during and after the instance.
Load predictions can be calculated for future load periods as soon as the calendar
structures are in place and students have enrolled.

Apportioning Load
Study units represent a certain number of credit points or Effective Full Time
Student Units, or EFTSU, towards a student's load, as specified in the Basic Unit
Details window, in the Program Structure and Planning subsystem. For units with
teaching periods that span more than one load period, however, the load the unit
represents must be divided across two or more load periods. In Figure 168–6, for
example, load is distributed evenly between two load periods for YR-LONG, and
between three load periods for S1-E1.
However, load for a teaching period can also be distributed unevenly across the
span of two, but no more than two, academic calendars. In Figure 168–6, for
example, for YR-LONG, load can be split between LD-CAL1 and LD-CAL2 in
proportions such as 60 and 40 percent, 20 and 80 percent, or any other ratio totalling
100 percent. Similarly for S1-E1, load can be split across LD-CAL1 (98), LD-CAL2
(98), and LD-CAL1 (99) in any desired proportion. The distribution of teaching
calendar load between load periods is entered in the Load Calendar Structure
window.
This load apportionment applies to all enrolled and completed student unit
attempts. For students who have discontinued a unit attempt, the system

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determines whether or not they should incur load in a particular load period by the
application of rules.
For information on the Basic Unit Details window, see Chapter 24, Basic Unit
Details Procedures.
For information on the Load Calendar Structure window, see Chapter 192, Load
Calendar Structure Procedure.

Load and Discontinued Unit Attempts

Administrative unit statuses also carry implications for load, and must be
considered in relation to teaching periods of different lengths.
Figure 168–7 shows a simple sample data structure, with one set of administrative
unit statuses used in three different teaching calendars. If required, different sets of
administrative unit statuses can be applied to different teaching calendars.

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Structuring and Managing Student Load

Figure 168–7 One Set of Administrative Unit Statuses Used in Three Teaching
Calendars

When a student discontinues a unit attempt, the system finds the most recent
discontinuation date alias instance in that teaching calendar before the student's
discontinuation date. The discontinuation date aliases are matched to
administrative unit statuses except when the unit attempt is deleted, typically in the
case of a very early withdrawal.

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Table 168–6 shows the date aliases that are matched to the administrative unit
statuses of the example in Figure 168–7.
Table 168–6 Date Alias Matched to Administrative Unit Statuses
Date Alias Administrative Unit Status
UNIT-DELET
WDN-EARLY WD-EARLY
WD-LATE WDN-LATE
WDN-FAIL WD-FAIL

This section includes information on the following topics related to load and
discontinued unit attempts:
■ Setting Up Mechanisms to Handle Load
■ Logic to Determine Contribution to Load
■ Scenarios for Determining Load

Setting Up Mechanisms to Handle Load

Setting up mechanisms to handle load for discontinued unit attempts involves
setting an indicator for each administrative unit status, to show whether it carries
load, in the Load Calendar Structure window.
When student load is reported to the government, such as at census dates, each
census date in a teaching period must coincide with an instance of the date alias,
matching the administrative unit status in effect at the time. The instance of the date
alias can be the same for each census date. In Figure 168–8, for example, the second
census date for YR-LONG, and the second and third census dates for S1-E1, should
all coincide with an instance of the date alias WDN-LATE.
Note: Date aliases are set up in the Calendar subsystem.

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Structuring and Managing Student Load

Figure 168–8 Setting Up Mechanisms to Handle Load for Discontinued Unit Attempts

For information on the Load Calendar Structure window, see Chapter 192, Load
Calendar Structure Procedure.

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Logic to Determine Contribution to Load

Once the load mechanism is set up, the system uses the following logic to determine
whether a discontinued unit attempt contributes to a student's load in any load
period:
1. From the date given for discontinuing the unit, the system retrieves the last
discontinuation date alias instance in the teaching period of the study unit.
2. If this date alias instance occurs before the start of the relevant load period, load
is not incurred.
3. If this date alias instance occurs after the end of the relevant load period, load is
always incurred.
4. If the date alias instance occurs within the relevant load period, the student's
Administrative Unit Status indicator determines whether load is incurred.
When load is incurred, it is added in the proportion already specified as the
teaching period's contribution to the particular load period.

Scenarios for Determining Load

The following scenarios are based on Figure 168–8. They use an equal
apportionment of load across load calendars as shown in Figure 168–6.

Scenario for LD-CAL1, 1998

■ A student studying in SEM-1 withdrew on 09-JUN-1998. The prior
discontinuation date alias fell on 08-JUN-1998, within LD-CAL1. The student's
administrative unit status is WD-FAIL, which incurs load. One hundred percent
load is attributed to the student for this unit within the load period.
■ A student studying in YR-LONG withdrew on 25-MAY-1998. The prior
discontinuation date alias fell on 31-MAR-1998, within LD-CAL1. The student's
administrative unit status is WD-LATE, which incurs load. Fifty percent load is
attributed to the student for this unit within the load period.
■ A student studying in S1-E1 withdrew on 05-MAR-1998. The prior
discontinuation date alias fell on 02-MAR-1998. The student’s administrative
unit status is WD-EARLY, which is within LD-CAL1, but WD-EARLY does not
incur load. No load is attributed to the student for this unit.

Scenario for LD-CAL2, 1998

■ A student studying in YR-LONG withdrew on 02-JUL-1998 with a status of
WD-LATE, and within the period of LD-CAL2, but before the second census

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Structuring and Managing Student Load

date. The prior discontinuation date alias fell on 31-MAR-1998, which was
before the start of LD-CAL2. Therefore, this unit attempt is not considered in
load calculations for the LD-CAL2 load calendar. The student has already
incurred 50 percent of the unit's load in load calculations for LD-CAL1.
■ A student studying in S1-E1withdrew on 21-OCT-1998 with a status of
WD-LATE. The prior discontinuation date alias fell on 31-AUG-1998. This date
alias is within LD-CAL2 and WD-LATE incurs load. The student incurs 33.33
percent load for this unit.
■ A student studying in S1-E1 withdrew on 02-APR-1999. The prior
discontinuation date alias fell on 31-MAR-1999. This date alias is after the end
of LD-CAL2, 1998. The student incurs 33.33 percent load for LD-CAL2, 1998,
and also incurs load for LD-CAL1, 1999.
Note: This scenario demonstrates that load for a particular period can be
calculated retroactively.

Scenario for LD-CAL1, 1999

■ A student studying in S1-E1 withdrew on 10-JUN-1999 with a status of
WD-FAIL. The prior discontinuation date alias fell on 07-JUN-1999. This date
alias is within LD-CAL1, 1999, and WD-FAIL incurs load. The student incurs
33.33 percent load for this unit.

Load and Attendance Types

A direct relationship exists between the load incurred by students and their
attendance type. Students enroll in a program offering option that belongs to a
particular attendance type. Then they enroll in units, each of which is assigned a
specified amount of load. The system calculates a student’s load for the following
purposes:
■ to report an attendance type for each student to the government
Note: The attendance type is determined by comparing the student's calculated
load to the load ranges defining attendance types for the academic period.
Note: For a particular reporting period, load is calculated for all of a student's
program attempts across all relevant teaching periods using the relevant load
apportionment factors.
■ to determine the attendance type of a program for a particular load period for
comparison with the student's enrolled program attempt attendance type, or for

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administrative purposes related to attendance type, such as internal fees and

library borrowing privileges
Note: The system validates that the total load for all load incurring units in
which the student enrolls is within the acceptable load range for the attendance
type of the program attempt.
The attendance type is determined by comparing the student's calculated load for a
program attempt to the load ranges defining attendance type for a particular load
calendar period.
For example, a student enrolls in a full-time program with an acceptable load range
for full-time enrollment in this program of 0.750 - 2.000 Effective Full Time Student
Units, or EFTSU. The student elects to study units with a total load of 0.750 EFTSU
in the current academic period and year. The student is reported to the government
as a full-time student.
The same student can enroll in units totaling 0.250 EFTSU in semester 1 and 0.500
EFTSU in semester 2. The acceptable load range for full-time enrollment in the two
load calendars corresponding to these semesters is 0.375 - 1.000 while the part-time
load range is 0.001 - 0.374. The institution uses a full or part-time attendance type to
determine a service fee. The student's load for the first semester is within the
part-time load range, so the student is liable for the part-time service fee rate in
semester 1. The student's load for the second semester is within the full-time load
range, so the student is liable for the full-time service fee rate in semester 2.
For information on load ranges for academic periods and load calendar periods, see
Chapter 50, Program Attendance Types Procedures.
For information on the credit point value applicable to a unit, see Chapter 24, Basic
Unit Details Procedures.

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Managing Unit Discontinuation

Managing Unit Discontinuation

This section describes how to manage unit discontinuation. The procedures in this
section are typically performed by a subsystem specialist or system administrator.
The following topics are in this section:
■ Setting Up Discontinuation Mechanisms
■ Sample Discontinuation Mechanism

Setting Up Discontinuation Mechanisms

The effects of discontinuing a unit depend on when the student discontinues the
unit. At the very start of a unit attempt, a record can be deleted if the student
withdraws.
Later on, factors such as student load calculations, progression rules, and grades
can make withdrawal more complicated, depending on exactly when it occurs. The
system relates these factors to administrative unit statuses, which in turn are
matched to predetermined dates in the relevant teaching calendar for the unit
attempt.
The procedure for setting up the discontinuation mechanism is as follows:
1. Set up administrative unit statuses relevant to each type of teaching calendar in
the Administrative Unit Statuses window. The number and names of
administrative unit statuses depend on the institution.
2. Enter the factors that apply to these administrative unit statuses. Use the Load
Calendar Structure window to indicate whether the status incurs load. Use the
Administrative Unit Statuses window to enter the effects of the discontinuation
on progression, grades, and official notifications for each status.
3. In the Calendar subsystem, create a set of discontinuation date aliases that
indicate where discontinuation effects change and that apply to a teaching
calendar. One set can apply to many teaching calendar types, however, the
system allows different date aliases to be created for different teaching
calendars, if required.
4. In the Calendar subsystem, set up calendar instances or date alias instances for
the date aliases in current teaching periods.
5. Match the discontinuation date aliases to Delete indicators or administrative
unit statuses in the Unit Discontinuation Dates window.

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For information on relating administrative unit statuses to teaching calendar types

and entering the effects of the discontinuation, see Chapter 181, Administrative
Unit Statuses Procedure.
For information on entering status and load, see Chapter 192, Load Calendar
Structure Procedure.
For information on matching the discontinuation date aliases, see Chapter 185, Unit
Discontinuation Date Criteria Procedure.

Sample Discontinuation Mechanism

Figure 168–9 shows a sample discontinuation mechanism using one teaching
calendar and only three administrative unit statuses.
Note: If a unit attempt is to be deleted, no administrative unit status should be
associated with it.

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Managing Unit Discontinuation

Figure 168–9 Sample Discontinuation Mechanism

Figure 168–9 shows a teaching calendar, SEM-1, with discontinuation date alias
instances applied to it, and demonstrates how the possible unit statuses, and the
discontinuation effects, relate to the date alias instances. A status applies from the
date of its associated date alias instance until the day before the next instance.
The first date in the set of discontinuation date aliases for a teaching calendar must
come before the start of the teaching period. System administrators and subsystem
specialists might want to set all first discontinuation date alias instances in the
various teaching calendars to the same date in the past. In Figure 168–9, for
example, UNIT-DELET is set to 01-JAN-1950.
If student load is to be reported to the government, an instance of a discontinuation
date alias must coincide with each census date that occurs within the teaching
period, because assigning load is one of the factors associated with administrative
unit statuses.
When a student discontinues a unit attempt, the system finds the most recent date
alias instance in the relevant teaching period before the discontinuation date.
Because each date alias is matched to a status, the system can automatically apply

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this unit discontinuation attempt and delete the student's unit attempt from the
database, or enter an administrative unit status for the attempt.
Instances of two or more different date aliases can occur on the same date and
different administrative unit statuses can be triggered by that date. Setting up the
instances this way results in a different default status value entered for a
discontinuing student in certain circumstances. If this default status value does not
apply in this situation, it can be overridden.
For example, if a student decides to withdraw from a unit in the SEM-1 teaching
calendar, and discontinues the unit attempt on 12 May, the system recognizes that
the last date alias instance before this date is for WDN-LATE, which corresponds to
the WD-LATE administrative unit status. WD-LATE is automatically entered
against the discontinued unit attempt, which can have various implications, such as
the attempt counts for load calculations and progression and a grade is entered.
For information on managing student load structure, see Chapter 192, Load
Calendar Structure Procedure.
For information on entering discontinuations, see Chapter 170, Student Enrollments
Procedures.

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 169
Preenrollment Process Overview

This chapter describes the preenrollment process. The following sections are in this
chapter:
■ Overview
■ Individual Preenrollment Through the Admissions Subsystem Process
■ Individual Preenrollment Through the Student Program Attempt Window
Process
■ Batch Preenrollment Through the Admissions Subsystem Process
■ Batch Preenrollment Through the Enrollments Subsystem Process
■ Batch Preenrollment for Returning Students Process
■ Preenrollment Constraints

Preenrollment Process Overview 169-1

Overview

Overview
The Preenrollment process is an enrollment management process within Oracle
Student System. After new students receive offers of admission to programs, the
Preenrollment process transfers data created in the Admissions subsystem to the
Enrollment subsystem. All returning students should also be preenrolled at least
once per academic cycle, which is typically once a year.
The Preenrollment process automatically creates student program attempts, unit
attempts, and unit set attempts in the Enrollments subsystem. The Preenrollment
process includes the following parts:
■ Individual Preenrollment Through the Admissions Subsystem Process
■ Individual Preenrollment Through the Student Program Attempt Window
Process
■ Batch Preenrollment Through the Admissions Subsystem Process
■ Batch Preenrollment Through the Enrollments Subsystem Process
■ Batch Preenrollment for Returning Students Process
The Preenrollment process is subject to constraints. For more information on
preenrollment constraints, see Preenrollment Constraints in this chapter.

New Versus Returning Students

The components of preenrollment differ for new students, those admitted to a
program for the first time, and for returning students, those gaining admission or
readmission to an existing student program attempt.
For new students, the Preenrollment process creates new student program attempt
enrollment records in the Student Program Attempt window and adds the
following details to each one:
■ funding source record
■ fee category record
■ correspondence category record
■ values in the specified Completion Year and Completion Period fields
■ link to the research candidacy record, if one was created as part of the
admission application
■ unconfirmed student unit attempts

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 Overview

The Preenrollment process also establishes fee contracts between the institution and
an individual.
In the Student Program Attempt Administration Details window, the Preenrollment
process for new students inserts the enrollment category record used to process an
enrollment and enrollment variations in the forthcoming academic period. In
certain circumstances, the Preenrollment process can override the default
enrollment due date.
In addition, the Preenrollment process for new students copies unit set details
recorded as part of the program admission offer into the Student Unit Set Attempt
window, and HECS details, if recorded at admission time, into the Program
Attempt HECS Option window.
For new students, the Preenrollment process can be configured to operate as an
integral component of individual admission application processing, as a scheduled
batch process, or as an immediate, ad hoc batch process. If run as a batch process,
an exception report that can be configured to report various levels of detail is
generated.
For returning students, the Preenrollment process creates an eligible to reenroll
record. For returning students, the Preenrollment process performs the following
tasks:
■ checks whether the student's enrolled program version is on offer and issues a
warning, if necessary
■ checks whether the student's last HECS payment option was flagged to expire
at the end of the previous academic period and issues a warning, if necessary
■ creates unconfirmed student unit attempts in certain circumstances
In the Student Program Attempt Administration Details window, the Preenrollment
process for returning students updates the enrollment category record used to
process an enrollment and enrollment variations in the forthcoming academic
period, and it can override the default enrollment due date.
For returning students, preenrollment operates only as a scheduled batch process or
as an immediate, ad hoc batch process. An exception report that can be configured
to report various levels of detail is generated.
For information about individual sponsorships and fee contracts, see Recording
Individual Sponsorships and Fee Contracts, Chapter 197, Student Finance
Overview.

Preenrollment Process Overview 169-3

Overview

For information on fee contracts and predictive fee assessment, see Setting Up Fee
Contracts and Predictive Fee Assessments, Chapter 198, Student Finance Functions
and Maintenance.

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 Individual Preenrollment Through the Admissions Subsystem Process

Individual Preenrollment Through the Admissions Subsystem Process

Admission applications are assigned an admission process category that determines
which steps of the admission process are performed on the application.
If the admission step Perform Preenrollment on Offer is included in the admission
process category assigned to an application, Oracle Student System can perform
preenrollment for the individual application. If the step Perform Preenrollment on
Offer is not included, a batch process performs preenrollment for those admission
applications not already processed. The institution determines which preenrollment
method is used.
Individual preenrollment is automatically performed online when the outcome
status recorded against the student's program application in the Admission
Program Application window is changed to OFFER or COND-OFFER.
The Individual Preenrollment Through the Admissions Subsystem process includes
the following components:
■ Managing Program Attempts
■ Determining Enrollment Periods and Enrollment Categories
■ Creating Student Unit Set Attempts
■ Recording HECS Payment Option Details
■ Linking Candidacy Records to Student Program Attempts
■ Recording Student Unit Attempts
■ Establishing Enrollment Due Dates
For information on admission process categories and their steps, see Admission
Processes, Chapter 103, Admissions Overview.

Managing Program Attempts

How the Individual Preenrollment Through the Admissions Subsystem process
works depends on whether a program attempt already exists in the Enrollments
subsystem. This section contains information on the following situations:
■ No Program Attempts Exist in Enrollments
■ Program Attempts Exist in Enrollments

Preenrollment Process Overview 169-5

Individual Preenrollment Through the Admissions Subsystem Process

No Program Attempts Exist in Enrollments

If a student program attempt does not exist in the Enrollments subsystem, the
Preenrollment process creates a student program attempt based on the offer of
admission and performs the following steps:
1. The funding source from the funding source restriction details recorded in the
Restricted Funding Sources window becomes the default.
2. The fee category from the Admissions subsystem or the default mapping,
accessed through the Fee Assessment button in the Admission Program
Application window, becomes the default.
3. The correspondence category from the Admissions subsystem or the default
mapping, accessed through the Admission Program Application window,
becomes the default.
4. The specified completion year and period from the expected completion year
and period in the Admissions subsystem, accessed through the Completion
Period button in the Admission Program Application window.
5. The program attempt status is added as UNCONFIRMED if the Preenrollment
process is run while an offer of admission is being made in the Admission
Program Application window.
6. The program attempt status is added or changed to INACTIVE if the
Preenrollment process is run when an offer of admission is accepted in the
Admission Program Application window.

Program Attempts Exist in Enrollments

An offer of admission can be made for a student program attempt that already
exists in the Enrollments subsystem if a student gains re-admission following an
incomplete prior attempt, or if a student is made a new offer of admission, typically
in a subsequent year, after not proceeding with an offer to the same program in a
previous period.

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 Individual Preenrollment Through the Admissions Subsystem Process

Table 169–1 lists preenrollment results for student program attempts that already
exist in the Enrollments subsystem but are no longer active.

Table 169–1 Preenrollment Results for Inactive Program Attempts in Enrollments

Program Attempt Results
DELETED Status is changed to UNCONFIRM.
Location type, attendance mode and attendance type, funding
source, fee category and correspondence category, specified
completion year, and period are set to the attributes of the new
offer.
DISCONTIN and new Discontinuation is lifted and the status is changed to
offer has not been INACTIVE.
accepted.
Location code, attendance mode and attendance type, funding
source, fee category and correspondence category, specified
completion year, and period are set to the attributes of the new
offer.
LAPSED and new offer Lapsed date is cleared and the status is changed to INACTIVE,
has not been accepted. or ENROLLED if a form due date is not yet reached.
Location code, attendance mode and attendance type, funding
source, fee category and correspondence category, specified
completion year, and period are set to the attributes of the new
offer.
INACTIVE and new offer Location code, attendance mode and attendance type, funding
has already been source, fee category and correspondence category, specified
accepted, or completion year, and period are set to the attributes of the new
UNCONFIRM offer.
COMPLETED, no preenrollment results
ENROLLED or
INTERMIT

Determining Enrollment Periods and Enrollment Categories

The Preenrollment process registers a student program attempt in an enrollment
period, with a specified enrollment category, to create a student program attempt
enrollment record. This occurs in the Student Program Attempt Administration
Details window, accessed though the Student Program Attempt window.
The enrollment period, determined from the relationship between the admission
calendar instance in which the offer is made and the enrollment calendar instance,

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Individual Preenrollment Through the Admissions Subsystem Process

can be viewed in the Student Program Attempt Administration Details window. If

the relationship is not set up, the application cannot be preenrolled.
The enrollment category is determined from the category specified against the
admission application in the Admission Program Application window or the
default mapping between admission category and enrollment category established
in the Admission Category window and recorded in the Admission Program
Application window.
The enrollment period and enrollment category are copied into the Student
Program Attempt Administration Details window.
If no enrollment category can be determined, the application is not preenrolled.
If a student program attempt enrollment record already exists for the program
attempt with the same enrollment period but a different enrollment category, the
enrollment category is updated.
For more information on configuring admission calendars, see Admission
Calendars, Chapter 104, Admissions Functions and Maintenance.

Creating Student Unit Set Attempts

The Preenrollment process copies unit set details recorded for the admission
application to the student program attempt in the Enrollments subsystem to create a
student unit set attempt. Any of the following steps can occur:
■ A new student unit set attempt is created as unconfirmed.
■ If a student unit set attempt already exists for the program attempt and its end
date is reached, a new record representing a subsequent attempt is added.
■ If a student unit set attempt already exists for the program attempt and is
current, no action is taken and the current record remains.

Recording HECS Payment Option Details

If a default fee assessment HECS payment option is specified against the program
admission application under the Fee Assessment button T-list item in the
Admission Program Application window, HECS payment option details are copied
to the student program attempt. If a student program attempt HECS payment
option already exists, it is end-dated and the new HECS payment option is
recorded. If a fee contract is established as a part of preenrollment, the HECS
payment option can determine the rate at which the contract should be set.

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 Individual Preenrollment Through the Admissions Subsystem Process

Linking Candidacy Records to Student Program Attempts

If a research candidacy record is created as part of an admission application, the
candidacy record is linked to the student program attempt. When an offer is
accepted, the proposed commencement date, recorded as part of the research
candidacy, is mapped to the student program attempt commencement date.

Recording Student Unit Attempts

If units are recorded for the admission application and their outcome status is
OFFERED, they are copied to the Enrollments subsystem as unconfirmed student
unit attempt records in the preenrolled academic period.
If a pattern of study exists for a program being preenrolled, the pattern of study can,
subject to preenrollment constraints, create unconfirmed student unit attempts. This
preenrollment occurs for the target and future academic periods, depending on the
number of periods specified to be preenrolled for the pattern of study in the
Patterns of Study window.
For more information on preenrollment constraints, see Preenrollment Constraints
in this chapter.

Establishing Enrollment Due Dates

By default, the Preenrollment process establishes an enrollment due date for the
student program attempt. The default due date is the value in the Form Due Date
Alias field, established in the Enrollment Calendar Configuration window. This
default date can be overridden by inserting a record in the Enrollment Form Due
Date field within the Student Program Attempt Administration Details window, or
for a group of students by rerunning the Preenrollment batch process prior to
enrollment form production.

Preenrollment Process Overview 169-9

Individual Preenrollment Through the Student Program Attempt Window Process

Individual Preenrollment Through the Student Program Attempt

Window Process
Preenrollment of a student program attempt through the Student Program Attempt
window can occur if an admission application exists but preenrollment has not been
performed.
If an unconfirmed student program attempt is confirmed in the Student Program
Attempt window, the Preenrollment process is automatically activated. The process
checks for a corresponding offer of admission in the relevant admission period. If
none is found, preenrollment is not performed. If the offer of admission exists, the
Preenrollment process is the same as when program attempts exist in enrollments.
For information on the Preenrollment process when program attempts exist in
enrollments, see Program Attempts Exist in Enrollments in this chapter.

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 Batch Preenrollment Through the Admissions Subsystem Process

Batch Preenrollment Through the Admissions Subsystem Process

Admission applications are assigned an admission process category that determines
which steps of the admission process are performed on the application.
If the admission step Perform Preenrollment on Offer is not included in the
admission process category assigned to an application, preenrollment is not
performed online. A batch process must be performed on all offers and conditional
offers of admission.
Institutions must determine which preenrollment method, online or batch, is most
suited to a group of students. If an enrollment form is generated as part of the
admission offer process, with batch preenrollment, the institution can specify a
different enrollment form due date for each group of students, and preenroll ad hoc
groups of units through the Batch Process Preenrollment Parameter window.
If an enrollment form is not generated as part of the admission offer process, and
applicants are accepted through the Admissions subsystem and enrolled through
the Enrollments subsystem, online preenrollment is appropriate at the time of the
offer of admission. When enrollment forms are created, the batch process can be run
again.
Preenrollment can be performed for those admission applications if the outcome
status recorded against the student's program application in the Admission
Program Application window has been changed to a status of OFFER or
COND-OFFER.
Batch preenrollment is performed by the Batch Preenrollment job.
For each applicant or student record selected, the Preenrollment process is the same
as the Individual Preenrollment Through the Admissions Subsystem process.
For information on admission process categories and their steps, see Admission
Processes, Chapter 103, Admissions Overview.
For information on the Individual Preenrollment Through the Admissions
Subsystem process, see Individual Preenrollment Through the Admissions
Subsystem Process in this chapter.

Preenrollment Process Overview 169-11

Batch Preenrollment Through the Enrollments Subsystem Process

Batch Preenrollment Through the Enrollments Subsystem Process

Students' program selections can be entered directly into the system in the
Enrollments subsystem bypassing the Admissions subsystem; however, it is not
recommended. For each program selection, a student program attempt is created
with a status of UNCONFIRMED. These student program attempts can be
preenrolled by the batch process. By selecting the Person Add indicator and the
Program Add Allowed indicator in the Enrollment Category Procedure Detail
window, students and student program attempts can be entered directly into the
system in the Student Program Attempt window, bypassing the Admissions
subsystem. The program attempts created have a status of UNCONFIRMED.
Students with these student program attempts can be preenrolled by the Batch
Preenrollment job but are treated as returning students.
The selected student program attempts are processed according to the Batch
Preenrollment for Returning Students process.
For information on the Batch Preenrollment for Returning Students process, see
Batch Preenrollment for Returning Students Process in this chapter.

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 Batch Preenrollment for Returning Students Process

Batch Preenrollment for Returning Students Process

For returning students, or those already enrolled for one or more years of a
program, preenrollment prepares their enrollment records for the upcoming year. If
a re-enrollment form needs to be created, preenrollment is mandatory. Typically, all
returning students are preenrolled once annually.
Returning student preenrollment can occur only through the Batch Preenrollment
job. Preenrollment should be run at the same time for similar groups of students
with the Enrollment Form Extraction Creation job. By running these two jobs
together, the institution can set an override form due date in the preenrollment
parameter window appropriate for each group of students scheduled to receive a
reenrollment form. Following successful preenrollment, the override form due date
appears in the Student Program Attempt Administration Details window.
The Batch Preenrollment for Returning Students process includes the following
components:
■ Determining Enrollment Categories
■ Creating Student Program Attempt Enrollment Records
■ Checking Contribution Payment Options
■ Checking Program Versions
■ Preenrolling Unit Attempts Through Patterns of Study

Determining Enrollment Categories

The enrollment category is determined from the previous preenrollment period. If
no previous preenrollment is found, the enrollment category must be specified as a
parameter before running the Batch Preenrollment job, or preenrollment is not
performed for that record.

Creating Student Program Attempt Enrollment Records

A student program attempt enrollment record is created using the enrollment
period specified as a parameter for the Batch Preenrollment job and the enrollment
category. If a record already exists for the enrollment period, and the enrollment
category is different from the existing enrollment category, it is updated.

Preenrollment Process Overview 169-13

Batch Preenrollment for Returning Students Process

Checking Contribution Payment Options

If the student's last contribution payment option was flagged to expire at the end of
an academic period and it ended before the start of the academic period being
preenrolled, a warning is issued to the exceptions report.

Checking Program Versions

The system checks that the student's enrolled program version is still offered within
the target academic period. If it is no longer offered, a warning is issued, but
preenrollment is still performed.

Preenrolling Unit Attempts Through Patterns of Study

If the Preenroll Pattern of Study Units parameter in the Batch Preenrollment job is
set to Yes, unit attempts can be preenrolled through a pattern of study, subject to
preenrollment constraints. For a pattern of study, preenrollment is performed for
the target and future academic periods, depending on the number of periods to be
preenrolled, specified in the Patterns of Study window.

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 Preenrollment Constraints

Preenrollment Constraints
In the Preenrollment process, the following constraints apply:
■ Unit Constraints
■ Pattern of Study Constraints

Unit Constraints
When the user preenrolls a student, the units to be preenrolled can come from the
following sources:
■ units specified in the admission application for new students
■ units specified as parameters in the Batch Preenrollment job
■ pattern of study units attached to the program
Only one of these sources can be used for an individual's preenrollment. The system
checks for data at each of these sources in the order they are listed, and uses only
the first set of data it finds. For example, if units are specified in the admission
application, the system preenrolls these but ignores units specified in the Batch
Preenrollment job or pattern of study units.
If unit attempts are already recorded against the subject program attempt, the
following constraints apply:
■ Units specified in the Admissions subsystem can still be added, provided they
do not already exist.
■ Units specified in the Batch Preenrollment job can still be added, provided they
do not already exist.
■ Pattern of study units are not preenrolled.
A unit is not preenrolled in the following situations:
■ The student is currently excluded from the unit.
■ The student has an advanced standing status of GRANTED or APPROVED in
the unit, of type CREDIT or 100%, or PRECLUSION.
■ The unit attempt of any status already exists in the academic period.

Preenrollment Process Overview 169-15

Preenrollment Constraints

Pattern of Study Constraints

Subsequent runs of the Batch Preenrollment job can apply a pattern of study to a
student, but only if no unit attempts are currently recorded.
For example, a student is offered admission into program A300 in the 1999
academic year and a preenrollment is performed online. No units are specified
against the admission application, and the pattern of study for this program for
1999 is not yet approved. Preenrollment does not preenroll any units.
The Batch Preenrollment job is set up to run once per week. This job’s Preenroll
Units parameter is set to Yes, and the combination of its other parameters means it
processes program A300, and possibly others.
A few weeks later, the pattern of study for A300 is approved for 1999. When the
Batch Preenrollment job runs again, the student is selected since his or her program
has a pattern of study and he or she does not have any preenrolled units in 1999,
and units are preenrolled according to the pattern.
Pattern of study preenrollment is not performed in the following situations:
■ The student has a unit level advanced standing status of GRANTED or
APPROVED in the program attempt.
■ The student has a current unit requirement encumbrance not satisfied by the
pattern of study units recorded for the program.
■ For a returning student, progress has not occurred according to the prescribed
pattern, determined by passed or incomplete unit attempts in teaching periods
specified by the pattern.
Note: If the Always Preenroll flag is set for a pattern of study, this constraint is
overridden.
■ The pattern is not approved in the Patterns of Study window for the target
academic calendar instance.
Note: If no approved calendar instance is recorded for the pattern of study,
approval is not required.
Units in a pattern of study can be specified with only a unit code. The specification
of a location and a unit class is optional. However, the creation of a student unit
attempt requires that a specific unit offering be specified.
To determine the unit offering option to use when location and class are not
specified, the Preenrollment process searches for all available offerings of the unit,
within the relevant academic period, that match the pattern of study teaching

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 Preenrollment Constraints

calendar type. Multiple records can be returned if the unit is offered in various
location and class combinations.
A specific unit offering option is selected according to the following criteria:
■ If the location code is specified in the pattern of study, only offerings at that
location are considered.
■ If the location code is not specified, only offerings at the student's program
attempt location are considered.
■ If the unit class is specified, only offerings in that class are considered.
■ If the unit class is not specified, offerings of any available mode are considered.
If the mode of an offering matches the mode of the student program attempt,
that offering is given preference over others.
This selection process typically reduces the available unit offerings to one. If more
than one remains, one of the remaining options is selected at random. This latter
scenario occurs only when the unit is offered in multiple classes within a mode,
such as day and evening classes within On-Campus mode.

Preenrollment Process Overview 169-17

Preenrollment Constraints

169-18 Oracle Student System User’s Guide

 170
Student Enrollments Procedures

This chapter describes how to maintain student program and unit attempts and
other enrollment related information. The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Enrollment Sessions Procedure
■ Entering Persons and Person Details Procedure
■ Maintaining Student Program Attempts Procedure
■ Maintaining Student Unit Attempts Procedure
■ Student Enrollments Window

Student Enrollments Procedures 170-1

Definition

Definition
The student enrollments procedures maintain student program and unit attempts
and other enrollment related information.

Overview
This section includes information on the following topics:
■ Windows
■ Student Enrollments Window Processes
■ Program and Unit Discontinuation

Windows
This section includes information on the following windows accessed from the
Student Enrollments window:
■ Session Details Window
■ Student Enrollments Window
■ Student Program Attempt Window
■ Student Unit Attempt Window

Session Details Window

The Session Details window is displayed when a user first accesses the Student
Enrollments window. To access the Session Details window on subsequent
occasions, click the Alter Session button.
The following data is entered in the Session Details window:
■ academic calendar, or academic period, in which enrollments are processed
■ enrollment method for the current session
■ enrollment category to which enrollments in the current session belong
Note: The enrollment category is optional. The system can derives it
automatically for each student from his or her program attempt. If the system
cannot determine an enrollment category, a message is displayed that the user
must specify the category. If the system-derived enrollment category differs
from the enrollment category specified in the Session Details window, the

170-2 Oracle Student System User’s Guide

 Overview

system combines features of both categories. The enrollment category used

appears in the top right corner of the Person region.
The system recognizes when a student's enrollment is outside these parameters, for
example, if a student enrolls in an off-campus program and units but the enrollment
session is for on-campus enrollments, and merges session details to process the
enrollment.
The Student Enrollments, Student Program Attempt, and Student Unit Attempt
windows are configured to match the type of enrollment processed. The enrollment
method, enrollment category, and student commencement type, also
system-derived, determine which navigation buttons are displayed.
For information on the enrollment category procedure and associated details, see
Chapter 186, Category Procedure Detail Procedure.

Student Enrollments Window

The Person region of the Student Enrollments window displays details of a student
for whom enrollment data is entered. Simple queries can be performed here or the
Find Person window can be invoked for more complex queries.
Dynamic prompts indicating the person is deceased, identifying the person as a
staff member, indicating the person’s system records are archived, or that
administrative or academic holds exist can appear in the Person region.
Note: If duplicate person records are detected by the system during data entry in
the Student Enrollments window, the Duplicate Person Details window appears.
The user must then determine whether to save or clear the currently entered person
data. For information on handling duplicate records, see Duplicate Person Details
Procedure, Chapter 363, Duplicate Person Details Procedure.

Student Program Attempt Window

The Student Program Attempt region displays all student program attempts except
those that are deleted. In the Program Attempt Status field, the status of a program

Student Enrollments Procedures 170-3

Overview

attempt is identified by a system-defined program attempt status listed in

Table 170–1.

Table 170–1 System-Defined Program Attempt Statuses

Program Attempt Status Description
UNCONFIRM student is admitted, preenrolled, or offered a place, but
has not confirmed intention to accept place and enroll
INACTIVE student accepted offer and confirmed intention to enroll,
but has no enrolled units
ENROLLED student has enrolled units
INTERMIT student is intermitted, or taking leave of absence
Note: Once the intermission expires, the status reverts to
Inactive or Enrolled.
LAPSED continuing or returning student fails to confirm unit
enrollment within designated time frame
DISCONTIN student is withdrawn
COMPLETE student satisfies completion requirements

To enroll a student in a program, the Confirm check box is selected.

Note: If an institution must add a program, the selected enrollment category must
have the Program Add Allowed check box selected. Typically, new programs are
added in the Admissions subsystem or through the transfer process accessed by
clicking the Transfer button in this window.
Table 170–2 describes tabs in the Student Program Attempt window.

Table 170–2 Tabs in Student Program Attempt Window

Tab Description
Rule Check if Rule Check check box selected, system checks program
completion rules and student’s academic record for program
completion; if deselected, student's program completion status
must be assessed manually
if Waive Option Check check box selected, checks of forced
elements of program offering option, such as attendance type,
attendance mode, and location, are waived
if selected, Provisional check box indicates enrollment is
provisional

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 Overview

Table 170–2 Tabs in Student Program Attempt Window

Tab Description
Funding Source optional fields to input funding source code and description,
describing source of student’s funding
Completion Period includes Nominated Completion Year and Nominated Completion
Period fields for year and period, including Summer, Mid-Year, or
End of Year, in which student anticipates completing program;
required for progression checking and Graduation subsystem
Fee Category fields to input code and description for fee categories; fee
categories define set of fees and charges applicable to student
studying particular program
Note: A fee category is usually assigned to a program attempt in
the Admissions subsystem, but can be added or modified here.
Students entered in the system here must have a fee category set.
Correspondence fields to input code and description for correspondence categories;
correspondence categories define set of system-generated and
nonsystem-originated correspondence items sent to student
Note: A correspondence category is usually assigned to a program
attempt in the Admissions subsystem but can be added or
modified here. Students entered in the system here must have a
correspondence category set.
Exam Location optional fields to input code and description for exam locations
specified by student for program attempt; location is overridden if
student specifies different location for specific unit
Publish Outcomes Publish Outcomes check box specifies whether student’s results are
published in press and on public notice boards; defaults to Yes;
deselecting check box suppresses publication of results except in
formal certificate of results or academic transcript
Lapsed Date only displayed for inactive and lapsed program attempts; Lapsed
Date field displays date that student program attempt lapses; can
be modified to current date only
Self Help optional check box selected when student wants to participate in
self help study group
Discontinue Discontinued Date field contains discontinuation date of program
attempt
Discontinuation Reason Code field contains code of reason for
discontinuation
Discontinuation Reason Type field contains reason for
discontinuation

Student Enrollments Procedures 170-5

Overview

Table 170–2 Tabs in Student Program Attempt Window

Tab Description
Transferred From program code of program attempt from which selected program
attempt is transferred; transfer date and comments about transfer
are also entered
Transferred To program code of program attempt to which selected program
attempt is transferred; transfer date and comments about transfer
are also entered

Student Unit Attempt Window

The Student Unit Attempt region displays unconfirmed preenrolled units, current
enrolled units, discontinued, and completed units for a specific academic period.
Units in which a student is admitted or preenrolled, but not yet enrolled, have the
status Unconfirm. Units in which a student is enrolled have the status Enrolled.
Discontinued units have the status Discontin and completed units have the status
Complete.
Note: The ability to vary a student's enrollment is subject to a cutoff date, specified
by the enrollment calendar. Users cannot vary data after this date unless they have
special privileges.
To enroll a student in a unit, the Confirm check box is selected. The unit attempt
status changes from Unconfirm to Enrolled and the enrolled date is set to the
current date.
Note: Units can be added to a student's enrollment using this window, however,
preenrolled units must originate from another source, such as the Admissions
subsystem.
System checks on the validity of enrolling student unit attempts can be performed.
Validations occur in the following circumstances:
■ unit rule checking is defined as an enrollment step
■ waive rules date for the unit attempt is not set

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 Overview

Table 170–3 describes tabs in the Student Unit Attempt window.

Table 170–3 Tabs in Student Unit Attempt Window

Tab Description
Enrollment Details Enrolled Date field contains date of enrollment in unit; defaults to
date unit attempt is confirmed; can be modified
No Assessment check box indicates student is not seeking formal
grade for unit and is excluded from assessment processes
Equivalent Full Time Student Unit field displays derived
Equivalent Full Time Student Unit for student unit attempt, the
calculated load for the academic period; load apportionment is
used in calculation; Equivalent Full Time Student Unit can be
overridden with Equivalent Full Time Student Unit that applies to
individual student unit attempt
Note: To override an Equivalent Full Time Student Unit, the
Override Credit Points check box must be selected for the unit in
the Basic Unit Details window. The Override Unit Attempt EFTSU
step type must be selected in the Category Procedure Detail
window. If an Equivalent Full Time Student Unit can be
overridden, black text appears in the Effective Full Time Student
Unit field. When the record with the overridden Equivalent Full
Time Student Unit is saved, the field name becomes Override
EFTSU. The Equivalent Full Time Student Unit can be overridden
at the student unit attempt level when a research student attempts
only part of a unit.
[Unit Title] field contains unit name; can be overridden with unit
title that applies to individual student unit attempt
Note: To override a unit title, the Override Title check box must be
selected for the unit in the Basic Unit Details window. The
Override Title step type must be selected in the Category
Procedure Detail window. If a unit title can be overridden, black
text appears in the Unit Title field. When the record with the
overridden title is saved, the field name becomes Override Title. A
unit title can be overridden if a student is studying abroad. The
student is enrolled in generic units and the unit titles are
overridden to match the units studied abroad.
Exam Location fields contain code and description for location where exam for
student unit attempt is held

Student Enrollments Procedures 170-7

Overview

Table 170–3 Tabs in Student Unit Attempt Window

Tab Description
Waive Rules Waive Rules Date field contains date when unit rule is waived;
entering date prevents system from applying unit enrollment rules
to student unit attempt; entering date for student unit attempt with
status of Invalid changes status to Enrolled if validations, such as
program intermission and unit exclusion, are passed
Waive Rules Person Number field contains identification number
of person who authorizes rules waiver; name of person is also
displayed; can be overridden and another person number selected
Discontinue Discontinued Date field contains discontinuation date of student
unit attempt
Discontinuation Reason field contains reason for discontinuation
Administrative Unit Status field contains status applied to student
unit attempt discontinuation based on withdrawal date from unit
[Unit Title] field contains unit name
Superior Unit fields contain details about unit that is superior to selected unit
attempt; superior relationship must be created in Program
Structure and Planning subsystem
student enrolled in superior unit must enroll in at least one of its
subordinates; reverse is not mandatory; to enroll in superior unit
attempt, student typically is enrolled in particular set of subunits;
satisfactory completion of superior unit can be dependent on
completing required subunits
warning appears when user saves superior and subordinate units
for which total enrolled credit points of subordinates does not
equal enrolled credit points of superior; can occur when superior
unit spans more than one teaching period and only those
subordinate units in first teaching period are enrolled
Note: A unit can have more than one superior unit, but only one
relevant unit is entered here.
Note: Entering a superior unit code as the only query criteria in the
Student Unit Attempt window displays only the subordinate unit
attempts associated with it.

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 Overview

Table 170–3 Tabs in Student Unit Attempt Window

Tab Description
Override CP appears if corresponding unit version in Basic Unit Details
window has Override Credit Points check box selected
Override Enrolled Credit Points field contains value that overrides
number of enrolled credit points specified in Basic Unit Details
window
Achievable CP field contains value that overrides number of
achievable credit points specified in Basic Unit Details window
The Override Credit Points Reason field is optional field to enter
comments
Note: The override fields must conform to minimum, maximum,
and increment values if these are specified in the Basic Unit Details
window.
Note: Credit points can be overridden at the student unit attempt
level in the following situations: postgraduate student attempts an
undergraduate unit and is awarded fewer credit points on
successful completion; institution establishes generic unit for study
abroad and then specifies credit point value on individual basis;
student repeats unit that can be passed only once for credit
Result displays student unit attempt results

Student Enrollments Window Processes

Table 170–4 describes Student Enrollments window processes at the person,
program, or unit level that can be set up as automatic enrollment category
procedure steps.

Student Enrollments Procedures 170-9

Overview

For information on enrollment category procedure steps, see Chapter 186, Category
Procedure Detail Procedure.

Table 170–4 Student Enrollments Window Processes

Process Description
Check Holds student's program or unit enrollment can be restricted by
placing holds on student
process checks if student has holds, and prevents or
warns against attempted entries or changes to student's
enrollment
For information on holds checking and student program
attempts, see Checking Student Program Attempts in this
chapter.
For information on holds checking and student unit
attempts, see Checking Student Unit Attempts in this
chapter.
See Applying Holds, Chapter 168, Enrollments Overview
for an explanation of holds, and System Hold Effect
Types, Chapter 252, Person Hold Effects Procedure for a
list of the system-defined effects.
Check program rule checking is applied to check student's
Cross-Element enrollment against rules specified for each program
Restrictions offering pattern in Program Offering Patterns window;
cross-checking rules apply to cross faculty enrollments,
for academic year and duration of program, cross
location, and cross mode enrollments
For information on program rule checking, see Enrollment
Calendar Configuration, Chapter 168, Enrollments
Overview.
Check Forced program and unit rule checking is applied to check that
Program Offering students enrolling in units adhere to the following forced
Option Elements attributes of their program offering option, as specified in
Program Offering Options window: forced location,
forced attendance mode, and forced attendance type
For information on program and unit rule checking, see
Validating a Student’s Enrollment, Chapter 168,
Enrollments Overview.

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Table 170–4 Student Enrollments Window Processes

Process Description
Override Variation if this process is specified, person with security privileges
Cut-Off Date can override variation cutoff date restrictions
For information on the variation cutoff date process, see
Enrollment Calendar Configuration, Chapter 168,
Enrollments Overview.
Check Unit unit rule validation checks student's enrollment against
Validity predefined corequisite, prerequisite, and incompatible
rules
For information on unit rule validation, see Unit Rule
Validation in this chapter.

This section includes information on the following topics:

■ Holds Checking
■ Unit Rule Validation

Holds Checking
Holds checking in the Student Enrollments window requires the existence of the
Check Holds enrollment step.
For dynamic prompts to appear as a result of holds checking, holds must be
effective on the current date.
In the Student Enrollments window, if holds SUS_SRVC and RVK_SRVC exist, then
the Administrative Hold dynamic prompt appears.
In the Student Program Attempt window, if holds SUS_SRVC or RVK_SRVC,
program exclusions EXC_COURSE or SUS_COURSE, enrollment restrictions
RSTR_AT_TY, RSTR_GE_CP, or RSTR_LE_CP, or program group EXC_CRS_GP
exists, then the Holds Exist dynamic prompt appears.
In the Student Unit Attempt window, if person holds, program or program group
exclusions, enrollment restrictions, or at least one program unit exclusion,
EXC_CRS_U or RQRD_CRS_U exists, and person unit requirements are not
satisfied, then the Holds Exist dynamic prompt appears.
Holds checking includes the following parts:
■ Checking Student Program Attempts
■ Checking Student Unit Attempts

Student Enrollments Procedures 170-11

Overview

Checking Student Program Attempts The system checks for holds when the program
attempt is confirmed or a discontinuation is lifted.
The system performs the following tasks:
■ determines the census date of all teaching periods in the session academic
period
■ for each census date within the start and end dates of the session academic
period, determines if person holds SUS_SRVC and RVK_SRVC are effective on
the census date. If they are not, the system determines if program exclusions
EXC_COURSE and SUS_COURSE are effective on the census date. If they are
not, the system determines if program group exclusion EXC_CRS_GP is
effective on the census date.
If any of these encumbrances exist on the census dates checked, then a hold is
placed on the student program attempt for the academic session, and an error is
produced when the user attempts to confirm or lift a discontinuation on a student
program attempt.
If at least one of the census dates has no holds and the census date is greater than or
equal to the current date, then a hold is not placed on the student program attempt
for the academic session and unit enrollment can occur.

Checking Student Unit Attempts The system checks for holds whenever an attempt is
made to enroll or re-enroll a unit attempt.
The following tasks trigger checking student unit attempts for holds:
■ confirming a unit attempt
■ lifting a discontinuation
■ attempting to remove a rule waived date
■ switching an invalid unit attempt status to Enrolled
The system performs the following tasks:
■ determines the census date of the unit attempt teaching period
■ determines whether person holds SUS_SRVC and RVK_SRVC are effective on
the census date. If they are not, the system determines whether program
exclusions EXC_COURSE and SUS_COURSE are effective on the census date. If
they are not, the system determines whether program group exclusion
EXC_CRS_GP is effective on the census date. If it is not, the system determines
whether program unit exclusion EXC_CRS_U is effective on the census date.

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 Overview

If any of these holds exist on the census dates checked, a hold is placed on the
student unit attempt, and a validation error is produced, except when unit attempts
are invalid. For invalid unit attempts, no validation error is produced, but the unit
attempt remains invalid.

Unit Rule Validation

The system uses institution-defined rules to validate the enrollment of student unit
attempts. Each rule can be associated with one or more rule sets. Rule sets refine a
rule. The following rules, and their rule sets, can be applied to a student unit
attempt:
■ Corequisite, to check that a unit defined as a corequisite is already passed or is
undertaken in the same academic period as another unit
■ Prerequisite, to check that a unit defined as a prerequisite is completed before
enrolling in another unit
Note: Prerequisite rules can specify completion criteria, such as completion
with a letter grade or a grade of pass or fail.
■ Incompatible, to check that enrollment in a unit is not incompatible with a prior
or current unit and can earn credit
Note: A unit can be incompatible if its curriculum overlaps with a previously
completed or currently enrolled unit.
■ Translation, to check whether a unit has an equivalent translation within a rule
Note: For rules checks, if a translation exists, it is considered with the specified
unit.
Rules checking occurs when changes to a student unit attempt are saved and at
least one of the following changes occurs:
■ new enrolled student unit attempt is added
■ existing unconfirmed student unit attempt is confirmed
■ discontinued student unit attempt is reinstated
■ enrolled student unit attempt has rule waived date deleted or rule waiver
removed
Rule checking occurs online when an enrollment category has unit checking
specified as an enrollment step.

Student Enrollments Procedures 170-13

Overview

When unit checking is not specified as an enrollment step, student unit attempts
that are changed are checked by an off-line batch process that provides reports and,
depending on the circumstances, can change the status of student unit attempts that
pass or fail a rule test. The ability to change a student unit attempt status is subject
to the following cutoff dates:
■ enrolled rule cutoff, the last date when a student unit attempt status can be
switched from Invalid to Enrolled as a result of passing a previously failed rule
check
■ invalid rule cutoff, the last date when a student unit attempt status can be
switched from Enrolled to Invalid as a result of failing a rule check
Cutoff dates are maintained by the system administrator in the Maintain System
Calendar Configuration window.
Previously invalid student unit attempts are rechecked when changes occur. If unit
checking is specified as an enrollment step, rule checking occurs online, if not, the
batch process runs off-line.
Note: If a subordinate unit attempt is validated and can be enrolled, its status
remains Invalid if its superior unit’s unit attempt status is Invalid.
Unit rules are created and maintained in the Group Rules window. If the Group
Rules window is accessed from the Unit Version Rules window, a rule can be edited
with rule components relevant to unit version rules only.
For information on rules functionality, see Chapter 469, Rules Overview.
Table 170–5 shows three unit rule batch checking scenarios.

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 Overview

Note: In scenarios 1 and 2, the activities occur before the enrolled and invalid rule
cutoff dates.

Table 170–5 Unit Rule Batch Checking Scenarios

Scenario Description
1 A number of students are
enrolled in units during an
enrollment session for which the
enrollment category procedure
detail does not include the
enrollment step Check Validity,
which checks that a student unit
attempt satisfies unit rules. Some
of these student unit attempts
break prerequisite, corequisite,
and incompatible rules.
2 Some student unit attempts that
pass through the bulk rule
checking process are changed by:
waiving the rules for an invalid
unit attempt;
granting advanced standing to
students with invalid unit
attempts, for units that are
prerequisites or corequisites of
those unit attempts;
discontinuing prerequisites or
corequisites of unit attempts with
a status of Enrolled; or
revoking previously granted
advanced standing in a unit that
is a prerequisite of an enrolled
unit attempt
Outcome
All units are successfully enrolled
at the time of data entry including
those that break unit rules. The
bulk rule checking process runs at
a specified time, identifies the
unit attempts that break unit
rules, and converts the status of
applicable units from Enrolled to
Invalid.
The status of unit attempts is
immediately changed to Enrolled.
The status of unit attempts
changes from Invalid to Enrolled
if the rules applying to each unit
attempt are satisfied. The status of
unit attempts changes from
Enrolled to Invalid. The status of
the unit attempt changes from
Enrolled to Invalid.

Student Enrollments Procedures 170-15

Overview

Table 170–5 Unit Rule Batch Checking Scenarios

Scenario Description
3 The events in scenarios 1 and 2
repeat, but after the enrolled and
invalid rule cutoff dates.
Outcome
The system cannot change the
status of unit attempts after the
cutoff dates. The Bulk Unit Rules
Checking Process exception
report is automatically produced
providing details of units
identified by the rule check
process whose statuses cannot
change. In each case, a message
explains why the attempted
transaction is an exception.

Program and Unit Discontinuation

Discontinuation ends a student's enrollment in a program or unit before
completion. The discontinuation of a student's program attempt automatically
discontinues associated unit attempts. If required, individual unit attempts can be
discontinued.
Typically, discontinuation is initiated when a student exits a program or unit.
Discontinuation can also be initiated by an institution when it places an
administrative or academic hold on a student.
When a program or unit attempt is discontinued, the system changes the program
or unit attempt status to Discontin. An administrative unit status is applied to a
discontinued unit, or the unit attempt is deleted, based on the discontinuation date.
Discontinuing programs and units affects the following items:
■ government statistical reporting through changed load calculations
■ student attendance type if the unit load is altered
■ student unit grade associated with an administrative unit status
When a student withdraws from a program, the student program attempt record is
located, and the discontinuation process is invoked. The discontinuation process
performs the following tasks:
■ enters the processing date as the date of discontinuation
■ sets the program attempt and related unit attempt statuses to Discontin
Note: If required, the discontinuation date can be forward dated or backdated.

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 Overview

Based on the discontinuation date, the system then performs one of the following
tasks:
■ assigns an administrative unit status to the units in which the student is
enrolled
■ deletes the student’s enrolled units
For information on program and unit discontinuation, see Managing Unit
Discontinuation, Chapter 168, Enrollments Overview, and Chapter 181,
Administrative Unit Statuses Procedure.

Student Enrollments Procedures 170-17

Creating Enrollment Sessions Procedure

Creating Enrollment Sessions Procedure

The following information applies to this procedure:
■ Enrollment session details need be created only for the first enrollment session
started by a user. For subsequent enrollment sessions, the system recalls the
previous session details, which can then be modified if required.
■ Specifying an enrollment category is optional since the system can derive it
from a student's program attempt, if it was created in the Admissions
subsystem, and merge the session details if necessary.
■ Specifying session details does not preclude the processing of enrollments from
other enrollment categories.
To create an enrollment session, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Click Alter Session.
The Session Details window appears.
3. Enter data in appropriate fields.
4. Select the academic calendar relevant to the enrollments being processed from
the list of values in the Academic Calendar field.
5. Select the enrollment method for the enrollments processed from the list of
values in the Enrollment Method field.
6. Select a default enrollment category from the list of values in the Enrollment
Category field, if applicable.
7. Click OK.
The Student Enrollments window appears with the session details displayed.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

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 Entering Persons and Person Details Procedure

Entering Persons and Person Details Procedure

The following information applies to this procedure:
■ A person can be added using this procedure only if the enrollment category,
determined by the system, has its Person Add check box selected.
■ The minimum information required to add a person to the system includes
surname, title, and sex, however, date of birth is recommended.
To enter a person or person details, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record or enter new data in appropriate fields.
Note: If duplicate person records are detected by the system during data entry
in this window, the Duplicate Person Details window appears. For information
on handling duplicate records, see Duplicate Person Details Procedure,
Chapter 363, Duplicate Person Details Procedure.
3. If entering new data, save or save and continue as follows:
File - Save or Save and Proceed
4. Optionally, click the buttons described in Table 170–6 and enter data in
appropriate fields.
Table 170–6 Student Enrollments Window Buttons
Button Description Reference
Alternate IDs opens Alternative Person See Chapter 339, Alternative
IDs window Person IDs Procedure.
Addresses opens Addresses window See Chapter 364, Addresses
Procedure.
Disabilities opens Persons Special See Chapter 341, Persons Special
Needs window Needs Procedure.
International opens Person International See Chapter 342, Person
Details window International Details Procedure.
Aliases opens Person Aliases See Chapter 340, Person Aliases
window Procedure.

Student Enrollments Procedures 170-19

Entering Persons and Person Details Procedure

Table 170–6 Student Enrollments Window Buttons

Button Description Reference
Notes opens Person Notes See Chapter 343, Person Notes
window Procedure.
Statistics opens Student DETYA See Chapter 491, Student DETYA
Statistics window Statistics Procedure.
Holds opens Person Hold Details See Chapter 358, Person Hold
window Details Procedure.
Unit Attempts opens Student Unit See Maintaining Student Unit
Attempt window Attempts Procedure in this
chapter.
Program Attempts opens Student Program See Maintaining Student Program
Attempt window Attempts Procedure in this
chapter.

5. Close the window.

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 Maintaining Student Program Attempts Procedure

Maintaining Student Program Attempts Procedure

This procedure includes the following parts:
■ Entering Student Program Attempts
■ Re-Enrolling Intermitted Students
■ Re-Enrolling Lapsed Students
■ Discontinuing Student Program Attempts
■ Reinstating Discontinued Student Program Attempts

Entering Student Program Attempts

The following information applies to this procedure:
■ A program attempt can be added using this procedure only if the enrollment
category specified in the Session Details window has its Program Add Allowed
check box selected. The system displays a message if a program cannot be
added.
■ A student can enroll only in units offered in teaching periods that end after the
student’s program attempt start date.
■ Other processes affect a student’s program attempt, including discontinuation,
lapsing, intermission, and encumbrances.
■ For a commencing student introduced through the Admissions subsystem, data
from that subsystem, including name, address, contact details, and program
attempts, becomes the default data.
■ If a student has a preexisting administrative hold that blocks enrollment, the
Holds Exist dynamic prompt appears. A hold must be removed before a
student can be enrolled.
■ Program attempt statuses include Enrolled, Intermit, Discontin, or Lapsed.
■ A program can be discontinued while it is lapsed.
■ Except for contribution-liable students, students who already completed
program requirements can study additional units. The system issues a warning
when a student program attempt is complete, but does not prevent the
enrollment of additional units.
To enter a student program attempt, perform the following steps.

Student Enrollments Procedures 170-21

Maintaining Student Program Attempts Procedure

1. In Oracle Student System, navigate to the Student Enrollments window as

follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record.
3. Click Program Attempts.
The Student Program Attempt window appears.
4. Enter data in appropriate fields.
The following data applies to this procedure:
■ Program attempts cannot be modified or deleted in this window. Only the
Confirm check box, the program attempt status, and the start date can be
changed. A student's program offering option can be changed by clicking
Chg Option.
5. Select the program offering in which the student is enrolling from the list of
values in the Program Code field.
6. Select the Confirm check box to indicate that the student's enrollment is
confirmed.
The start date defaults to the start date alias instance if enrollment occurs before
this date, or to the current date if enrollment occurs after the start date alias
instance. The default program attempt status, Inactive, changes to Enrolled
when unit attempts are enrolled for the program attempt.
7. In the Start Date field, enter the start date.
A manually entered start date becomes the default date for the remainder of the
session, or until another date is entered.
8. Save or save and continue as follows:
File - Save or Save and Proceed

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 Maintaining Student Program Attempts Procedure

9. Optionally, click the buttons described in Table 170–7 and enter data in
appropriate fields.
Table 170–7 Student Program Attempt Window Buttons
Button Description Reference
Notes opens Student Program See Chapter 171, Student
Attempt Notes window Program Attempt Notes
Procedure.
Admin Dtl opens Program Attempt See Chapter 180, Program
Administration window Attempt Administration
Procedure.
HECS Option opens Program Attempt See Chapter 179, Program
Contribution window Attempt Contribution Procedure.
Candidacy opens Research Candidacy See Chapter 311, Research
Details window Candidacy Details Procedure.
Spcl Rqrmnts opens Special Requirements See Chapter 178, Special
window Requirements Procedure.
Adv Standing opens Advanced Standing See Chapter 238, Advanced
Details window Standing Details Procedures.
Holds opens Person Hold Details See Chapter 358, Person Hold
window Details Procedure.
Chg Option opens Change Student’s See Chapter 176, Change
Program Offering Option Student’s Program Offering
window Option Procedure.
Intermission opens Intermission window See Chapter 177, Intermission
Procedure.
Unit Sets opens Unit Set Attempt See Chapter 175, Unit Set Attempt
window Procedure.
Occup Title opens Program See Chapter 59, Program
Occupational Titles Occupational Titles Procedure.
window
Transfer opens Process Program See Chapter 172, Process Program
Transfer window Transfer Procedure.
Person returns to Student See Entering Persons and Person
Enrollments window Details Procedure in this chapter.
Unit Attempt opens Student Unit See Maintaining Student Unit
Attempt window Attempts Procedure in this
chapter.

Student Enrollments Procedures 170-23

Maintaining Student Program Attempts Procedure

10. Close the window.

Re-Enrolling Intermitted Students

The following information applies to this procedure:
■ Most intermissions are set to end on the first day of a new teaching period,
however, students can also be re-enrolled before the end date of an intermission
period.
To re-enroll an intermitted student, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record.
3. Click Intermission.
The Intermission window appears.
4. Adjust the end date of the intermission period.
If the student has any enrolled units, the system changes the program attempt
status to Enrolled when the intermission expires.
If the student has no enrolled units, the system changes the program attempt
status to Inactive.
For information on the Intermission window, see Chapter 177, Intermission
Procedure.
5. Close the Intermission window.
6. In the Student Program Attempt window, click Unit Attempt.
The Student Unit Attempt window appears.
7. Enter student unit attempts.
Entering student unit attempts changes the program attempt status to Enrolled.
For information on the Student Unit Attempt window, see Maintaining Student
Unit Attempts Procedure in this chapter.
8. Save or save and continue as follows:

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 Maintaining Student Program Attempts Procedure

File - Save or Save and Proceed

9. Close the window.

Re-Enrolling Lapsed Students

The following information applies to this procedure:
■ Student program attempts lapse if a student does not re-enroll by a specified
date. Institutions determine how long a program attempt can be lapsed before it
is discontinued.
To re-enroll a lapsed student, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record.
3. Click Program Attempt.
The Student Program Attempt window appears.
4. Select the appropriate record.
5. Click the Lapsed Date tab.
6. In the Lapsed Date field, enter an end date for the lapsed period.
The program attempt status becomes Inactive when the lapsed date is reached.
7. Click Unit Attempt.
The Student Unit Attempt window appears.
8. Confirm preenrolled units and add and delete units, as required.
The program attempt status changes to Enrolled.
For information on the Student Unit Attempt window, see Maintaining Student
Unit Attempts Procedure in this chapter.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Student Enrollments Procedures 170-25

Maintaining Student Program Attempts Procedure

Discontinuing Student Program Attempts

The following information applies to this procedure:
■ A program attempt discontinuation date cannot be backdated before the
program start date.
■ A program attempt discontinuation date cannot be backdated before the start of
a student unit attempt’s teaching period.
■ For information on discontinuation trigger dates and unit discontinuation date
criteria, see Chapter 185, Unit Discontinuation Date Criteria Procedure.
To discontinue a student program attempt, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record.
3. Click Program Attempt.
The Student Program Attempt window appears.
4. Select the student program attempt to be discontinued.
5. Click the Discontinue tab.
6. Enter data in appropriate fields.
The following information applies to this step:
■ For student program attempts, the discontinuation date can be forward
dated. If the discontinuation date is forward dated, a message appears
stating that discontinuation will not occur until the discontinuation date is
reached. When it is reached, a system batch process performs the
discontinuation and a report is generated showing the action taken.
■ For student program attempts, the discontinuation date can be backdated.
To backdate a student program attempt discontinuation date, the program
attempt discontinuation must be reversed, the related student unit attempt
discontinuation dates backdated, the program attempt discontinued again,
and the program attempt discontinuation date backdated.
7. Save or save and continue as follows:
File - Save or Save and Proceed

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 Maintaining Student Program Attempts Procedure

The program attempt and associated unit attempts are deleted, or the status of
the program attempt is changed to Discontin, and related unit attempts are
deleted or their statuses are changed to Discontin. This depends on the
relationship between the discontinuation date and the various discontinuation
trigger dates.
An administrative unit status is assigned to unit attempts with a status of
Discontin, but it can be overridden in the Student Unit Attempt window. The
administrative unit status applied to a discontinued student unit attempt
depends on the relationship between the discontinuation date and critical
discontinuation trigger dates.
Note: If a discontinuation trigger date is associated with more than one
administrative unit status, either the correct administrative unit status must be
selected from the list of values for each unit attempt, or an administrative unit
status must be designated to appear as the default value.
The current date is the default discontinuation date, but can also be overridden.
8. Close the window.

Reinstating Discontinued Student Program Attempts

To reinstate a discontinued student program attempt, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record.
3. Click Program Attempt.
The Student Program Attempt window appears.
4. Select the student program attempt to be reinstated.
5. Click the Discontinue tab.
6. In the Discontinued Date field, delete the discontinuation date.
7. Save or save and continue as follows:
File - Save or Save and Proceed

Student Enrollments Procedures 170-27

Maintaining Student Program Attempts Procedure

8. Follow the procedure for Reinstating Discontinued Student Unit Attempts in

this chapter.
9. Close the window.

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 Maintaining Student Unit Attempts Procedure

Maintaining Student Unit Attempts Procedure

Warning: Modifying data in the Student Unit Attempt window can have a
significant impact on students and the institution.
This procedure includes the following parts:
■ Entering Student Unit Attempts
■ Discontinuing Student Unit Attempts
■ Reinstating Discontinued Student Unit Attempts

Entering Student Unit Attempts

The following information applies to this procedure:
■ Rule checking is performed on prerequisite, corequisite, and incompatible
programs.
■ Holds checking occurs online only.
■ Rules for superior and subordinate unit relationships are detailed in
Table 170–3.
To enter a student unit attempt, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record.
3. Click Unit Attempt.
The Student Unit Attempt window appears.
Note: If a student has only one program attempt, clicking Unit Attempt
navigates directly to the Student Unit Attempt window. If a student has more
than one program attempt, clicking Unit Attempt navigates to the Program
Attempt window, where the user must select the appropriate program before
clicking Unit Attempt in that window.
4. Enter data in appropriate fields.
The following data applies to this step:

Student Enrollments Procedures 170-29

Maintaining Student Unit Attempts Procedure

■ Only the location and class can be modified to enroll the student in a
different offering of the same unit version.
■ Student unit attempts are deleted only if they are entered in error. To cancel
a student unit attempt, see Discontinuing Student Unit Attempts in this
chapter.
5. Select the academic period from the list of values in the Academic Period field.
6. Enter the unit code, teaching period, location, and class of the unit offering in
which the student is enrolling.
By default, the Confirm check box is selected, and the unit attempt status is
Enrolled. The number of enrolled credit points and the enrolled date in the
Enrollment Details tab are entered by the system. The Confirm check box can be
deselected to reset the unit attempt status to Unconfirm. The enrolled date can
be changed.
Note: The enrolled date must come after the program attempt start date, or after
the teaching period end date.
7. Save or save and continue as follows:
File - Save or Save and Proceed
When a record is saved, validation, rule, and holds checks are performed if the
enrollment category includes the relevant checking step. Otherwise, batch
checking is required.
Validation checks prevent students from enrolling in too many cross-faculty
units, cross-location units, and cross-mode units using data entered in the
Program Offering Patterns window.
8. Optionally, click the buttons described in Table 170–8 and enter data in
appropriate fields
Table 170–8 Student Unit Attempt Window Buttons
Button Description Reference
Notes opens Student Program See Chapter 171, Student
Attempt Notes window Program Attempt Notes
Procedure.
Person returns to Student See Entering Persons and Person
Enrollments window Details Procedure in this chapter.
Program Attempt opens Student Program See Maintaining Student Program
Attempt window Attempts Procedure in this
chapter.

170-30 Oracle Student System User’s Guide

 Maintaining Student Unit Attempts Procedure

9. Close the window.

Discontinuing Student Unit Attempts

The following information applies to this procedure:
■ The administrative unit status applied to a discontinued student unit attempt,
or its deletion, depend on the relationship between the discontinuation date
and critical discontinuation trigger dates.
■ If a discontinuation trigger date is associated with more than one administrative
unit status, the correct administrative unit status must be selected from the list
of values for each unit attempt.
■ Student unit attempt discontinuations cannot be forward dated.
■ For information on discontinuation trigger dates and unit discontinuation date
criteria, see Chapter 185, Unit Discontinuation Date Criteria Procedure.
To discontinue a student unit attempt, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record.
3. Click Unit Attempt.
The Student Unit Attempt window appears.
Note: If a student has only one program attempt, clicking Unit Attempt
navigates directly to the Student Unit Attempt window. If a student has more
than one program attempt, clicking Unit Attempt navigates to the Program
Attempt window, where the user must select the appropriate program before
clicking Unit Attempt in that window.
4. Select the student unit attempt to be discontinued.
5. Click the Discontinue tab.
6. Enter data in appropriate fields.
7. Save or save and continue as follows:
File - Save or Save and Proceed

Student Enrollments Procedures 170-31

Maintaining Student Unit Attempts Procedure

The student unit attempt is either deleted and a warning is displayed, or its
status changes to Discontin. An administrative unit status is assigned or a
warning message prompts the user to select an administrative unit status from
the list of values. The current date becomes the default discontinuation date.
Note: If required, the discontinuation date can be backdated and another
administrative unit status selected from the list of values.
8. Close the window.

Reinstating Discontinued Student Unit Attempts

The following information applies to this procedure:
■ Deleted units cannot be restored. They must be reentered.
To reinstate a discontinued unit attempt, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record.
3. Click Program Attempt.
The Student Program Attempt window appears.
4. Select the appropriate record.
5. Click Unit Attempt.
The Student Unit Attempt window appears.
6. Select the unit attempt to be reinstated.
7. Click the Discontinue tab.
8. In the Discontinued Date field, delete the discontinuation date.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

170-32 Oracle Student System User’s Guide

 Student Enrollments Window

Student Enrollments Window

Figure 170–1 Session Details Window

Figure 170–2 Student Enrollments Window: Person Region

Student Enrollments Procedures 170-33

Student Enrollments Window

Figure 170–3 Student Enrollments Window Buttons

170-34 Oracle Student System User’s Guide

 Student Enrollments Window

Figure 170–4 Student Program Attempt Window

Student Enrollments Procedures 170-35

Student Enrollments Window

Figure 170–5 Student Unit Attempt Window

170-36 Oracle Student System User’s Guide

 171
Student Program Attempt Notes Procedure

This chapter describes how to create student program attempt notes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Student Program Attempt Notes Procedure

Student Program Attempt Notes Procedure 171-1

Definition

Definition
The student program attempt notes procedure enters student program attempt
notes. These notes are usually included in academic transcripts.

Overview
When the user creates a student program attempt note, an enrollment note type
must be specified.
The Student Program Attempt Notes window is accessed from the Notes button in
the Student Enrollments window.
The Student Program Attempt Notes window contains the following regions:
■ Person Region
■ Student Program Attempt Note Region

Person Region
The Person region displays details of the person for whom student program attempt
notes can be displayed and entered.
Accessing the Student Program Attempt Notes window from the Student
Enrollments window carries forward a person identifier as the context record, but it
is not possible to query any other person details.

Student Program Attempt Note Region

Notes can be created, stored, and retrieved in almost any format.
For information on notes, see Chapter 17, Text Notes Procedure.

171-2 Oracle Student System User’s Guide

 Entering Student Program Attempt Notes Procedure

Entering Student Program Attempt Notes Procedure

To enter a student program attempt note, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record.
3. Click Program Attempt.
4. Select the appropriate record.
5. Click Notes.
The Student Program Attempt Notes window appears.
6. Enter data in appropriate fields.
7. Ensure that the correct person record is displayed.
8. Navigate to the Student Program Attempt Note region.
9. Enter the enrollment note type in the Enrollment Note Type field, or select it
from the list of values.
Note: When the user creates a note to include in an academic transcript, the
enrollment note type entered or selected from the list of values must map to the
Acad-Rec system enrollment note type.
10. Enter the content of the note in the Description field.

11. Enter the note format type in the Note Format Type field.

12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Close the window.

Student Program Attempt Notes Procedure 171-3

Entering Student Program Attempt Notes Procedure

171-4 Oracle Student System User’s Guide

 172
Process Program Transfer Procedure

This chapter describes how to transfer a student between programs, units, or unit
sets. The following sections are in this chapter:
■ Definition
■ Overview
■ Transferring Programs Procedure
■ Transferring Units
■ Transferring Unit Sets

Process Program Transfer Procedure 172-1

Definition

Definition
The process program transfer procedure transfers a student between programs,
units, or unit sets.
For information on the transfer process, see Managing Existing Enrollments,
Chapter 168, Enrollments Overview.

Overview
This procedure is used when a student with a current or previous enrollment in the
institution requests or is required to transfer between programs. Initial entry to the
new program can require applying through the Admissions subsystem or
enrollment can occur directly through the Process Program Transfer window,
depending on the institution.
The Process Program Transfer window automates the transfer process and queries
existing transfers.
A destination program attempt already exists if it is offered through the Direct
Admissions Program window and a student is preenrolled in it. A destination
program also exists if a transfer reverses a previous transfer, or if a student’s prior
enrollment was discontinued.
Note: Transfers between different versions of the same program cannot occur in this
window. They must occur in the Change Student’s Program Offering Option
window for an individual or by running the Bulk Program Offering Option Transfer
Process concurrent process for a group.
For information on transferring students between programs, see Transferring
Students Between Programs, Chapter 103, Admissions Overview.
Transfers can occur only if both the original and destination programs are members
of the same program group and the group is of a type designated for transfers.
Transfer program groups are set up in the Program Groups window and must have
types, set up in the Program Group Types window, that distinguish between
admissions and enrollments transfers.

172-2 Oracle Student System User’s Guide

 Overview

The following conditions apply to transfers:

■ If a program version is indicated as generic in the Basic Program Details
window, this program cannot be a destination in a transfer. Generic programs
enable transfers from a general degree to one of its specializations.
■ A program can be a member of both admissions and enrollments transfer
groups. For these programs, the method of transfer dictates the programs
available as destinations. If transferring through Admissions, only members of
admissions transfer groups are available. If transferring through Enrollments,
only members of enrollments transfer groups are available.
■ The transfer of individual student program attempts can be prevented in
particular circumstances.
Transfers in the Process Program Transfer window include the following parts:
■ selection or insertion and confirmation of a destination program attempt
■ selection of units and unit sets for transfer, subject to validation rules, from the
original program attempt to the destination program attempt
■ commitment of the transfer
Once a transfer is made, the system automatically discontinues the program
attempt from which the student is transferred.
Note: Not all units or unit sets must be selected when the initial transfer is made.
They can be transferred at a later date.
A transfer can be performed so that a program attempt in the TO region becomes a
program attempt in the FROM region for the next transfer. The following options
are available:
■ transfer Program A to Program B to Program C
■ transfer Program A to Program B, student withdraws from Program B, and
Program B is discontinued; transfer Program A to Program D
■ transfer Program A to Program B to Program A

Process Program Transfer Procedure 172-3

Transferring Programs Procedure

Transferring Programs Procedure

The following information applies to this procedure:
■ If a program attempt in the FROM region has a status of Enrolled, Discontin,
Inactive, Intermit, Completed, or Lapsed, transfers can occur.
■ Programs in the FROM region are selected in the Student Enrollments window
and are the program attempts from which a student can be transferred.
■ Queries cannot be performed in the FROM region.
■ Admissions program transfers can be made only between members of a
program group with a type equivalent to the system program group type of
Admtransfr.
■ A dynamic prompt appears if the destination program comes from the
Admissions subsystem.
■ Enrollments program transfers can be made only between members of a
program group with a type equivalent to the system program group type of
Transfer.
■ If a student has a hold revoking or suspending all services or excluding the
student from the intended destination program, a transfer cannot occur.
■ A warning appears if a debt exists at the student level or for a specific original
program, but a transfer is not prevented. A To Do entry is created for fee
reassessment in the Student Finance subsystem.
■ If the original program has the Generic Program check box selected in the Basic
Program Details window, the commencement date for the destination program
is derived from the original program.
■ The default commencement date is derived from the commencement date of the
original program. For enrollment transfers, the commencement date is derived
from the commencement date alias instance for the academic period if available,
or the current date, and for admission transfers, from the program start date
alias instance of the admission period if available, or the current date.
■ The commencement date cannot be changed if a transfer is from a generic
program, and it cannot be in the future.
■ Enrolled units not transferred at the time of program transfer are automatically
discontinued.
■ A dynamic prompt indicates the result of a transfer in the main region of this
window and in the Student Enrollments window.

172-4 Oracle Student System User’s Guide

 Transferring Programs Procedure

■ Statuses to which a destination program attempt can be set include Enrolled,

Intermit, and Inactive.
■ A transfer cannot occur twice from the same program while the previous
destination program has a status of Enrolled, Inactive, Intermit, or Lapsed.
To transfer a student between programs, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record.
3. Click Program Attempts.
The Student Program Attempts window appears.
4. Select the appropriate record.
5. Click Transfer.
The Process Program Transfer window appears.
Note: Access to the Process Program Transfer window depends on whether
Transfer is a valid enrollment procedure step for the enrollment session in effect
and whether the user has the security privileges to perform that step. If access is
not permitted, the Transfer button does not appear.
For information on enrollment sessions and controlling access to enrollment
functions, see Entering Student Enrollment Information, Chapter 168,
Enrollments Overview.
6. Enter data in appropriate fields.
7. In the Program Code field, select a program code from the list of values or enter
a new program code to represent a destination program attempt.
Program attempts that appear in the TO region are either program attempts
initiated as destinations in Admissions, with a status of Unconfirm, to be
transferred in the Process Program Transfer window, or discontinued program
attempts in the same program group as the originating program.
These program attempts can be selected as a transfer destination. Transfer to a
discontinued program typically reverses a previous transfer. Destination
program attempts from a previous transfer can also appear, and are available
for unit or unit set transfers.

Process Program Transfer Procedure 172-5

Transferring Programs Procedure

8. In the Calendar Type field, select a program offering options, if appropriate.

The program attributes of location, attendance mode, and attendance type are
those offered through Admissions and cannot be changed in this window.
9. If the student program attempt from which the student is transferred has an
associated candidacy record, click Transfer Candidacy to transfer all candidacy
details to the new program attempt.
10. Select the Confirm check box.

The record is posted to the database, but not yet committed. After this point, the
record cannot be cleared without exiting the window.
Navigation buttons are activated and a default commencement date displayed.
This date can be overwritten, subject to validation. The Nominated Completion
Year to Self Help Group check box displays values that are initially set for the
destination program attempt. These can be modified if necessary in the Student
Program Attempt window.
11. Select the enrolled units and unit sets to be transferred.

Units of other eligible statuses and unit sets can be transferred at any point after
the initial program transfer.
For information on transferring units, see Transferring Units in this chapter.
For information on transferring unit sets, see Transferring Unit Sets in this
chapter.
12. Click Transfer Program to finalize the transfer process.

The Student Program Transfer overlay window appears. For a generic program
transfer, the transfer date defaults to the current date. For all other transfers, it
defaults to the commencement date.
13. Enter comments, if applicable.

14. Save or save and continue as follows:

File - Save or Save and Proceed

A message requests confirmation to commit the transfer.
15. Click Yes to complete the transfer.

Transferred units and unit sets are added to the destination program attempt.
The program attempt the student transfers from is discontinued by the system
and assigned a discontinuation reason code signifying a transfer. A message
verifies that transfer is complete.

172-6 Oracle Student System User’s Guide

 Transferring Programs Procedure

16. Close the window.

Process Program Transfer Procedure 172-7

Transferring Units

Transferring Units
The following information applies to this procedure:
■ After transfers, Enrolled unit statuses remain Enrolled, Completed unit statuses
become Duplicate, and Discontin unit statuses become Duplicate. Units with a
status of Duplicate from a previous transfer remain Duplicate for future
transfers.
■ Units cannot be transferred in the following situations:
■ hold exists excluding a student from a unit in a destination program or
limiting load or attendance type
■ student satisfied the requirements of a unit through advanced standing
■ unit attempt conflicts with forced attributes for a program
■ superior or subordinate rules are broken
■ To amend a unit that is transferred with a Duplicate status, the duplicate is
deleted, the change is made in the original program, and the transfer is
performed again.
■ Units can be transferred if they have a status of Enrolled, Completed, or
Discontin with a result of Fail.
To transfer a student between units, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record.
3. Click Program Attempts.
The Student Program Attempts window appears.
4. Select the appropriate record.
5. Click Transfer.
The Process Program Transfer window appears.
Note: Access to the Process Program Transfer window depends on whether
Transfer is a valid enrollment procedure step for the enrollment session in effect

172-8 Oracle Student System User’s Guide

 Transferring Units

and whether the user has the security privileges to perform that step. If access is
not permitted, the Transfer button does not appear.
For information on enrollment sessions and controlling access to enrollment
functions, see Entering Student Enrollment Information, Chapter 168,
Enrollments Overview.
6. Click Unit Details.
The Student Unit Attempt region appears.
All units in the original program are displayed. Those that were transferred are
marked with an asterisk.
7. Select the appropriate check box to transfer all eligible units or only specific
units that count toward completion of the new program.
8. Click Save.
Note: A user transferring program and units in one operation cannot save in
this region.
9. Close the region.

Process Program Transfer Procedure 172-9

Transferring Unit Sets

Transferring Unit Sets

To transfer a student between unit sets, perform the following steps.
1. In Oracle Student System, navigate to the Student Enrollments window as
follows:
Enrollments - Student Enrollments
The Student Enrollments window appears.
2. Query the appropriate record.
3. Click Program Attempts.
The Student Program Attempts window appears.
4. Select the appropriate record.
5. Click Transfer.
The Process Program Transfer window appears.
Note: Access to the Process Program Transfer window depends on whether
Transfer is a valid enrollment procedure step for the enrollment session in effect
and whether the user has the security privileges to perform that step. If access is
not permitted, the Transfer button does not appear.
For information on enrollment sessions and controlling access to enrollment
functions, see Entering Student Enrollment Information, Chapter 168,
Enrollments Overview.
6. Click Unit Set Details.
The Student Unit Set Attempt region appears.
All unit sets in the original program are displayed.
7. Select the appropriate check box to transfer all eligible unit sets or only specific
unit sets.
Note: Unit sets that constitute the primary set in a destination program must be
chosen.
8. Click Save.
Note: A user transferring program and unit sets in one operation cannot save in
this region.
9. Close the region.

172-10 Oracle Student System User’s Guide

 173
Class List Query Procedure

This chapter describes how to query and download class lists. The following
sections are in this chapter:
■ Definition
■ Overview
■ Querying and Downloading Class Lists
■ Class List Query Window
■ Class List Query Window Description

Class List Query Procedure 173-1

Definition

Definition
The class list query procedure queries and downloads class lists. A class list is a list
of students enrolled in a specified class.

Overview
For overview information on the query windows, see Query Windows, Chapter 330,
Person Reference Overview.

173-2 Oracle Student System User’s Guide

 Querying and Downloading Class Lists

Querying and Downloading Class Lists

To query and download a class list, perform the following steps.
1. In Oracle Student System, navigate to the Class List Query window as follows:
Enrollments - Class List Query
2. Query the appropriate record by selecting a unit code and teaching period from
the list of values and clicking Retrieve List.
In the Student Unit Attempt region, all student unit attempts in a class list
appear.
Note: Data can be entered in additional fields to produce a refined class list.
Note: If the unit code and teaching period selected do not produce a unique
and valid unit offering, a list of values appears from which a unit offering must
be selected.
3. Click Download Records.
Records that appear in the Student Unit Attempt region are downloaded. A
comma delimited text file is written to the C drive and a message appears
naming the file containing the downloaded data.
Note: The extract file can be loaded into a database or spreadsheet software
program.
Note: The extract file includes the following information:
■ person number
■ surname
■ title
■ given name
■ mark
■ grade
■ discontinuation date
■ unit code
■ unit location
■ unit mode
■ unit class

Class List Query Procedure 173-3

Querying and Downloading Class Lists

■ teaching period
Note: The alternate teaching period name appears followed by the alternate
academic year name, for example, 2 1998.
■ examination location
■ program code
■ program location
■ program attendance mode
■ program attendance type
■ program status
■ email address
4. Close the window.

173-4 Oracle Student System User’s Guide

 Querying and Downloading Class Lists

Class List Query Window

Figure 173–1 Class List Query Window

Class List Query Procedure 173-5

Class List Query Window Description

Class List Query Window Description

Table 173–1 Class List Query Window Description
Field Name Type Features Description
Unit Code required list of values unit code for class list being retrieved
Version Number optional default, unit version number for class list being retrieved
display only
Academic Period optional list of values academic year for class list being retrieved; limits
teaching period list of values to valid offerings of unit
Teaching Period required list of values teaching period for class list being retrieved
Unit Location optional list of values unit location, usually campus, where unit is offered
Unit Class optional list of values unit class for class list being retrieved
Note: This field must be left blank if a unit mode is
specified because unit mode is an attribute of unit
class.
Unit Mode optional list of values unit mode, usually on campus or off campus, for class
list being retrieved
Retrieve List button retrieves class list
Download Records button downloads records
Student Unit
Attempt Region
Person Number default, person number
display only
Person Inquiry Icon button opens Person Query window
Name default, person name
display only
Program default, program code
display only
Student Program button opens Student Program Attempt window; only
Attempt Icon program attempt associated with student’s unit
attempt is displayed
Unit Location default, unit location, usually campus, where student is
display only enrolled or preenrolled for unit

173-6 Oracle Student System User’s Guide

 Class List Query Window Description

Table 173–1 Class List Query Window Description

Field Name Type Features Description
Unit Class default, unit class for which student is enrolled or preenrolled
display only for unit
Unit Attempt Status default, current status of student unit attempt; values include:
display only Unconfirm when student is admitted to unit, or
preenrolled, but not yet enrolled; Enrolled when
student is currently enrolled in unit; Discontin when
student unit attempt is discontinued before
completion; and Complete when student completed
unit
Achieved Credit default, number of credit points student achieves when passing
Points display only unit; value is zero when student has not passed unit or
will pass unit in future; value remains zero if student
repeats and passes unit, but unit cannot be repeated
for credit

Class List Query Procedure 173-7

Class List Query Window Description

173-8 Oracle Student System User’s Guide

 174
Unit Section Waitlist Procedure

This chapter describes how to update a unit section waitlist. The following sections
are in this chapter:
■ Definition
■ Overview
■ Updating Unit Section Waitlist Procedure
■ Unit Section Waitlist Window

Unit Section Waitlist Procedure 174-1

Definition

Definition
A unit section waitlist is a list containing the names of students who, during their
enrollment process, chose to be waitlisted for a specific unit section that was full at
the time. Updating the unit section waitlist changes the priority order for students
on the list.

Overview
The Unit Section Waitlist window displays selected unit sections with a Hold status
and the waitlisted students in priority order for each of those unit sections.
Authorized administrative users can change the priority order for students on the
waitlist. In the Update Unit Section Waitlist region, the current position values are
derived from the waitlist. The new position values are entered by the user.

174-2 Oracle Student System User’s Guide

 Updating Unit Section Waitlist Procedure

Updating Unit Section Waitlist Procedure

The following information applies to this procedure:
■ Each person ID must be assigned a unique position number.
To update a unit section waitlist, perform the following steps.
1. In Oracle Student System, navigate to the Unit Section Waitlist window as
follows:
Enrollments - Setup - Unit Section Waitlist
2. Query the appropriate record.
3. Enter data in appropriate fields.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Unit Section Waitlist Procedure 174-3

Unit Section Waitlist Window

Unit Section Waitlist Window

Figure 174–1 Unit Section Waitlist Window

174-4 Oracle Student System User’s Guide

 175
Unit Set Attempt Procedure

This chapter describes how to assign unit sets to student program attempts. The
following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Student Unit Set Attempt Procedure
■ Unit Set Attempt Window

Unit Set Attempt Procedure 175-1

Definition

Definition
The student unit set attempt procedure assigns unit sets to student program
attempts.

Overview
The Unit Set Attempt window is accessed in context, through the Unit Sets button
in the Program Attempt region of the Student Enrollments window.
Unit sets are assigned to student program attempts to further define the student's
specified path of study for a degree, such as the major the student intends to study.
For information on creating and maintaining unit sets, see Unit Sets, Chapter 4, Unit
Set Attempt Procedure.

175-2 Oracle Student System User’s Guide

 Maintaining Student Unit Set Attempt Procedure

Maintaining Student Unit Set Attempt Procedure

The following information applies to this procedure:
■ Expired unit sets can be selected only in cases where the student has been
previously enrolled in the unit set within the same program offering before the
unit set expired.
■ If a subordinate unit set is selected as part of a student program attempt, the
superior unit set must also be selected for the student program attempt.
■ A subordinate unit set with the Only as Subordinate check box set must have a
parent unit set specified.
■ The Primary Set check box cannot be selected if a student unit set attempt of a
higher rank exists.
■ Unit sets cannot be deleted if the unit set has been completed or ended.
■ A student unit set attempt cannot be selected if the same unit set exists with an
open end date.
■ A subordinate unit set cannot be confirmed if the parent unit set has not been
confirmed.
■ If a parent unit set is ended, the subordinate unit sets are also ended.
■ A unit set cannot be deleted if it is the parent of an existing subordinate unit set.
■ The selection date cannot be backdated prior to the commencement of the
program attempt.
■ A student can be enrolled in a unit set if his or her program attempt status is
Enrolled or Inactive.
■ A unit set can be added to a student's program attempt if the program attempt
status is Completed, provided the student has not yet graduated.
To assign unit sets to a student program attempt, perform the following steps.
1. In Oracle Student System, navigate to the Student Unit Set Attempt window as
follows:
Enrollments - Processes - Unit Set Attempt
2. Enter data in appropriate fields.
3. Select the unit set code by entering a known unit set code or by selecting a unit
set code from the list of values.

Unit Set Attempt Procedure 175-3

Maintaining Student Unit Set Attempt Procedure

The list of values is restricted to Active, nonexpired unit sets that have been
assigned to the program offering the student is studying.
The version number, unit set category, and rank default to those assigned to the
unit set code.
4. Select the Confirmed check box to confirm a student’s enrollment in the unit set.
When a student is selected and the record is saved, the selection date is inserted
by the system as the current date. This can be backdated if required.
5. Select the Primary Set check box to indicate the main unit set for display on
documentation.
Multiple primary sets of the same rank can be selected.
6. Select the Include Ended Unit Sets check box when querying a student unit set
attempts.
When it is selected, ended unit sets can be displayed as well as current unit sets.
The title displayed can be either the unit set's default title set in the Basic Unit
Set Details window or the override title, if defined, in the Program Offering
Unit Sets window.
The title can be overwritten in this window to create a student specific unit set
title. If a title has been overwritten in this window, an Override Title dynamic
prompt is displayed.
7. Insert the completion details after a student has satisfied the requirements of a
unit set.
The Completed check box is selected and the completion date is inserted when
the record is saved. A completion source of Manual can also be selected.
Manual completion of a student’s unit set is normally performed in special
circumstances, such as special consideration.
The Voluntary Ending check box is selected where the student has chosen not to
complete the unit set, for example, when the student withdraws.
The end date is inserted when the record is saved. A unit set can be restored by
deleting the end date and deselecting the check box or reselecting from the list
of values with an open end date.
8. If a subordinate unit set has been selected, specify the parent unit set.
This can be selected from the Parent Unit Set list of values. The list of values is
restricted to only those unit sets that have a superior relationship to the
subordinate unit set.

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 Maintaining Student Unit Set Attempt Procedure

The Authorized By details are recorded if the Authorization Required check box
is selected for the unit set in the Basic Unit Set Details window and if the unit
set is being ended and it was part of an admission offer, such as a conditional
offer.
9. Select the Unit Set Hierarchy button to display an overlay showing the superior
and subordinate relationships between selected unit sets.
Subordinate unit sets are indented and listed below their superior unit set.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Unit Set Attempt Procedure 175-5

Unit Set Attempt Window

Unit Set Attempt Window

Figure 175–1 Unit Set Attempt Window

175-6 Oracle Student System User’s Guide

 176
Change Student’s Program Offering Option
Procedure

This chapter describes how to change a student's program offering option within a
program offering. The following sections are in this chapter:
■ Definition
■ Overview
■ Changing Student’s Program Offering Option Procedure
■ Change Student’s Program Offering Option Window

Change Student’s Program Offering Option Procedure 176-1

Definition

Definition
The change student’s program offering option procedure changes a student’s
program offering option within a program offering of individual student program
attempts.

Overview
It is possible, subject to the following rules, to change the program version, the
calendar type in which offerings are available, and particular offering attributes.
Program offering options can be changed in the following situations:
■ student's circumstances have changed such that a different academic calendar
now applies. For example, this can occur where studies are commenced in the
program in one country, using one academic calendar, and the student
continues in the program in another country, using a different academic
calendar.
■ original program version is no longer offered or the student requests transfer to
a later version
■ program offering option is no longer available or the student requests a change
in program location, attendance mode, or attendance type
Students can move to program offering options in the following situations:
■ with a matching program code
■ with a program version that is Active and unexpired, but currently offered
Note: If the student is not changing program version or calendar, this does not
apply, and the student can move to any available offering option within the
current version or calendar.
Students cannot transfer to another version of the same program that has a different
program type. A change of program type typically dictates a change of program
code.

176-2 Oracle Student System User’s Guide

 Overview

The Change Student’s Program Offering Option window contains the following
regions:
■ Student Program Attempt Region
■ Change Student's Program Offering Option Region

Student Program Attempt Region

This region shows a particular program attempt for a student. The current options
on offer for that program are shown in the region below, and this window can be
used for a change of option within the program attempt displayed.
When the window is opened by a navigation button in another window, the student
program attempt details selected there are shown in this region. When the window
is entered from the menu, this region is used to inquire on program attempts for
any student.
For example, assume that a program M300, selected in the Student Program
Attempt region of the Student Enrollments window, is shown as part of the context
information when the window is opened by clicking Chg Option. The following
region lists the current options for M300, one of which can be selected to alter the
student's program attempt details.

Change Student's Program Offering Option Region

The calendar type, program version, location, attendance type, or attendance mode
of the student's selected program attempt can be altered, within the bounds of
available program offering options. These options are listed in this region, and one
of them can be selected to effect the changes required.
The institution can stipulate that a student enroll in a program offering option if one
or more components is forced. For example, it can be a requirement that students
take the program at a particular location or with a particular attendance mode or
type. A forced component is indicated by a number (#) symbol beside the data in
the Student Program Attempt region of the Student Enrollments window. This
forced option can be changed by selecting a different option for the student from
this region.
For example, assume that the student's program attempt in the Acad-Yr academic
calendar is for a program M300, version 1, currently nominated at the Geelong
campus, with an attendance mode of N, or on campus, and attendance type of U, or

Change Student’s Program Offering Option Procedure 176-3

Overview

undefined. The student wants to switch location to Burwood. These options are
listed in the region as currently offered:

Table 176–1 Sample Student Program Offering Options

M300 1 ACAD-YR Geelong Mode: F Type: U
M300 1 ACAD-YR Burwood Mode: F Type: U
M300 1 ACAD-YR Burwood Mode: N Type: U
M300 1 ACAD-YR Burwood Mode: N Type: FT

By clicking Change Option, the student's nominated program attempt can be

switched to the Burwood location without changing any other components.

176-4 Oracle Student System User’s Guide

 Changing Student’s Program Offering Option Procedure

Changing Student’s Program Offering Option Procedure

The change student’s program offering option procedure includes the following
parts:
■ Querying Student Program Attempts
■ Allocating New Program Offering Options to Student Program Attempts

Querying Student Program Attempts

The following information applies to this procedure:
■ Validations in this window are performed for the academic period specified in
the session details when this window is accessed through the Student
Enrollments window. If the window is accessed directly from a menu or zoom,
validations are performed for the current academic period.
■ Inquiry cannot be performed when the window has been accessed from the
Student Enrollments window. To requery, it is necessary to go back to the
Student Program Attempt region of the Student Enrollments window.
■ This window can be accessed from the Student Enrollments window only if the
session details and enrollment category include this function as an enrollment
step.
To query student program attempts, perform the following steps.
1. In Oracle Student System, navigate to the Change Student’s Program Offering
Option window as follows:
Enrollments - Processes - Program Offering Option
2. Enter Query mode.
3. Enter data in appropriate fields.
4. Enter query details in the appropriate fields, typically the student’s ID in the
Person ID field.
5. Execute the query.
6. If the student has more than one program attempt, navigate to the Student
Program Attempt region and scroll through the records to find the one required.
7. Save or save and continue as follows:
File - Save or Save and Proceed

Change Student’s Program Offering Option Procedure 176-5

Changing Student’s Program Offering Option Procedure

8. Close the window.

Allocating New Program Offering Options to Student Program Attempts

The following information applies to this procedure:
■ Users cannot make changes if the system program attempt status is Discontin,
Completed, or Lapsed.
■ Data is saved automatically when Change Option is clicked. The database is
updated when this action is confirmed.
■ If a student's option is changed to one that has forced components that his or
her enrollment contravenes, the system gives suitable warning messages when
the option is changed.
■ A warning message is given if the student has too many cross-location credit
points.
To allocate new program offering options to student program attempts, perform the
following steps.
1. In Oracle Student System, navigate to the Student Program Attempt
Administration Details window as follows:
Enrollments - Processes - Program Attempt Administration
2. Navigate to the required option.
3. Enter data in appropriate fields.
4. Click the corresponding Change Option button to alter the student's program
attempt to this option.
The system asks for confirmation that a change is intended.
5. Select Yes, or to cancel, select No.
The change is made, and an advisory message appears.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

176-6 Oracle Student System User’s Guide

 Change Student’s Program Offering Option Window

Change Student’s Program Offering Option Window

Figure 176–1 Change Student’s Program Offering Option Window

Change Student’s Program Offering Option Procedure 176-7

Change Student’s Program Offering Option Window

176-8 Oracle Student System User’s Guide

 177
Intermission Procedure

This chapter describes how to enter a student’s periods of intermission. The

following sections are in this chapter:
■ Definition
■ Overview
■ Entering Student Program Intermission Procedure
■ Intermission Window

Intermission Procedure 177-1

Definition

Definition
The student program intermission procedure enters a student’s periods of
intermission.

Overview
This window contains the following regions:
■ Student Program Attempt
■ Student Program Intermission

Student Program Attempt

This is the context region showing a particular program attempt for a student.
When the window is opened by a navigation button in another window, the student
and attempt shown in this region are the ones selected there. With other access
methods, inquiry on program attempts for any student can be made using this
region. However, names are case sensitive and are best avoided as query criteria.
Students may be permitted or required to temporarily suspend their enrollment in a
program. The following region is used to enter and maintain these intermission
periods against the student program attempt displayed in this region.

Student Program Intermission

This region is used to enter and maintain details of intermissions granted to a
student for a particular program attempt. Users can enter a start date and enter, or
select from a list of values, an end date for an intermission period. The end of an
intermission is most likely to coincide with the start of an appropriate teaching
period. The list of values for the intermission end date includes values for teaching
period start dates. A check box is selected to enter whether the intermission is at the
student's request. Any additional information can be entered in the Comments area.
Certain rules cover the granting of intermissions, either in general or at the program
version level. Warning or error messages advise if these rules are breached.
Relevant enrolled unit attempts falling within the intermission period are
discontinued subject to standard discontinuation criteria. The system prevents the
addition of new unit attempts for the student if they fall within the intermission
period.
An intermission can be set up for a period in the future. The student's program
attempt status stays as Enrolled until the intermission start date, when it is set to

177-2 Oracle Student System User’s Guide

 Overview

Intermit. However, the enrolled unit attempts that fall within the intermission
period are discontinued immediately. Pre-enrolled units remain with a status of
Unconfirmed.

Intermission Procedure 177-3

Entering Student Program Intermission Procedure

Entering Student Program Intermission Procedure

The Intermission procedure includes the following parts:
■ Querying Student Program Attempts
■ Creating Student Program Intermission Records

Querying Student Program Attempts

The following information pertains to this procedure:
■ Inquiry cannot be performed if this window is invoked from the Student
Enrollments window. To perform a query on a different program attempt for a
student, return to the Student Enrollments window.
To query student program attempts, perform the following steps.
1. In Enrollments, navigate to the Student Program Intermission window as
follows:
Enrollments - Processes - Intermission
2. Navigate to the Student Program Attempt region.
3. Enter Query mode.
4. Enter query details in the appropriate fields, normally the student's ID in the
Person ID field.
5. Execute the query.
6. If the student has more than one program attempt, scroll through the records to
find the one required.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

177-4 Oracle Student System User’s Guide

 Entering Student Program Intermission Procedure

Creating Student Program Intermission Records

The following information pertains to this procedure:
■ Intermissions can be entered only against confirmed student program attempts.
■ The list of values used for the end date shows only planned or active teaching
periods with start dates on or after the proposed intermission start date.
■ If a program does not normally permit intermission, a warning is given if the
proposed intermission is at the student's request rather than imposed by the
institution.
■ A warning results if the proposed intermission exceeds the maximum duration
established for a single intermission within the program version.
■ Rules governing intermission for a particular program version are entered in
the Basic Program Details window.
■ Any enrolled unit attempts for a student are discontinued if they fall within the
period of an intermission of the relevant program attempt.
To create a student program intermission record, perform the following steps.
1. In Oracle Student System, navigate to the Student Program Intermission
window as follows:
Enrollments - Processes - Intermission
2. Enter data in appropriate fields.
The following information applies to this step:
■ Start dates cannot be modified.
■ End dates can be altered to shorten or extend the intermission period.
■ If the start date is on or before the current date, the record cannot be
deleted. The end date can be set to the start date, thereby negating its
application to the student's record.
■ Intermissions with future dates can be deleted.
■ If an intermission in the future is deleted, any units affected need to be
reinstated by the user. This is not handled automatically by the system.
3. Enter the date when the intermission is to start in the Start Date field of a blank
record.

Intermission Procedure 177-5

Entering Student Program Intermission Procedure

4. Enter the required end date in the End Date field or, from the list of values,
select the teaching period when the student is due to resume the program
attempt.
5. The Voluntary check box is selected by default. If the intermission is not of the
student's choosing, deselect this check box.
6. Enter additional information in the Comments area, if applicable.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

177-6 Oracle Student System User’s Guide

 Intermission Window

Intermission Window
Figure 177–1 Intermission Window

Intermission Procedure 177-7

Intermission Window

177-8 Oracle Student System User’s Guide

 178
Special Requirements Procedure

This chapter describes how to enter student program attempt special requirements.
The following sections are in this chapter:
■ Definition
■ Overview
■ Entering Student Program Attempt Special Requirements Procedure
■ Special Requirements Window

Special Requirements Procedure 178-1

Definition

Definition
The special requirements completion record procedure enters student program
attempt special requirements.
Special requirements are typically external programs or units a student is required
to take to complete his or her program attempt. Students take these programs or
units outside their regular study hours.

Overview
A student’s program attempt can be checked to ensure that special requirements are
completed before program completion is approved.
The Special Requirements window is typically entered through Special
Requirements in the Student Enrollments region of the Student Enrollments
window. The window may also be entered though a menu or zoom.
When the user enters the window through the Student Enrollments window, the
student program attempt details are displayed in context. Queries cannot be
performed on student program attempts in this entry method. Queries can be
performed on student program attempts if the window was opened through a
menu.

178-2 Oracle Student System User’s Guide

 Entering Student Program Attempt Special Requirements Procedure

Entering Student Program Attempt Special Requirements Procedure

The following information applies to this procedure:
■ A special requirement cannot be entered with the same code as an existing
special requirement that has not expired.
■ A special requirement cannot be entered with the same code as an existing
special requirement if date ranges overlap.
To enter a student program attempt special requirement, perform the following
steps.
1. In Oracle Student System, navigate to the Student Program Special
Requirement window as follows:
Enrollments - Processes - Special Requirements
2. Enter data in appropriate fields.
3. Enter a known special requirement code, or select a special requirement from
the list of values.
The system inserts the current date in the Completed Date field.
4. Set the completed date to a previous date if required.
The expiry date, which is optional, is the date that a special requirement
qualification, with a fixed life span, expires. If program or progression rules
require a current special requirement qualification, the expiry date is used to
confirm this.
5. If necessary, use the Reference field to enter further information about the
special requirement, such as license or permit numbers.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Special Requirements Procedure 178-3

Special Requirements Window

Special Requirements Window

Figure 178–1 Special Requirements Window

178-4 Oracle Student System User’s Guide

 179
Program Attempt Contribution Procedure

This chapter describes how to create student program attempt contribution options.
The following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Program Attempt Contribution Option Procedure
■ Program Attempt Contribution Window

Program Attempt Contribution Procedure 179-1

Definition

Definition
The program attempt contribution option procedure maintains student program
attempt contribution payment options.

Overview
The Program Attempt Contribution window is accessed directly or from the
Student Enrollments window.
This window contains the following regions:
■ Person Region
■ Student Program Contribution Option Region

Person Region
The Person region displays details of the person for whom student program attempt
contribution option details can be displayed and entered.
Users can access the Program Attempt Contribution window directly to query
details in the Person region and retrieve records.
The person query function in the Program Attempt Contribution window is not as
powerful as the person query function in the Find Person window.
Names are case sensitive and users are advised to avoid them as query criteria.
To avoid delays in retrieving records, users are advised to enter person identifier
numbers as query criteria.
Accessing the Program Attempt Contribution window from the Student
Enrollments window carries forward a person identifier as the context record, but it
is not possible to query any other person details.

Student Program Contribution Option Region

The Student Program Contribution Option region records and displays details
pertaining to a student’s program attempt contribution payment option.
Details include a student’s chosen contribution payment option and associated tax
and residency information. A student with more than one program can have a
different contribution payment option for each program.

179-2 Oracle Student System User’s Guide

 Overview

Each contribution payment option maps to a government contribution payment

option. Data is validated against the student's statistical citizenship and residency
records. Calculating contribution liability is carried out by the Student Finance
subsystem and is based on the programs and units in which the student is
attempting to enroll.

Program Attempt Contribution Procedure 179-3

Maintaining Program Attempt Contribution Option Procedure

Maintaining Program Attempt Contribution Option Procedure

The program attempt HECS option procedure includes the following parts:
■ Creating Contribution Payment Option Records
■ Duplicating Contribution Payment Option Records

Creating Contribution Payment Option Records

The following information applies to this procedure:
■ When users enter a contribution payment option, the End Date field defaults to
the end date of the current academic period if the government contribution
payment option, to which the contribution payment option maps, is set to
expire in the academic period.
■ The selection of a contribution payment option determines which of the
remaining fields are disabled. For example, a New Zealand citizen cannot have
an option of up front fees with discount. If up front with discount is selected as
the contribution payment option, the check boxes in the Holders of Special
Category Visas region are disabled.
■ If there is an existing active contribution option record and a new record is
created, the existing record has an end date entered by the system. This date is
equal to the start date of the new record, minus one day.
■ The tax file number is protected from view in this window.
To create a contribution option payment record, perform the following steps.
1. In Oracle Student System, navigate to the Program Attempt Contribution
Option window as follows:
Enrollments - Processes - Program Attempt Contribution
2. Enter data in appropriate fields.
The following information applies to this step:
■ Contribution payment option records can be modified only if their start
date is greater than or equal to the current date. If the start date of a record
is before the current date, a new record must be created.
■ Contribution payment option records, once saved, cannot be deleted. Users
can specify an end date after which the records are inactive.
3. Ensure that the correct student program attempt is displayed.

179-4 Oracle Student System User’s Guide

 Maintaining Program Attempt Contribution Option Procedure

4. Navigate to the Student Program Contribution Option region.

5. Select the contribution payment option, chosen by the student, from the list of
values, or enter a valid value in the Contribution Payment Option field.
The Differential Contribution check box, when selected, indicates that the
student has been assessed as liable for differential contributions.
This data is currently transferred from legacy systems but can be overridden.
6. If up front payment is the chosen contribution option, select the Safety Net For
Up Front Payment field to indicate that the student has the option of returning
to deferred payment should financial circumstances change.
7. Enter data in the remaining active fields where applicable.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Duplicating Contribution Payment Option Records

The following information applies to this procedure:
■ This process uses the standard Duplicate Record Above process but differs in
that the tax file number from the source record is not necessarily copied.
To duplicate a contribution option payment record, perform the following steps.
1. In Oracle Student System, navigate to the Program Attempt Contribution
Option window as follows:
Enrollments - Processes - Program Attempt Contribution
2. Select the record to be duplicated.
This is the source record.
3. Select New Record.
4. Select Duplicate Record Above from the Edit menu.
The source record is copied to the new record.
The most recent dated tax file number for this student is copied to the new
record.
5. Change the start date of the new record, typically to the current date.

Program Attempt Contribution Procedure 179-5

Maintaining Program Attempt Contribution Option Procedure

6. Save or save and continue as follows:

File - Save or Save and Proceed
7. Close the window.

179-6 Oracle Student System User’s Guide

 Program Attempt Contribution Window

Program Attempt Contribution Window

Figure 179–1 Program Attempt Contribution Window

Program Attempt Contribution Procedure 179-7

Program Attempt Contribution Window

179-8 Oracle Student System User’s Guide

 180
Program Attempt Administration Procedure

This chapter describes how to display details of enrollment periods and dates
related to enrollment and re-enrollment of a program attempt and how to permit
alteration of the enrollment category associated with a program attempt. The
following sections are in this chapter:
■ Definition
■ Overview
■ Changing Program Attempt Enrollment Category Procedure
■ Program Attempt Administration Window

Program Attempt Administration Procedure 180-1

Definition

Definition
The student program attempt administration details procedure displays details of
enrollment periods and dates related to enrollment and re-enrollment of a program
attempt and permits alteration of the enrollment category associated with a
program attempt.

Overview
The Program Attempt Administration window displays a history of
pre-enrollments performed for a student program attempt. Each record represents
the registration of a student program attempt in an enrollment period. Typically
there is one record per academic period. Pre-enrollment can be performed more
than once during an admission period, but only the one record is created in this
window. If the enrollment category of the existing record differs from that
determined by a subsequent run of the pre-enrollment process, the enrollment
category is updated to the new value.
The window displays the following fields:
■ calendar type, start date, and end date for the enrollment periods in which the
student program attempt has been registered
■ enrollment category of the student program attempt
■ enrollment package production date used for production of the enrollment
package if specified in the Batch Pre-enrollment process
■ enrollment form due date for return, by the student, of the enrollment form if
specified in the Batch Pre-enrollment process
■ enrollment form received date when the completed enrollment form for this
program attempt is received
Note: The enrollment form received date must be manually entered.
The date fields are blank when standard package production and form due dates
are used, that is, when those date alias instances are specified for the enrollment
period. Dates are displayed when override dates are entered as parameters to the
Batch pre-enrollment process.

180-2 Oracle Student System User’s Guide

 Changing Program Attempt Enrollment Category Procedure

Changing Program Attempt Enrollment Category Procedure

The following information applies to this procedure:
■ Changing the enrollment category of a student program attempt can change the
configuration of some enrollment windows. Data created under one enrollment
category may not be viewable under the new category.
To change a program attempt enrollment category, perform the following steps.
1. In Oracle Student System, navigate to the Student Program Attempt
Administration Details window as follows:
Enrollments - Processes - Program Attempt Administration
2. Enter data in appropriate fields.
3. Select the record to be changed.
4. Change the enrollment category in the Enrollment Category field to reflect the
current information.
For example, a student may be enrolled in an international student enrollment
category. Subsequent to initial enrollment, the student may become a
permanent resident. Change the enrollment category of the student’s program
attempt to domestic.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Program Attempt Administration Procedure 180-3

Program Attempt Administration Window

Program Attempt Administration Window

Figure 180–1 Program Attempt Administration Window

180-4 Oracle Student System User’s Guide

 181
Administrative Unit Statuses Procedure

This chapter describes how to create administrative unit statuses. The following
sections are in this chapter.
■ Definition
■ Overview
■ Creating Administrative Unit Statuses Procedure
■ Assigning Grades to Administrative Unit Statuses Procedure
■ Administrative Unit Statuses Window

Administrative Unit Statuses Procedure 181-1

Definition

Definition
The administrative unit statuses procedure creates institution-defined
administrative unit statuses and their associated grades.

Overview
The administrative unit statuses procedure consists of the following parts:
■ Administrative Unit Status
■ Administrative Unit Status Grade

Administrative Unit Status

Administrative unit statuses (AUSs) map to unit attempt statuses. A unit attempt
status defines the state of activity of a student’s unit attempt and is system-defined.
Administrative unit statuses provide a means to describe, for discontinued unit
attempt statuses, the possible outcomes relating to a state of activity.
The Administrative Unit Statuses window is used to enter and maintain the set of
institution-defined administrative unit statuses that can be assigned when a unit
attempt has the status Discontin. The process of associating an administrative unit
status with a discontinued student unit attempt is automated through date triggers
or unit discontinuation date criteria that determine the appropriate administrative
unit status to assign. The relationship between these date triggers and
administrative unit statuses are maintained using the Unit Discontinuation Dates
window.
Administrative unit statuses are also used by load calendars to determine the load
incurred by discontinued student unit attempts. See the Load Calendar Structure
window.
For information on the discontinuation process, see Managing Existing Enrollments,
Chapter 168, Enrollments Overview.
For example, a unit attempt status of Discontin describes the state of activity of a
student’s unit attempt but does not describe the consequences of the

181-2 Oracle Student System User’s Guide

 Overview

discontinuation. Administrative unit statuses are used to add this detail to the event
by subdividing the status for Discontin as shown inTable 181–1.

Table 181–1 Administrative Unit Status Example

Administrative Unit Status Description Unit Attempt Status
WD-EARLY Withdrawn Early DISCONTIN
WD-LATE Withdrawn Late - No DISCONTIN
Penalty
WD-FAIL Withdrawn Late With DISCONTIN
Penalty

Administrative Unit Status Grade

A grade must be associated with an administrative unit status whose corresponding
unit attempt status is Discontin. This enables the automatic application of an
appropriate grade to a discontinued student unit attempt.
For example, an administrative unit status of Wd-Fail - Withdrawn Late With
Penalty can result in a Fail grade. When this grade is entered against the
administrative unit status, the Fail grade is reported for student unit attempts from
which a student has withdrawn after the specified cutoff date is reported in official
notifications. See Table 181–2.

Table 181–2 Administrative Unit Status Grade Example

Administrative Unit Status Unit Attempt Status Grade
WD-LATE DISCONTIN WL
WD-FAIL DISCONTIN Fail

Administrative Unit Statuses Procedure 181-3

Creating Administrative Unit Statuses Procedure

Creating Administrative Unit Statuses Procedure

To create an administrative unit status, perform the following steps.
1. In Oracle Student System, navigate to the Administrative Unit Statuses window
as follows:
Enrollments - Setup - Administrative Unit Statuses
2. Enter data in appropriate fields.
The following information applies to this step:
■ An administrative unit status cannot be deleted if it has been used in any
student unit attempts or has an associated administrative unit status grade.
To close an administrative unit status and make it unavailable for further
use, select the Closed check box.
3. In the Administrative Unit Status field of a blank record, enter the desired name
or code of the new status.
4. In the Description field, enter a description for the administrative unit status.
5. In the Unit Attempt Status field, select the Discontin unit attempt status from
the list of values, or enter Discontin.
6. If units with this administrative unit status should be included on official
notifications, select the Show on Official Notification check box.
7. If discontinued units with this administrative unit status are to be included in
program progression checks and grade point average calculations, select the
Effectively Enrolled for Progression check box.
If the check box is deselected, the unit is treated as not being enrolled. By
default, the Effectively Enrolled for Progression check box is selected.
8. If discontinued units with this administrative unit status are to be counted as an
effective enrollment period for progression time elapsed calculations, select the
Effective Elapsed Time for Progression check box.
If the check box is deselected, the unit is not counted for elapsed time
calculations. By default, the Effective Elapsed Time for Progression check box is
selected.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

181-4 Oracle Student System User’s Guide

 Assigning Grades to Administrative Unit Statuses Procedure

Assigning Grades to Administrative Unit Statuses Procedure

To assign a grade to an administrative unit status, perform the following steps.
1. In Oracle Student System, navigate to the Administrative Unit Statuses window
as follows:
Enrollments - Setup - Administrative Unit Statuses
2. Enter data in appropriate fields.
The following information applies to this step:
■ A grade cannot be modified once it has been saved. It is necessary to delete
the grade and enter a new grade. This is only recommended when it is
necessary to correct errors in the data.
■ Users are advised to delete a grade only if the grade was incorrectly
assigned and has not been used elsewhere in the system.
3. Ensure that the correct administrative unit status is selected.
4. Navigate to the Administrative Unit Status Grade region.
5. In the Grading Schema Code field, select the appropriate grade from the list of
values.
Note: Only one grade from the current grading schema can be added.
To add a grade when grades are already entered, the existing grades must be
from expired grading schemas.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Administrative Unit Statuses Procedure 181-5

Administrative Unit Statuses Window

Administrative Unit Statuses Window

Figure 181–1 Administrative Unit Statuses Window

181-6 Oracle Student System User’s Guide

 182
Institution Waitlist Options Procedure

This chapter describes how to define institution waitlist options. The following
sections are in this chapter:
■ Definition
■ Overview
■ Defining Institution Waitlist Options Procedure
■ Institution Waitlist Options Window

Institution Waitlist Options Procedure 182-1

Definition

Definition
The institution waitlist options procedure is used by the institution to define and
maintain waitlist options for specific teaching period calendar instances.

Overview
When waitlisting is allowed at the institution level, the option can be suppressed in
certain instances, such as enrollment for summer or other short terms. Institution
Waitlist Allowed option settings have the following effects:
■ If the option is set to No, no further waitlist windows are accessible for setup
and no waitlist processing is invoked during that enrollment calendar instance.
■ If the option is set to Yes, waitlist details can be set at the organization unit level
on the Organizational Unit Waitlist Setup window.
The Institution Waitlist Options procedure also allows the institution to determine if
students can be simultaneously placed on a waitlist for a unit section while being
registered for an alternative unit section of the same unit. Student Simultaneous
Waitlist Allowed option settings have the following effects:
■ If the simultaneous waitlist is set to No, the system checks to see if the student
is currently enrolled for an alternate unit section of the unit.
If this if the case, the system does not place the student on the waitlist and
returns a response indicating that the student is already enrolled in another unit
section of the unit and is not allowed to be added to the waitlist for the same
unit.
If the student is not enrolled in another unit section of this unit, the system
places the student on the waitlist for the unit section.
■ If the simultaneous waitlist is set to Yes, the system does not perform the
previously described validation.

182-2 Oracle Student System User’s Guide

 Defining Institution Waitlist Options Procedure

Defining Institution Waitlist Options Procedure

To define a waitlist option, perform the following steps.
1. In Oracle Student System, navigate to the Institution Waitlist Options window
as follows:
Enrollments - Setup - Institution Waitlist Option
2. Enter data in appropriate fields.
Note: The Calendar Type, Alternate Code, Start Date, and End Date fields
cannot be updated.
3. If waitlisting is allowed for this specific calendar instance, select the Waitlist
Allowed check box.
Note: Records for the teaching period cannot be modified or deleted if the
Waitlist Allowed check box is selected at the organizational unit level, the unit
offering pattern level, or the unit section level for the same teaching period.
4. If simultaneous waitlisting and enrollment is allowed for this specific calendar
instance, select the Student Simultaneous Waitlist Allowed check box.
Note: Records that allow simultaneous waitlisting cannot be modified or
deleted if the actual number of waitlisted students in the teaching period is
greater than zero.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Institution Waitlist Options Procedure 182-3

Institution Waitlist Options Window

Institution Waitlist Options Window

Figure 182–1 Institution Waitlist Options Window

182-4 Oracle Student System User’s Guide

 183
Organizational Unit Waitlist Setup
Procedure

This chapter describes how to set up organizational unit waitlists. The following
sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Organizational Unit Waitlist Procedure
■ Organizational Unit Waitlist Setup Window

Organizational Unit Waitlist Setup Procedure 183-1

Definition

Definition
The organizational unit waitlist setup procedure sets up waitlist profiles for
organization units.

Overview
Waitlist profiles are defined by organization units. Before a waitlist can be
implemented for a unit section during an enrollment period, profile information
must be created to define how the waitlist functions.
Waitlist attributes are available at both the unit offering and the unit section levels.
The Organizational Unit Waitlist Setup window inherits its details from the
appropriate organization unit, and the Unit Section Waitlist window inherits its
details from the appropriate unit offering.

183-2 Oracle Student System User’s Guide

 Setting Up Organizational Unit Waitlist Procedure

Setting Up Organizational Unit Waitlist Procedure

The following information applies to this procedure:
■ The records in the Organizational Unit Waitlist Setup window must not be
deleted in the following cases:
■ if any waitlist preferences are recorded at the unit offering pattern level
■ if the actual number of waitlisted students is greater than zero at the unit
section level
To set up an organizational unit waitlist, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Unit Waitlist Setup
window as follows:
Enrollments - Setup - Organizational Unit Waitlist Setup
2. Query the appropriate record.
3. Enter data in appropriate fields.
4. If waitlisting is not allowed for this calendar type in the organizational unit,
leave the Waitlist Allowed check box deselected.
Note: If the Waitlist Allowed check box is deselected, additional information
cannot be entered in this window.
5. If waitlisting is allowed, select the Waitlist Allowed check box.
6. In the Maximum Waitlists per Student check box, enter the maximum number
of waitlists a student can request.
7. In the Maximum Students per Waitlist field, enter the maximum number of
students that can be waitlisted for the organizational unit.
Note: The Maximum Student per Waitlist field cannot be updated to a value
lower than the number of students already in the waitlist.
8. If a student is allowed to be simultaneously waitlisted for a unit section while
being registered for an alternative unit section of the same organizational unit,
select the Simultaneous Waitlist/Unit Enrollment Allowed check box. If
simultaneous waitlisting is not allowed, deselect the check box.
Note: The Simultaneous Waitlist/Unit Enrollment Allowed check box cannot be
changed from selected to deselected if the actual number of waitlisted students
is greater than zero.

Organizational Unit Waitlist Setup Procedure 183-3

Setting Up Organizational Unit Waitlist Procedure

9. If charges are assessed for waitlisted students, select the Assess Charges for
Waitlisted Students check box. If a charge is not required, deselect the check
box.
Note: The Assess Charges for Waitlisted Students check box cannot be changed
from selected to deselected if the actual number of waitlisted students is greater
than zero.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

183-4 Oracle Student System User’s Guide

 Organizational Unit Waitlist Setup Window

Organizational Unit Waitlist Setup Window

Figure 183–1 Organizational Unit Waitlist Setup Window

Organizational Unit Waitlist Setup Procedure 183-5

Organizational Unit Waitlist Setup Window

183-6 Oracle Student System User’s Guide

 184
Enrollment Calendar Configuration
Procedure

This chapter describes how to enter enrollment calendar configurations. The

following sections are in this chapter:
■ Definition
■ Overview
■ Entering General Calendar Configuration Procedures
■ Entering Enrollment Calendar Configuration Date Alias Procedure
■ Entering Timeslot Calendar Configuration Date Alias Procedure
■ Enrollment Calendar Configuration Window

Enrollment Calendar Configuration Procedure 184-1

Definition

Definition
The enrollment calendar configuration procedure enters date aliases that can be
recognized by the system for specific purposes. A date alias is a label that specifies a
date for a teaching period.

Overview
The enrollment calendar configuration procedure consists of the following parts:
■ General Calendar Configuration Region
■ Enrollment Calendar Configuration Tab
■ Timeslot Calendar Configuration Tab
For information on enrollment calendar configuration, see Enrollment Calendars,
Chapter 168, Enrollments Overview.

General Calendar Configuration Region

The Enrollment Calendar Configuration region specifies date aliases that have been
chosen by the institution to represent nonenrollment-specific dates.
For example, if the institution determines that census dates will be represented by
the date alias for Census, the institution can select Census in the Census Date Alias
field of the Enrollment Calendar Configuration region. Oracle Student System
recognizes Census for any activity that involves census dates.

Enrollment Calendar Configuration Tab

The Enrollment Calendar Configuration tab specifies the date aliases that have been
selected by the institution to represent various enrollment-related system dates.

Timeslot Calendar Configuration Tab

The Timeslot Calendar Configuration tab specifies the date aliases that indicate the
beginning and ending dates for enrollment timeslots.

184-2 Oracle Student System User’s Guide

 Entering General Calendar Configuration Procedures

Entering General Calendar Configuration Procedures

The following information applies to this procedure:
■ Subsystem setup data is entered in the Enrollment Calendar Configuration
window. Once the data is set up and in use, do not modify or delete it.
To enter a census date alias, perform the following steps.
1. In Oracle Student System, navigate to the Enrollment Calendar Configuration
window as follows:
Enrollments - Setup - Configure Enrollment Calendar
2. Enter data in appropriate fields.
3. In the Census field, enter the date alias, or select a date alias from the list of
values.
4. In the Program Completion Cutoff field, enter the course completion date alias,
or select a course completion date alias from the list of values.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Enrollment Calendar Configuration Procedure 184-3

Entering Enrollment Calendar Configuration Date Alias Procedure

Entering Enrollment Calendar Configuration Date Alias Procedure

The following information applies to this procedure:
■ Subsystem setup data is entered in the Enrollment Calendar Configuration
window. Once the data is set up and in use, do not modify or delete it.
To enter date aliases representing system dates for the Enrollments subsystem,
perform the following steps.
1. In Oracle Student System, navigate to the Enrollment Calendar Configuration
window as follows:
Enrollments - Setup - Configure Enrollment Calendar
2. Enter data in appropriate fields.
3. In each of the Date Alias fields, enter the date alias, or select a date alias from
the list of values.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

184-4 Oracle Student System User’s Guide

 Entering Timeslot Calendar Configuration Date Alias Procedure

Entering Timeslot Calendar Configuration Date Alias Procedure

The following information applies to this procedure:
■ Subsystem setup data is entered in the Enrollment Calendar Configuration
window. Once the data is set up and in use, do not modify or delete it.
■ Users can create a maximum of eight enrollment timeslots using date alias
pairs.
To enter date aliases that specify the beginning and ending dates for enrollment
timeslots, perform the following steps.
1. In Oracle Student System, navigate to the Enrollment Calendar Configuration
window as follows:
Enrollments - Setup - Configure Enrollment Calendar
2. In each appropriate Timeslot Start Date field, enter the date alias, or select a
date alias from the list of values.
The field to the right of the Timeslot Start Date field displays the date alias
description.
3. In each appropriate Timeslot End Date field, enter the date alias, or select a date
alias from the list of values.
The field to the right of the Timeslot End Date field displays the date alias
description.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Enrollment Calendar Configuration Procedure 184-5

Enrollment Calendar Configuration Window

Enrollment Calendar Configuration Window

Figure 184–1 Enrollment Calendar Configuration Window

184-6 Oracle Student System User’s Guide

 185
Unit Discontinuation Date Criteria
Procedure

This chapter describes how to create unit discontinuation date criteria. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Unit Discontinuation Date Criteria Records Procedure
■ Unit Discontinuation Dates Window

Unit Discontinuation Date Criteria Procedure 185-1

Definition

Definition
The unit discontinuation date criteria procedure links critical dates or date aliases to
administrative unit statuses to facilitate unit discontinuation management.

Overview
In the calendar subsystem, a set of date aliases that relate to discontinuation of a
student unit attempt are established within each teaching period.
In the Unit Discontinuation Dates window, these date aliases are linked to a delete
check box or to an administrative unit status. The linkage is typically indicated as
the default. When a student’s unit attempt is discontinued, the system actions are
based on this association.

Process
Within a relevant teaching period, the system finds the most recent instance of a
discontinuation date alias prior to the effective date of discontinuation.
■ If the delete check box is selected for this date alias, the student’s unit attempt is
deleted from the database.
■ If the delete check box is deselected for this date alias, the administrative unit
status linked with this date alias is automatically entered against the unit
attempt and triggers particular processing, for example, whether load is
incurred, or whether the attempt appears on official notifications. This
processing is specified in the Load Calendar Structure window and the
Administrative Unit Statuses window.
■ There is one exception. The automatic entry of administrative unit statuses
depends on linkages marked as defaults. Different date aliases can be assigned
instances with the same date. It is therefore possible that more than one
administrative unit status is linked to a particular date. In this situation, and if
no default is set, the user must select between possible statuses when
discontinuing the unit attempt in the Student Enrollments window. If one of the
linkages is specified as the default, it is applied automatically, but can be
overridden.

185-2 Oracle Student System User’s Guide

 Overview

Example
Date aliases early in the teaching period usually have the Delete check box selected.
Later date aliases might be linked to an administrative unit status such as Wd-Late
or Wd-Fail.
Table 185–1 provides an example of some possible linkages using the Unit
Discontinuation Dates window.

Table 185–1 Date Alias Link to Administrative Unit Status Examples

Administrative Unit
Date Alias Description Status Delete
UNIT-DELET Withdrawn unit Yes
deleted
WDN-EARLY Early unit withdrawal WD-EARLY
WDN-LATE Late unit withdrawal WD-LATE
without fail grade
WDN-FAIL Late unit withdrawal - WD-FAIL
fail

Unit Discontinuation Date Criteria Procedure 185-3

Overview

Table 185–2 demonstrates potential effects of these linkages when a student’s unit
attempt is discontinued in a particular teaching period.

Table 185–2 Effect of Date Alias Link to Administrative Unit Status Example
Discontinuation Instance of Date
Date of Unit Alias in Semester
Attempt 1, 2002 Effect Explanation
28/FEB/2002 UNIT-DELET Unit attempt 1/JAN/2002 is the most recent
deleted instance of a date alias before
28/FEB/2002. The delete check
1/JAN/2002 box has been set for
UNIT-DELET, so any unit
attempts that are discontinued
between 1/JAN/2002 and
1/MAR/2002 inclusive are
deleted from the database.
6/MAR/2002 WDN-EARLY WD-EARLY The administrative unit status
entered against WD-EARLY is in effect for all
these three unit dates from the date alias
16/MAR/2002 2/MAR/2002 attempts instance of WDN-EARLY until
WDN-LATE becomes effective
on 31/MAR/2002. Therefore,
30/MAR/2002 actions associated with
WD-EARLY apply to unit
attempts discontinued in this
period.
31/MAR/2002 WDN-LATE WD-LATE The unit has been discontinued
entered against as of the day on which
unit attempt WDN-LATE falls and receives
31/MAR/2002 the administrative unit status
WD-LATE.
9/JUN/2002 WDN-FAIL WD-FAIL status Grades must be associated with
entered against all discontinuation
the unit attempt administrative unit statuses.
8/JUN/2002 with an
associated fail
grade

185-4 Oracle Student System User’s Guide

 Creating Unit Discontinuation Date Criteria Records Procedure

Creating Unit Discontinuation Date Criteria Records Procedure

WARNING: Changes in the Unit Discontinuation Dates window can seriously alter
the interpretation and reporting of information held in existing student records.
The following information applies to this procedure:
■ Processes linked to a particular date alias apply from the date that the date alias
occurs in the teaching period, up to and including the day before the next
instance becomes effective.
To create a unit discontinuation date criteria record, perform the following steps.
1. In Oracle Student System, navigate to the Unit Discontinuation Dates window
as follows:
Enrollments - Setup - Unit Discontinuation Dates
2. Enter data in appropriate fields.
The following information applies to this step:
■ Users typically modify a unit discontinuation date criteria record only if
needed to correct an error in the data. Once a unit discontinuation date
criteria record is used, changes to these records alter the interpretation of
information that exists in student records.
■ Users usually delete a unit discontinuation date criteria record only at the
time of entry to correct errors in the data. Once a unit discontinuation date
criteria record is used, deleting the record changes the interpretation of
existing information in student records.
3. In the Date Alias field of a blank record, select the required date alias from the
list of values, or enter a valid value.
The corresponding description is automatically entered in the Description field.
4. Perform one of the following steps:
■ Select the required administrative unit status from the list of values in the
Administrative Unit Status field. Alternatively, enter a valid value.
■ Select the Delete check box.
Note: If the Delete check box is selected, student unit attempts that are
discontinued during the effective period of the associated date alias are
deleted from the database.

Unit Discontinuation Date Criteria Procedure 185-5

Creating Unit Discontinuation Date Criteria Records Procedure

5. If the linkage between this date alias and administrative unit status is not
applied automatically, deselect the Default check box.
Note: If the Default check box is selected, a link between a date alias and an
administrative unit status causes the appropriate status to be entered
automatically when a unit attempt is discontinued.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

185-6 Oracle Student System User’s Guide

 Unit Discontinuation Dates Window

Unit Discontinuation Dates Window

Figure 185–1 Unit Discontinuation Dates Window

Unit Discontinuation Date Criteria Procedure 185-7

Unit Discontinuation Dates Window

185-8 Oracle Student System User’s Guide

 186
Category Procedure Detail Procedure

This chapter describes how to maintain enrollment category procedure details and
steps. The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Enrollment Category Procedure Details Procedure
■ Maintaining Enrollment Category Procedure Step Procedure
■ Category Procedure Detail Window

Category Procedure Detail Procedure 186-1

Definition

Definition
The enrollment category procedure detail procedure creates enrollment category
procedure details and steps.

Overview
The Category Procedure Detail window can be used by institutions to query a set of
existing enrollment categories and display the query results. Enrollment categories
classify the different methods and procedures that are involved in enrolling
students. Enrollment categories are entered and maintained in the Enrollment
Categories window.
The enrollment procedures associated with the displayed enrollment category are
displayed or entered in the Enrollment Category Procedure Detail and Enrollment
Category Procedure Step regions of the Category Procedure Detail window. For
example, when the enrollment category for Interntl, which represents the
enrollment processes for international students, is displayed, the set of procedure
details for the enrollment of international students is displayed or entered in the
Enrollment Category Procedure Detail region.
The enrollment category procedure detail procedure consists of the following parts:
■ Category Procedure Detail
■ Enrollment Category Procedure Step

Category Procedure Detail

The Enrollment Category Procedure Detail region can be used by institutions to
display and enter enrollment procedure details for the enrollment category
displayed in the Enrollment Category field. A procedure detail is the combination
of an enrollment method type with a student commencement type. Defining a
procedure detail permits the steps involved in that procedure to be defined.
Enrollment method types are defined and maintained in the Enrollment Method
Types window. They contribute to the content and layout of enrollment windows
and the specification of enrollment packages.
Student commencement types are system-defined with the following values:
■ New; enrolling for the first time in a program
■ Continuing; reenrolling, or reconfirming, and indicating the intention to
continue studying a program

186-2 Oracle Student System User’s Guide

 Overview

■ All; both new and continuing students

For example, an enrollment method type of Face2face may have more than one
enrollment procedure associated with it, depending on the type of student
commencement. For example, the procedure to enroll a new student may be
different than the procedure required to re-enroll a returning student. The two
combinations Face2face/New and Face2face/Return constitute procedure details.
For each procedure detail, the steps involved in the procedure can be specified in
the Enrollment category Procedure Step region.

Enrollment Category Procedure Step

The Enrollment Category Procedure Step region can be used by institutions to enter
and display the enrollment steps for the enrollment category and enrollment
procedure displayed in the Enrollment Category field and the Enrollment Category
Procedure Detail region.
An enrollment procedure step is a database task carried out during the process of
entering a student’s enrollment. The entering an enrollment procedure involves
allocating system-defined step types to a selected procedure detail and placing the
steps in order of execution. Steps are grouped according to the type of enrollment
information being dealt with, person, program, or unit steps. The steps are
displayed in the Category Procedure Detail window in these groupings. These
groups also determine which steps appear as navigation buttons or as list items in
various windows. For example, step types that belong to the step group for Person
appear as buttons on the person enrollment window.
For example, international students that enroll in person might have the following
enrollment category and step types:
■ enrollment category Interntl
■ enrollment method type Face2face
■ student commencement type New
In this example, the Enrollment Category Procedure Step region contains the steps
that must be carried out on the system for new international students enrolling in
person.

Category Procedure Detail Procedure 186-3

Overview

Available Enrollment Procedure Steps

Table 186–1 lists the available enrollment procedure steps.

Table 186–1 Available Enrollment Procedure Steps

Person Steps Program Steps Unit Steps
ADDRESS ACPT-OFFER *not available BASIC-UNIT
ALIASES ADVSTAND CHKQUOTAS *not available
ALTERNATE CDISCONTIN CHKUENCUMB
BASIC-PERS CEXAM-LOCN CHKVALIDTY
CHKCENCUMB CHGOPTION GRAD-SCHMA not
available
CHKCROSS COMPLETION
INCOMPLETE *not
CHKFORCED CORCATEGRY
available
CRS-ATTPMT CRSENCUMB
OVER-ACP
DISABILITY CRSNOTES
OVER-ECP
FINANCE *not available FEE-EXEMPT *not available
OVER-EFTSU
INTERNATNL FEECATEGRY
OVER-TITLE
PERENCUMB FUNDSOURCE
RSRCH-OU *not available
PERNOTES HECSOPTION
SUP-UNIT
STATISTICS INTERMIT
UDISCONTIN
UNT-ATTMPT LAPSE-DTL
UEXAM-LOCN
VARCUTOFF PRE-ENROL *not available
UNITNOTES
PUBL-OUTCM
WAIVE-RULE
RESEARCH
SELFHELP
SPCL RQRMNTS
TRANSFER
UNIT-SETS

186-4 Oracle Student System User’s Guide

 Creating Enrollment Category Procedure Details Procedure

Creating Enrollment Category Procedure Details Procedure

To create an enrollment category, perform the following steps.
1. In Oracle Student System, navigate to the Category Procedure Detail window as
follows:
Enrollments - Setup - Category Procedure Details
2. Enter data in appropriate fields.
The following information applies to this step:
■ Users are advised to modify an enrollment category only to select or
deselect the Person Add Allowed, Program Add Allowed, or Product
Enrollment Package check box.
■ An enrollment category procedure detail cannot be deleted if any
enrollment category procedure steps are associated with it.
3. Ensure that the correct enrollment category is displayed in the Enrollment
Category field.
4. Navigate to the Enrollment Category Procedure Detail region.
5. In the Enrollment Method Type field of a blank record, select the enrollment
method from the list of values, or enter a valid value.
6. In the Student Commencement Type field, select the student commencement
type from the list of values, or enter a valid value.
7. If it is permissible to enroll a new person during an enrollment session defined
by this detail, select the Person Add Allowed check box.
8. If it is permissible to add a program to a student who has been offered a
program during an enrollment session defined by this detail, select the Program
Add Allowed check box.
9. If it is permissible to produce an enrollment package during an enrollment
session defined by this detail, select the Product Enrollment Package check box.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Category Procedure Detail Procedure 186-5

Maintaining Enrollment Category Procedure Step Procedure

Maintaining Enrollment Category Procedure Step Procedure

The enrollment category procedure step procedure includes the following parts:
■ Creating New Sets of Enrollment Category Procedure Steps
■ Adding a Procedure Step to an Existing Set of Enrollment Category Procedure
Steps

Creating New Sets of Enrollment Category Procedure Steps

To create a new set of enrollment category procedure steps, perform the following
steps.
1. In Oracle Student System, navigate to the Category Procedure Detail window as
follows:
Enrollments - Setup - Category Procedure Details
2. Enter data in appropriate fields.
3. Ensure that the correct enrollment category is displayed in the Enrollment
Category field and that the correct enrollment method type and student
commencement type are selected in the Enrollment Category Procedure Detail
region.
4. Navigate to the Enrollment Category Procedure Step region.
5. To assign default steps to the procedure detail, click Default Steps.
The complete set of available procedure step types is assigned to the procedure
detail. Any steps that are not required can be deleted.
6. To manually enter default steps to the procedure detail, select the Person Steps,
Program Steps, or Unit Steps step group from the pull-down list.
■ In the Step Type field, select a step type from the list of values or enter a
valid value.
Note: The set of available step types is system-defined. Only steps from this
set can be used for a procedure.
■ Continue selecting required step types as needed.
■ When all required steps for a step group have been added, repeat Step 6 for
other step groups.
7. If data entry is mandatory during the enrollment process for any of the
procedure steps, select the Mandatory check box.

186-6 Oracle Student System User’s Guide

 Maintaining Enrollment Category Procedure Step Procedure

8. A default step order is set when the procedure steps are created. To change the
order of a particular step, select the step and click the up or down arrow button
to raise or lower the order of the step.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Adding a Procedure Step to an Existing Set of Enrollment Category Procedure Steps

To add a procedure step to an existing set of enrollment category procedure steps,
perform the following steps.
1. In Enrollments, navigate to the Category Procedure Detail window as follows:
Enrollments - Setup - Category Procedure Details
2. Ensure that the correct enrollment category is displayed in the Enrollment
Category field and the correct enrollment method type and student
commencement type are selected in the Enrollment Category Procedure Detail
region.
3. Navigate to the Enrollment Category Procedure Step region.
4. In the Step Type field, select a step type from the list of values or enter a valid
value.
5. If data entry is mandatory during the enrollment process for this step type,
select the Mandatory check box.
6. Change the order of the step by selecting the step and clicking the up or down
arrow button to raise or lower the order of the step.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Category Procedure Detail Procedure 186-7

Category Procedure Detail Window

Category Procedure Detail Window

Figure 186–1 Category Procedure Detail Window

186-8 Oracle Student System User’s Guide

 187
Gov’t Contribution Payments Procedure

This chapter describes how to create government contribution payment options.

The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Contribution Payment Options Procedure
■ Gov’t Contribution Payments Window

Gov’t Contribution Payments Procedure 187-1

Definition

Definition
The government contribution payment options procedure creates government
contribution payment options.

Overview
The Gov’t Contribution Payments window is used to enter and maintain
government contribution payment option codes. For enrollments in programs, these
codes identify the contribution exemption status for contribution-exempt students
and the payment options for contribution-liable students. These codes are used in
reporting to the government. Government contribution payment options are
mapped to system or institution-defined contribution payment types that are used
to determine the method of calculating contribution liabilities. The
institution-defined values are entered for students at enrollment.
Some government contribution payment options can benefit from a discount under
certain conditions. These conditions are indicated in the Gov’t Contribution
Payments window.
Some examples of government contribution payment options and the system
contribution payment options that they are mapped to are shown in Table 187–1.

Table 187–1 Mapping of Government Contribution Payment Options to System

Contribution Payment Options Example
Government System
Contribution Contribution
Payment Option Description Payment Type Allow Discount
10 Deferred Payment DEFERRED yes
11 Up Front Payment - UPFRONT_D yes
Discount
12 Up Front Payment - UPFRONT
No Discount or
Safety Net
27 Fully Employer EXEMPT
Funded

187-2 Oracle Student System User’s Guide

 Creating Government Contribution Payment Options Procedure

Creating Government Contribution Payment Options Procedure

To create a government contribution payment option, perform the following steps.
1. In Oracle Student System, navigate to the Gov’t Contribution Payments
window as follows:
Enrollments - Setup - Govt Contribution Payments
2. Enter data in appropriate fields.
The following information applies to this step:
■ Users are advised to modify a government contribution payment option
only to correct an error in the data or to enter changes required by the
government. This is possible only if the record has not been used to define
an institution-defined contribution payment option.
■ If a government contribution payment option has been used to define an
institution-defined contribution payment option, it cannot be deleted. To
close a government contribution payment option and prevent further use,
select the Closed check box.
3. In the Government Contribution Payment Option field of a blank record, enter
the new government contribution payment code.
4. In the Description field, enter the corresponding description for the payment
code.
5. In the System Contribution Payment Type field, select the system contribution
payment type to which the government contribution payment option maps
from the list of values. Alternatively, enter a valid value.
6. If required, select the Allow Discount check box.
Note: Government contribution payment options 10 and 11 require the Allow
Discount check box to be selected. When it is selected, discounts can be taken
into account in calculating expected payments in the Student Finance System.
Discount details are set up in the Payment Schedules window.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Gov’t Contribution Payments Procedure 187-3

Gov’t Contribution Payments Window

Gov’t Contribution Payments Window

Figure 187–1 Gov’t Contribution Payments Window

187-4 Oracle Student System User’s Guide

 188
Contribution Payment Procedure

This chapter describes how to create contribution payment options. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Contribution Payment Options Procedure
■ Contribution Payment Window

Contribution Payment Procedure 188-1

Definition

Definition
The contribution payment options procedure creates institution-defined
contribution payment options.

Overview
The Contribution Payment window is used to enter and maintain the
institution-defined set of contribution payment options. These are comparable to
government contribution payment options, but they provide greater flexibility, with
the ability to subdivide government codes and to use more meaningful codes.
Institution-defined contribution payment options can be mapped to a government
contribution payment option. Students in government reportable programs
typically select a program attempt contribution payment option from the
institution-defined set at enrollment. In some cases, such as reportable nonaward
programs, the appropriate contribution code is reported on the student’s behalf,
without the need for students to indicate the appropriate payment option.
For example, meaningful values for contribution payment options, such as Deferred
and Os-Fee, can be used and mapped to the government contribution payment
options 10 - Deferred and 22 - Fee Paying Overseas Student, respectively.

188-2 Oracle Student System User’s Guide

 Creating Contribution Payment Options Procedure

Creating Contribution Payment Options Procedure

To create a contribution payment option, perform the following steps.
1. In Oracle Student System, navigate to the Contribution Payment window as
follows:
Enrollments - Setup - Contribution Payments
2. Enter data in appropriate fields.
The following information applies to this step:
■ Users are advised to modify a contribution payment option only to correct
an error in the description.
■ If a contribution payment option has been assigned to any student program
attempt, it cannot be deleted. To close a contribution payment option and
prevent further use, select the Closed check box.
3. In the Contribution Payment Option field of a blank record, enter the new
contribution payment option code.
4. In the Description field, enter the corresponding description for the
contribution payment option.
5. In the Government Contribution Payment Option field, select the government
contribution payment option to which the new payment option is mapped from
the list of values, or enter a valid value.
6. If the contribution payment option automatically expires at the end of an
academic period, select the Expire After Academic Period check box.
Note: The Expire After Academic Period option is designed for cases where the
student’s continuing eligibility to receive the exemption is assessed periodically.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Contribution Payment Procedure 188-3

Contribution Payment Window

Contribution Payment Window

Figure 188–1 Contribution Payment Window

188-4 Oracle Student System User’s Guide

 189
Enrollment Categories Procedure

This chapter describes how to create enrollment categories. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Enrollment Categories Procedure
■ Enrollment Categories Window

Enrollment Categories Procedure 189-1

Definition

Definition
The enrollment categories procedure creates institution-defined enrollment
categories.

Overview
The Enrollment Categories window is used to enter and maintain the
institution-defined set of enrollment categories. Enrollment categories classify
different methods and procedures involved in enrolling students. Within the
system, enrollment categories configure enrollment sessions, as well as the layout
and content of the Student Enrollments window and Special Requirements window.
For example, an enrollment category, such as Interntl, can be created specifically to
accommodate the enrollment of international students. The procedures required to
enroll an international student are entered against this enrollment category using
the Category Procedure Detail window.
Entering Interntl as the enrollment category parameter in the Session Details
window causes the content and layout of the subsequent Student Enrollments
window to be configured according to the procedures specified against Interntl in
the Category Procedure Detail window.

189-2 Oracle Student System User’s Guide

 Creating Enrollment Categories Procedure

Creating Enrollment Categories Procedure

To create an enrollment category, perform the following steps.
1. In Oracle Student System, navigate to the Enrollment Categories window as
follows:
Enrollments - Setup - Categories
2. Enter data in appropriate fields.
The following information applies to this step:
■ Users are advised to modify an enrollment category only to correct an error
in the description.
■ An enrollment category that has been used in the system cannot be deleted.
To close an enrollment category and prevent further use, the Closed check
box must be selected.
3. In the Enrollment Category field of a blank record, enter the new enrollment
category code.
4. In the Description field, enter the corresponding description for the enrollment
category.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Enrollment Categories Procedure 189-3

Enrollment Categories Window

Enrollment Categories Window

Figure 189–1 Enrollment Categories Window

189-4 Oracle Student System User’s Guide

 190
Enrollment Method Types Procedure

This chapter describes how to create enrollment method types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Enrollment Method Types Procedure
■ Enrollment Method Types Window

Enrollment Method Types Procedure 190-1

Definition

Definition
The enrollment method types procedure creates institution-defined enrollment
method types.

Overview
The Enrollment Method Types window is used to enter and maintain the
institution-defined enrollment method types. These describe the different ways that
a student can enroll and are used to define enrollment category procedures.
For information on maintaining enrollment category procedure details, see
Maintaining Enrollment Category Procedure Detail Procedure, Chapter 145,
Enrollment Category Procedure Detail Procedure. The enrollment category
procedure detail procedure describes the procedures that are followed for enrolling
students of a particular category.
The procedure for student enrollment in person is different from enrollment when
using an interactive voice response system (IVRS). By setting up two enrollment
method types such as Face2face and IVRS, the enrollment procedure for each
method can be specified for each enrollment category.

190-2 Oracle Student System User’s Guide

 Creating Enrollment Method Types Procedure

Creating Enrollment Method Types Procedure

To create an enrollment method type, perform the following steps.
1. In Oracle Student System, navigate to the Enrollment Method Types window as
follows:
Enrollments - Setup - Enrollment Method Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ Users can modify an enrollment method type only to correct an error in the
description.
■ If an enrollment method type has been used to define an enrollment
category procedure, it cannot be deleted. To close an enrollment method
type and prevent further use, select the Closed check box.
3. In the Enrollment Method Type field, enter the new enrollment method type.
4. In the Description field, enter the corresponding description for the enrollment
method type.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Enrollment Method Types Procedure 190-3

Enrollment Method Types Window

Enrollment Method Types Window

Figure 190–1 Enrollment Method Types Window

190-4 Oracle Student System User’s Guide

 191
Discontinuation Reasons Procedure

This chapter describes how to create discontinuation reason codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Discontinuation Reason Codes Procedure
■ Discontinuation Reasons Window

Discontinuation Reasons Procedure 191-1

Definition

Definition
The discontinuation reason codes procedure creates institution-defined
discontinuation reason codes.

Overview
Institutions use the Discontinuation Reasons window to enter and maintain coded
reasons for discontinuation. These codes and reasons are determined by the
institution and appear in the Student Enrollments window. The codes and reasons
indicate one of the following:
■ voluntary discontinuation; why a student has voluntarily discontinued a
particular program attempt
■ system-initiated discontinuation; why a student program attempt has been
discontinued as part of a system process
The reasons associated with these methods of discontinuation must be handled
differently in this window.

Voluntary Discontinuation
For voluntary discontinuation, it is necessary only to specify the required reasons
and to select one reason to be used as the default.

System-Initiated Discontinuation
For system-initiated discontinuation, the reasons must be assigned a system
discontinuation reason type. The following types are provided:
■ Terminated: no system functionality
■ Transfer: the reasons assigned to the type relate to the program transfer process
At least one institution-defined transfer reason must be entered in the
Discontinuation Reasons window, and more can be specified. Only one reason
must be indicated as the system default. This default is automatically inserted
whenever a program is discontinued as part of the transfer process, but the
value can be amended in the Student Enrollments window if another transfer
reason is more appropriate.

191-2 Oracle Student System User’s Guide

 Overview

Table 191–1 provides examples of discontinuation reason codes.

Table 191–1 Discontinuation Reason Codes Example

System
Discontinuation System
Code Description Default Reason Type Default
0 Unspecified X
discontinuation reason
25 Relocation
MEDICAL Withdrew for medical
reasons
98 Discontinued through TRANSFER X
program transfer
99 Transfer discontinuation TRANSFER
reversal

Discontinuation Reasons Procedure 191-3

Creating Discontinuation Reason Codes Procedure

Creating Discontinuation Reason Codes Procedure

To create a discontinuation reason code, perform the following steps.
1. In Oracle Student System, navigate to the Discontinuation Reasons window as
follows:
Enrollments - Setup - Discontinuation Reasons
2. Enter data in appropriate fields.
The following information applies to this procedure:
■ Once a discontinuation reason has been used in enrollment records, users
are advised to make only minor modifications to the description that do not
alter its meaning.
■ If a particular discontinuation reason has been used in a student
enrollment, it cannot be deleted. To close a discontinuation reason code and
prevent further use, select the Closed check box.
3. In the Discontinuation Reason Code field of a blank record, enter the new code.
4. In the Description field, enter the meaning of the code.
5. If the discontinuation reason code is for a system-initiated discontinuation, go
to Step 7.
6. If the discontinuation reason code is the default for a voluntary discontinuation
reason, select the Default check box.
Note: One record must be selected as the default for each set of voluntary
discontinuation reasons.
Go to Step 9.
7. If the discontinuation reason code is for a reason related to a system-initiated
discontinuation, select the required system discontinuation reason type from
the list of values in the System Discontinuation Reason Type field.
8. If required for this record, select the System Default check box for the system
discontinuation reason type.
Note: One record must be selected as the default for each set of system
discontinuation reason types.
9. Optionally, add additional information in the Comments field.

191-4 Oracle Student System User’s Guide

 Creating Discontinuation Reason Codes Procedure

10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Discontinuation Reasons Procedure 191-5

Discontinuation Reasons Window

Discontinuation Reasons Window

Figure 191–1 Discontinuation Reasons Window

191-6 Oracle Student System User’s Guide

 192
Load Calendar Structure Procedure

This chapter describes how to create load calendar structures. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Calendar Instances Procedure
■ Creating Default Load Apportionments Procedure
■ Creating Administrative Unit Status Loads Procedure
■ Creating Unit Load Apportionments Procedure
■ Load Calendar Structure Window

Load Calendar Structure Procedure 192-1

Definition

Definition
The load calendar structure procedure enters the following information:
■ teaching calendars that link to particular load calendars and the proportion of
their load that they contribute
■ administrative unit statuses applicable to the teaching calendars and their
relevance to load calculations
■ individual unit versions that link to particular load calendars and the
proportion of their load that they contribute

Overview
The load calendar structure procedure includes the following parts:
■ Maintaining Calendar Instances Procedure
■ Creating Default Load Apportionments Procedure
■ Creating Administrative Unit Status Loads Procedure
■ Creating Unit Load Apportionments Procedure
Institutions use the Load Calendar Structure window to query and display load
calendar instances created in the calendar subsystem.
For each load calendar instance selected, the following information can be entered
and displayed:
■ Links to teaching calendars can be entered and displayed in the Default Load
Apportionment region together with the default percentage of load they
contribute to the load calendar.
■ Individual unit versions corresponding to the teaching calendars can be entered
and displayed in the Unit Load Apportionment region together with the
percentage of load they contribute to the load calendar.
■ For each load calendar and teaching calendar combination, a set of
administrative unit statuses can be entered and displayed in the Administrative
Unit Status Load region.
WARNING: Changes in the Load Calendar Structure window can affect load and
derived fee calculations, and potentially the derived program attendance type, for
all students enrolled in the teaching periods or units linked to the load calendar
instances concerned.

192-2 Oracle Student System User’s Guide

 Overview

For information on setting up and using the load calendar structure, see Structuring
and Managing Student Load, Chapter 168, Enrollments Overview.

Default Load Apportionment

For the load calendar selected in the Load Calendar Structure window, the links to
teaching calendars can be entered and maintained in the Default Load
Apportionment region. The default proportion of the load contributed to the load
calendar is also entered in this region. Study units corresponding to the teaching
calendars have the load apportioned to these defaults unless the load ratios have
been specified individually in the Unit Load Apportionment region.
When apportioning load, the following rules apply:
■ If the teaching load is split across two or more load calendar instances, the
percentages entered against the load calendars should total 100% for a single
cycle of the teaching period.
■ Load can be spread evenly or unevenly across load calendars. When the split is
uneven, different percentages can be added for load calendars that fall within
one or two academic calendar periods, but not more.
■ If the teaching period spans two academic calendars, the Second Percentage
field is used to distribute teaching period loads across the second academic
calendar period.
Note: A teaching period that spans two academic calendars indicates straddle
teaching periods starting in one year and ending in the next year.
■ For straddle teaching periods, a value of zero should be entered against the load
calendars corresponding to the segments outside the teaching period span.
Yr-Long-2 is an example of this.
For information on load apportionment in setting up and using the load calendar
structure, see Structuring and Managing Student Load, Chapter 168, Enrollments
Overview.

Default Load Apportionment Example 1

Each calendar selected in the header region of the Load Calendar Structure window
has one or more teaching calendar records associated with it in the Default Load
Apportionment region.
Example 1 uses the following teaching calendar types:
■ Sem-1 is a one semester teaching period.

Load Calendar Structure Procedure 192-3

Overview

■ Yr-Long is a teaching period of a year’s duration, within one year.

■ S1-E1 is a teaching period that spans three semesters, starting in semester one of
one year and ending at the end of semester one in the next year.
■ Yr-Long-2 is of a year’s duration, starting in semester two of one year and
ending at the end of semester one of the next year.
For the teaching calendar S1-E1, the load is represented as being unevenly split
across three load calendars in the proportion 30% - 45% - 25%. The Second
Percentage field holds the percentage for the third portion of the teaching period,
which is calculated against the load calendar Ld-Cal1 in the next academic period.
Table 192–1 shows sample data for default load apportionment.

Table 192–1 Default Load Apportionment Example 1

Default Load
Apportionment
Header Region Region
Load Calendar
Instance Teaching Calendar Percentage Second Percentage
LD-CAL1 SEM-1 100.00 --

1/JAN/2002 - YR-LONG 50.00 --

30/JUN/2002

S1-E1 30.00 25.00

YR-LONG-2 00.00 50.00

LD-CAL2 YR-LONG 50.00 --

1/JUL/2002 - S1-E1 45.00 00.00

31/DEC/2002

YR-LONG-2 50.00 00.00

For information on load structure and management, see Structuring and Managing
Student Load, Chapter 168, Enrollments Overview.

192-4 Oracle Student System User’s Guide

 Overview

Default Load Apportionment Example 2

Table 192–2 shows more extensive detail for default load apportionment data. The
teaching calendar types are explained in Table 192–3.

Table 192–2 Default Load Apportionment Example 2

Default Load
Apportionment
Header Region Region
Load Calendar
Instance Teaching Calendar Percentage Second Percentage
LD-CAL1 S1-E1 33.33 --
01/JAN/2002 - S1-E2 25.00 --
30/JUN/2002
S2-E1 0.00 50.00
S2-E2 0.00 33.34
SEM-1 100.00 --
SS-E1 50.00 --
SS-E2 33.34 --
YR-LONG 50.00 --
TRI-1 100.00 --
TRI-2 50.00 --
LD- CAL2 S1-E1 33.34 0.00
01/JUL/2002 - S1-E2 25.00 --
31/DEC/2002
S2-E1 50.00 0.00
S2-E2 33.33 --
SEM-2 100.00 --
SS-E2 33.33 --
YR-LONG 50.00 --
TRI-2 50.00 --
TRI-3 100.00 --
LD-CAL3 SS-E1 50.00 --
01/DEC/2002 - SS-E2 33.33 --
15/FEB/2002
SUM 100.00 --

Load Calendar Structure Procedure 192-5

Overview

Table 192–3 shows the key for the teaching calendar.

Table 192–3 Key to Teaching Calendar

Teaching Calendar Description
S1-E1 Start of semester 1, end of semester 1 in
the following year
S1-E2 Start of semester 1, end of semester 2 in
the following year
S2-E1 Start of semester 2, end of semester 1 in
the following year
S2-E2 Start of semester 2, end of semester 2 in
the following year
SEM-1 Semester 1
SEM-2 Semester 2
SS-E1 Start of summer semester, end of
semester 1
SS-E2 Start of summer semester, end of
semester 2
SUM Summer
TRI-1 Trimester 1
TRI-2 Trimester 2
TRI-3 Trimester 3
YR-LONG Year long

Administrative Unit Status Load

Discontinued student unit attempts have an administrative unit status entered at
the time of discontinuation. These statuses indicate how far the student progressed
in the unit attempt before discontinuing.
To calculate the load correctly for these students, the Load Incurred check box in the
Administrative Unit Status Load region is associated with each of the statuses to
show whether the unit attempt does or does not incur load. For maximum
flexibility, the Load Incurred check box can be selected for each load calendar
instance and teaching calendar combination. With this setup, different sets of
administrative unit statuses and check box settings can be used in different types of

192-6 Oracle Student System User’s Guide

 Overview

teaching calendars, as well as in different cycles of the same teaching calendar if

required.
For information on the role of administrative unit statuses in load management, see
Structuring and Managing Student Load, Chapter 168, Enrollments Overview.
For information on the role of administrative unit statuses in unit discontinuation,
see Managing Unit Discontinuation, Chapter 168, Enrollments Overview.

Unit Load Apportionment

Individual unit versions can have their load apportioned differently from the
default load apportionment setup for their corresponding teaching calendars, if
required.
For a selected load calendar instance and teaching calendar combination, the load
an individual unit contributes to the load calendar can be entered and displayed in
the Unit Load Apportionment region. This region is accessed as an overlay region
using the Unit Load Apportion button.
When apportioning load, the following rules apply:
■ If the teaching calendar load is split across two or more load calendars, the
percentages entered against the load calendars should total 100% for a single
cycle of the unit version.
■ Load can be spread evenly or unevenly across load calendars. When the split is
uneven, different percentages can be added for load calendars that fall within
one or two academic calendar periods, but not more.
■ If the unit version spans two calendars, the Second Percentage field is used to
distribute the unit version load across the second academic calendar period.
Note: A unit version that spans two academic calendars indicates straddle units
starting in one year and ending in the next year.
■ For straddle units, a value of zero must be entered against the load calendars
corresponding to the segments outside the teaching period span.
For information on load apportionment in setting up and using the load calendar
structure, see Structuring and Managing Student Load, Chapter 168, Enrollments
Overview.

Load Calendar Structure Procedure 192-7

Overview

Unit Load Apportionment Example

The example in Table 192–4 continues from the teaching calendar example for S1-E1
in Default Load Apportionment Example 1 and Default Load Apportionment
Example 2. Although the load apportionment default for the S1-E1 teaching
calendar was 30% - 45% - 25%, the unit version Emr904 in the S1-E1 teaching period
has its load split 40% - 40% - 20%.

Table 192–4 Unit Load Apportionment Example

Header Region and
Default Load Unit Load
Apportionment Apportionment
Region Region
Load Calendar and
Teaching Calendar Second
Combination Unit Version Percentage Percentage
LD-CAL1 EMR904 1 40.00 20.00

1/JAN/2002 - EMR666 2 33.33 --

30/JUN/2002

S1-E1
LD-CAL2 EMR904 1 40.00 00.00

1/JUL/2002 - EMR666 2 33.34 00.00

31/DEC/2002

S1-E1

192-8 Oracle Student System User’s Guide

 Maintaining Calendar Instances Procedure

Maintaining Calendar Instances Procedure

To maintain load calendar instances, perform the following steps:
1. In Oracle Student System, navigate to the Load Calendar Structure window as
follows:
Enrollments - Setup - Load Calendar Structure
2. Enter data in appropriate fields.
3. Navigate to the Calendar Type field in the header region.
Note: The header region of the Load Calendar Structure window is used only to
display and select load calendar instances. Records cannot be added, amended,
or deleted.
4. Enter Query mode.
5. Enter query details in the appropriate fields.
6. Execute the query.
7. If more than one record is retrieved, scroll to the one required.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Load Calendar Structure Procedure 192-9

Creating Default Load Apportionments Procedure

Creating Default Load Apportionments Procedure

The following information applies to this procedure:
■ Load apportionment can be entered only against Active calendars.
To create a link between a teaching calendar and the selected load calendar and to
enter a default load percentage, perform the following steps.
1. In Oracle Student System, navigate to the Load Calendar Structure window as
follows:
Enrollments - Setup - Load Calendar Structure
2. Enter data in appropriate fields.
The following information applies to this step:
■ Changing a default load apportionment can have far-reaching
consequences. It affects load and derived fee calculations, and potentially
the derived program attendance type, for all students enrolled in the
teaching period that links to the load calendar instance concerned. For this
reason, a warning is given whenever a modification is attempted.
3. Ensure that the required load calendar instance has been selected in the header
region.
The list of values displays calendars in the Teaching calendar category.
Note: Only open calendars are shown in the list of values, except when a
calendar type is entered manually. In this case, the calendar details are
displayed in the list of values for information.
4. In the Calendar Type field, select the required calendar type from the list of
values or enter a valid value.
5. In the Percentage field and Second Percentage field, enter the required
percentages.
The default percentage is 100%.
The Second Percentage field is used when a distribution of teaching period load
spans two academic calendar periods.
For each teaching calendar cycle entered, the sum of the percentages attributed
to load calendars must equal 100%.
6. Save or save and continue as follows:
File - Save or Save and Proceed

192-10 Oracle Student System User’s Guide

 Creating Default Load Apportionments Procedure

7. Close the window.

Load Calendar Structure Procedure 192-11

Creating Administrative Unit Status Loads Procedure

Creating Administrative Unit Status Loads Procedure

To associate a set of administrative unit statuses with a load calendar and teaching
calendar combination, perform the following steps.
1. In Oracle Student System, navigate to the Load Calendar Structure window as
follows:
Enrollments - Setup - Load Calendar Structure
2. Enter data in appropriate fields.
The following information applies to this step:
■ Changing the load incurred status can affect load and derived fee
calculations, and potentially the derived program attendance type, for some
discontinued student unit attempts in the teaching period linked to the load
calendar instance concerned.
■ Users typically delete a record only while initially setting up the structure
to correct an error. Subsequent alteration to the structure can potentially
affect load calculations for discontinued students elsewhere in the system.
3. Ensure that the required load calendar and teaching calendar combination has
been selected in the header region and Default Load Apportionment region.
4. In the Administrative Unit Status field of a blank record, select the required
status from the list of values or enter a valid value.
5. If the load is not incurred with this status, deselect the Load Incurred check box.
Note: By default, the Load Incurred check box is selected. This indicates that the
load is associated with the corresponding administrative unit status.
6. To add a complete set of statuses for the load calendar and teaching calendar
combination, repeat Steps 4 and 5 for each status.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

192-12 Oracle Student System User’s Guide

 Creating Unit Load Apportionments Procedure

Creating Unit Load Apportionments Procedure

To apportion the load that an individual unit version contributes to a selected load
calendar instance and teaching calendar combination, perform the following steps.
1. In Oracle Student System, navigate to the Load Calendar Structure window as
follows:
Enrollments - Setup - Load Calendar Structure
2. Enter data in appropriate fields.
The following information applies to this step:
■ Changing a load apportionment can have far-reaching consequences. It
affects load and derived fee calculations, and potentially the derived
program attendance type, for all students enrolled in the unit version that
links to the load calendar and teaching calendar concerned. For this reason,
a warning is given whenever a modification is attempted.
■ Users typically delete a record while initially setting up the structure only
to correct an error. Subsequent alterations to the unit version load
apportionment have potential repercussions elsewhere in the system.
3. Ensure that the required load calendar and teaching calendar combination has
been selected.
4. Click Unit Load Apportion.
5. In the Unit Code field, select the required unit version from the list of values.
Alternatively, enter valid values in the Unit Code and Version Number fields.
The list of values displays Planned or Active unit versions within the teaching
calendar selected.
6. In the Percentage field and Second Percentage field, enter the required
percentages.
The default percentage is 100%.
For each unit version cycle entered, the sum of the percentages attributed to
load calendars must equal 100%.
7. Save or save and continue as follows:
File - Save or Save and Proceed
One or more units can be entered before saving.
8. Close the window.

Load Calendar Structure Procedure 192-13

Load Calendar Structure Window

Load Calendar Structure Window

Figure 192–1 Load Calendar Structure Window

192-14 Oracle Student System User’s Guide

 193
Enrollment Note Types Procedure

This chapter describes how to create enrollment note types. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Enrollment Note Types Procedure
■ Enrollment Note Types Window

Enrollment Note Types Procedure 193-1

Definition

Definition
The enrollment note types procedure creates institution-defined note types for
student program attempts.

Overview
Details on student program attempts can be supplemented with notes in a variety
of formats. The note types specified in the Enrollment Note Types window can be
used to group these notes according to their purpose, characteristics, or other
classification relevant to the institution.
For example, note types created specifically for the purpose of academic transcript
notes must be mapped to the Acad-Rec system enrollment note type. The note types
created in the Enrollment Note Types window are used in the Maintain Student
Program Attempt Notes window.
For information on creating and using notes, see Chapter 17, Text Notes Procedure.

193-2 Oracle Student System User’s Guide

 Creating Enrollment Note Types Procedure

Creating Enrollment Note Types Procedure

To create an enrollment note type, perform the following steps.
1. In Oracle Student System, navigate to the Enrollment Note Types window as
follows:
Enrollments - Setup - Enrollment Note Types
2. Enter data in appropriate fields.
3. In the Enrollment Note Type field, enter a note type name.
4. In the Description field, enter a corresponding description for the enrollment
note type.
5. In the System Enrollment Note Type field, select a system enrollment note type
from the list of values.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Enrollment Note Types Procedure 193-3

Enrollment Note Types Window

Enrollment Note Types Window

Figure 193–1 Enrollment Note Types Window

193-4 Oracle Student System User’s Guide

 194
Enrollments Concurrent Processes
Procedure, Part I

This chapter describes how to run Enrollments concurrent processes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Enrollments Concurrent Processes Procedure
■ Bulk Unit Rules Checking Process Concurrent Process
■ Student Program Attempt Update Concurrent Process
■ Enrollment Form Extract Concurrent Process
■ Intermission/Discontinuation/Lapsed Letter Concurrent Process
■ Termination Letter Concurrent Process
■ Student Program Attempt Lapsed Process Concurrent Process
■ Program Attendance Summary Concurrent Process
■ Unit Enrollment Summary Concurrent Process
■ International Student Enrollment Detail Concurrent Process
■ Student Current Enrollment Report Concurrent Process
■ Students Due to Enroll/Re-Enroll Concurrent Process
■ Student List Concurrent Process
■ Student List--Unit Concurrent Process

Enrollments Concurrent Processes Procedure, Part I 194-1

Definition

Definition
Enrollment concurrent processes update student enrollment records with
preenrollments, enrollment eligibility and statuses, and enrollment results. They
also provide enrollment statistic reports.

Overview
When changes to students’ program attempts, such as calendar changes, need to be
entered, students’ records can be changed in bulk by running a concurrent process.

194-2 Oracle Student System User’s Guide

 Enrollments Concurrent Processes Procedure

Enrollments Concurrent Processes Procedure

To run an Enrollments concurrent process, perform the following steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Request window appears.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the tables in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Enrollments Concurrent Processes Procedure, Part I 194-3

Bulk Unit Rules Checking Process Concurrent Process

Bulk Unit Rules Checking Process Concurrent Process

The Bulk Unit Rules Checking Process concurrent process validates unit rules for
each student program attempt in a selected academic period by comparing all
enrolled student unit attempts with unit rules and checking whether all invalid
student unit attempts pass the unit rules. Then the concurrent process updates the
unit rule statuses. Student program attempts are recorded with the Rule Checking
check box deselected in the Program Attempt window, accessed from the Student
Enrollments window.

Table 194–1 Bulk Unit Rules Checking Process Concurrent Process Parameters
Parameter Description
Academic Calendar academic calendar
Program Code program code for which unit rule check is performed; defaults
to all program codes

This concurrent process is dependent on the enrolled rule cutoff date alias and the
invalid rule cutoff date alias, both entered in the Enrollment Calendar
Configuration window.
When run before the two date alias instances, the concurrent process performs the
following tasks:
■ if any enrolled student unit attempts fail a unit rule validation, the student unit
attempt status is set to Invalid, and the change is reported in the exception
report
■ if any invalid student unit attempts pass all the unit rule validations, the
student unit attempt status is set to Enrolled, and the change is reported in the
exception report
■ if encumbrances against the student program attempt prevent the status from
being updated, a message appears in the exception report
When run after the two date alias instances, no changes are made to the student
unit attempt status because the teaching period has already started. However, all
possible changes are reported in the exception report.
The Bulk Unit Rules Checking Process concurrent process is run by an Enrollments
specialist nightly during enrollment periods. The Bulk Unit Rules Check Exception
Report concurrent process must be run with this concurrent process.

194-4 Oracle Student System User’s Guide

 Bulk Unit Rules Checking Process Concurrent Process

The Bulk Unit Rules Checking Process concurrent process produces an exception
report. If the Bulk Unit Rules Check Exception Report concurrent process is run
dependently, it accesses the log file and reports the exceptions.

Enrollments Concurrent Processes Procedure, Part I 194-5

Student Program Attempt Update Concurrent Process

Student Program Attempt Update Concurrent Process

The Student Program Attempt Update concurrent process updates student program
attempt records under the following conditions:
■ intermission period is begun, and student program attempt status is not
Intermit
■ intermission period is ended, and student program attempt status is still
Intermit
■ enrollment form due date is passed, student program attempt status is Enrolled,
and no enrolled unit attempts are recorded
■ teaching calendar start date for unit attempt is passed, and student program
attempt status is Inactive or Lapsed
■ future discontinuation date is passed, and student program attempt status is
still Enrolled
The Student Program Attempt Update concurrent process does not have
parameters.
The Student Program Attempt Update concurrent process is run nightly by an
Enrollments specialist.

194-6 Oracle Student System User’s Guide

 Enrollment Form Extract Concurrent Process

Enrollment Form Extract Concurrent Process

The Enrollment Form Extract concurrent process registers an outgoing
correspondence item with a correspondence type of Enrol-Form for the appropriate
enrollment period, and produces a file of students to receive an enrollment or
re-enrollment form. Each file includes student details and addresses, and program
and preenrollment details. An academic history listing all programs, units, and
advanced standing units is created. Replacement enrollment and re-enrollment
forms can be produced by selecting the Override Sent Check parameter.

Table 194–2 Enrollment Form Extract Concurrent Process Parameters

Parameter Description
Extract Comment extract comment; text appears in extract file in Record 1
Enrollment Period enrollment period; defaults to current enrollment period
Program Type 1 program type
Program Type 2 program type
Program Code 1 program code
Program Code 2 program code
Location 1 location
Location 2 location
Attendance Mode attendance mode
Responsible responsible organizational unit
Organization Unit
Student Type student type
Enrollment Category 1 enrollment category
Enrollment Category 2 enrollment category
Fee Category 1 fee category
Fee Category 2 fee category
Correspondence correspondence category
Category 1
Correspondence correspondence category
Category 2
Override Sent Check if selected, reproduces extract for students for whom enrollment
form was produced

Enrollments Concurrent Processes Procedure, Part I 194-7

Enrollment Form Extract Concurrent Process

Table 194–2 Enrollment Form Extract Concurrent Process Parameters

Parameter
Specific Person Number
Specific Program Code
Test Extraction
Admission Period
Admission Category
Accepted Offers Only
Person ID Group
Attendance Type
Description
person number
program code
Note: When this parameter and the Specific Person ID
parameter are used, a single student program attempt is
extracted.
if selected, tests extraction process
admission period for new students
admission category for new students
if selected for new students, limits extraction to those students
who accept offers; if deselected, all students, regardless of offer
response status, are included
person ID group
attendance type

The Enrollment Form Extract concurrent process is run in batch mode only by an
Enrollments specialist nightly during admission and enrollment periods.
Enrollment periods must first be defined in the Calendar Types window. This
concurrent process is run after the Batch Pre-Enrollment Process concurrent process
or the online process for commencing students in the Direct Admission window.
The extract file is output to a directory specified by the Output environment
variable and can be accessed by a system administrator.
Table 194–3 describes the enrollment form extract file format and data sources.

Table 194–3 Enrollment Form Extract File Format and Data Sources
Record Type Field Description Maximum Length Type Data Source
1 Header comment 30 char parameter
2 Person person ID 10 num person.person_id
title 10 char person_alias.title,
or if person_
alias.title is null
then person.title

194-8 Oracle Student System User’s Guide

 Enrollment Form Extract Concurrent Process

Table 194–3 Enrollment Form Extract File Format and Data Sources
Record Type Field Description Maximum Length Type Data Source
surname 30 char person_
alias.surname, or if
person_
alias.surname is
null then
person.surname
given names 40 char person_
alias.given_names,
or if person_
alias.given_names
is null then
person.surname
sex 1 char person.sex
birthdate, 6 num person.birth_dt
DD-MMM-YYYY
email 40 char person.email_addr
new or returning 1 char calculated
indicator
N=New,
R=Returning
form due date, 6 num student_crs_
DD-MMM-YYYY atmpt_enr.enr_
form_due_dt or if
student_crs_
atmpt_enr.enr_
form_due_dt is
null, then from
enrollment period
calendar, date alias
3 Addresses addr type 10 char person_addr.addr_
type
addr line 1 40 char person_addr.addr_
line_1
addr line 2 40 char person_addr.addr_
line_2
addr line 3 40 char person_addr.addr_
line_3

Enrollments Concurrent Processes Procedure, Part I 194-9

Enrollment Form Extract Concurrent Process

Table 194–3 Enrollment Form Extract File Format and Data Sources
Record Type Field Description Maximum Length Type Data Source
addr line 4 40 char person_addr.addr_
line_4
addr line 5 40 char person_addr.addr_
line_5
aust postcode 4 num person_addr.aust_
postcode
os code 10 char person_addr.os_
code
phone 1 20 char person_
addr.phone_1
phone 2 20 char person_
addr.phone_2
phone 3 20 char person_
addr.phone_3
other details 40 char person_
addr.other_details
correspondence 1 char calculated
address indicator
4 Program code 6 char student_course_
attempt.course_cd
short title 40 char course_
version.short_title
campus 10 char student_course_
attempt.location_
cd
attendance mode 2 char student_course_
attempt.attendanc
e_mode
attendance type 2 char student_course_
attempt.attendanc
e_type
exam location 10 char student_course_
attempt.exam_
location_cd

194-10 Oracle Student System User’s Guide

 Enrollment Form Extract Concurrent Process

Table 194–3 Enrollment Form Extract File Format and Data Sources
Record Type Field Description Maximum Length Type Data Source
fee category 10 char student_course_
attempt.fee_cat
funding source 10 char student_course_
attempt.funding_
source
correspondence 10 char student_course_
category attempt.correspon
dence_cat
program type 10 char course_
version.course_
type
5 Pre-enrol unit code 10 char student_unit_
attempt.unit_cd
period 10 char student_unit_
attempt.cal_type
campus 10 char student_unit_
attempt.location_
cd
class 10 char student_unit_
attempt.unit_class
unit short title 40 char unit_
version.short_title
credit points 6.3 num unit_
enrolled version.enrolled_
credit_points
6 Advanced program code 6 char adv_stnd_unit_
Standing Unit level.as_course_cd
Level
program short title 40 char course_
version.short_title
credit points 6.3 num adv_stnd_unit_
level.credit_points
unit level 1 char adv_stnd_unt_
level.unit_level
7 Advanced program code 6 char adv_stnd_unit.as_
Standing Unit course_cd

Enrollments Concurrent Processes Procedure, Part I 194-11

Enrollment Form Extract Concurrent Process

Table 194–3 Enrollment Form Extract File Format and Data Sources
Record Type Field Description Maximum Length Type Data Source
unit code 10 char adv_stnd_
unit.unit_cd
unit short title 40 char unit_
version.short_title
recognition type 10 char adv_stnd_unit.s_
adv_stnd_
recognition_type
credit points 6.3 num unit_
achieved version.enrolled_
credit_points?
unit level 1 char unit_version.unit_
level
exemption 90 char adv_stnd_exempt_
institution nst_v.name
8 Academic year 4 num calculated
History
program code 6 char student_unit_
attempt.course_cd
program short title 40 char course_
version.short_title
unit period 10 char student_unit_
attempt.cal_type
unit code 10 char student_unit_
attempt.unit_cd
unit short title 40 char unit_
version.short_title
unit location 10 char student_unit_
attempt.location_
cd
credit points 6.3 num unit_
enrolled version.enrolled_
credit_points

194-12 Oracle Student System User’s Guide

 Enrollment Form Extract Concurrent Process

Table 194–3 Enrollment Form Extract File Format and Data Sources
Record Type Field Description Maximum Length Type Data Source
credit points 6.3 num If student_unit_
achieved attempt.override_
enrolled_cp=0,
then unit_
version.enrolled_
credit_points is
used, else student_
unit_
attempt.override_
enrolled_cp is
used. This field is
only extracted if
stdnt_unit-atmpt_
outcome=system
result of passed.
unit level 1 char unit_version.unit_
level
unit grade 5 char stdnt_unit_atmpt_
outcome.grade
9 Footer, Record count of record 6 num calculated
Count type 2

Enrollments Concurrent Processes Procedure, Part I 194-13

Intermission/Discontinuation/Lapsed Letter Concurrent Process

Intermission/Discontinuation/Lapsed Letter Concurrent Process

The Intermission/Discontinuation/Lapsed Letter concurrent process produces
letters that notify students of a change to their program status. This concurrent
process can be run for student program attempt statuses of Intermit, Discontin, and
Lapsed. Students whose discontinuation is the result of termination can be excluded
from the discontinuation letter. This concurrent process can be run for selected
combinations of parameters.

Table 194–4 Intermission/Discontinuation/Lapsed Letter Concurrent Process

Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Program Attempt Status status derived by system based on student’s enrollment
1
Program Attempt Status status derived by system based on student’s enrollment
2
Program Attempt Status status derived by system based on student’s enrollment
3
Discontinuation Reason student’s primary reason for discontinuing student program
Codes 1 attempt
Discontinuation Reason student’s primary reason for discontinuing student program
Codes 2 attempt
Discontinuation Reason student’s primary reason for discontinuing student program
Codes 3 attempt
Discontinuation Reason student’s primary reason for discontinuing student program
Codes 4 attempt
Discontinuation Reason student’s primary reason for discontinuing student program
Codes 5 attempt
Discontinued/Intermitte discontinued/intermitted/lapsed days
d/Lapsed Days
Person Number number that identifies person
Location campus, study center, or other place where institution conducts
business or holds classes
Program Responsible program responsible organization unit
Organization Unit
Sort By sort by

194-14 Oracle Student System User’s Guide

 Intermission/Discontinuation/Lapsed Letter Concurrent Process

Table 194–4 Intermission/Discontinuation/Lapsed Letter Concurrent Process

Parameters
Parameter Description
Return Address Line 1 return address line 1
Return Address Line 2 return address line 2
Return Address Line 3 return address line 3
Return Address Line 4 return address line 4
Return Address Line 5 return address line 5
Return Address Line 6 return address line 6
Return Address Line 7 return address line 7
Signatory Line 1 signatory line 1
Signatory Line 2 signatory line 2
Signatory Line 3 signatory line 3

Enrollments Concurrent Processes Procedure, Part I 194-15

Termination Letter Concurrent Process

Termination Letter Concurrent Process

The Termination Letter concurrent process produces letters that notify students that
their program attempt is being discontinued for non-payment of fees. This
concurrent process can be run for selected combinations of parameters.
Letters are only run for specified Discontinuation Reason Codes.

Table 194–5 Termination Letter Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Discontinuation Reason student’s primary reason for discontinuing student program
Codes 1 attempt
Discontinuation Reason student’s primary reason for discontinuing student program
Codes 2 attempt
Discontinuation Reason student’s primary reason for discontinuing student program
Codes 3 attempt
Discontinuation Reason student’s primary reason for discontinuing student program
Codes 4 attempt
Discontinuation Reason student’s primary reason for discontinuing student program
Codes 5 attempt
Discontinued/Intermitte discontinued/intermitted/lapsed days
d/Lapsed Days
Person Number number that identifies person
Location campus, study center, or other place where institution conducts
business or holds classes
Program Responsible program responsible organization unit
Organization Unit
Sort By sort by
Return Address Line 1 return address line 1
Return Address Line 2 return address line 2
Return Address Line 3 return address line 3
Return Address Line 4 return address line 4
Return Address Line 5 return address line 5
Return Address Line 6 return address line 6

194-16 Oracle Student System User’s Guide

 Termination Letter Concurrent Process

Table 194–5 Termination Letter Concurrent Process Parameters

Parameter Description
Return Address Line 7 return address line 7
Signatory Line 1 signatory line 1
Signatory Line 2 signatory line 2
Signatory Line 3 signatory line 3

Enrollments Concurrent Processes Procedure, Part I 194-17

Student Program Attempt Lapsed Process Concurrent Process

Student Program Attempt Lapsed Process Concurrent Process

The Student Program Attempt Lapsed Process concurrent process examines all
inactive student program attempts within an academic period, updates the status of
these student program attempts to Lapsed, and inserts a lapsed date except in the
following circumstances:
■ student is preenrolled in the academic year
■ enrollment form due date for the preenrolled period, entered in the Enrollment
Calendar Configuration window, is not passed, including grace days, or
override form due date, entered in the Program Attempt Administration
window, is not passed, including grace days
Table 194–6 Student Program Attempt Lapsed Process Concurrent Process
Parameters
Parameter Description
RUNTIME COMMENT comment that appears on header page of report
Select Either LOG log creation date; runs previous report again; if selected, all
CREATION DATE other parameters are ignored
Or a Combination of academic period
(ACADEMIC PERIOD
RESPONSIBLE organizational unit responsible for program version or unit set
ORGANIZATION UNIT
PROGRAM CODE identifies program
ENROLLMENT institution-defined classification of students who share common
CATEGORY enrollment characteristics
GRACE DAYS) number of days after past enrollment form due date and
override form due date during which inactive student program
attempts are not lapsed

From the lapse date to the end of the academic period, records are not lapsed. A
new concurrent process request is submitted in the next academic period. Lapsed
student program attempt statuses can be reset to Inactive by deleting the lapsed
date in the Student Enrollments window.
Typically, inactive student program attempts occur when a student discontinues all
units during the year and is not granted an intermission, usually after a year’s
study is complete and before re-enrollment. The lapse date alias, typically set near
the end of an academic period, prevents valid program dates from being lapsed.

194-18 Oracle Student System User’s Guide

 Student Program Attempt Lapsed Process Concurrent Process

The Student Program Attempt Lapsed Process concurrent process is run by an

Enrollments specialist weekly.
The Student Program Attempt Lapsed Process concurrent process produces a
report, detailing all lapsed student program attempts. No correspondence is
generated at this time to inform students that their program attempts are lapsed.

Enrollments Concurrent Processes Procedure, Part I 194-19

Program Attendance Summary Concurrent Process

Program Attendance Summary Concurrent Process

The Program Attendance Summary concurrent process produces a report that lists
the number of students enrolled in a given program offering option or set of
program offering options. Student data is summarized by program location and
attendance type.
The set of parameters allows the report to be run for all students in the specified
programs or particular subsets of students.

Table 194–7 Program Attendance Summary Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Load Calendar load calendar
Program Code1 identifies program
Program Code2 identifies program
Program Code3 identifies program
Program Code4 identifies program
Program Code5 identifies program
Location campus, study center, or other place where institution conducts
business or holds classes
Attendance Mode how student undertakes program
Attendance Type whether student is classified as full-time or part-time, based on
study load
Organizational Unit business unit of institution or organization
Start Type start type

194-20 Oracle Student System User’s Guide

 Unit Enrollment Summary Concurrent Process

Unit Enrollment Summary Concurrent Process

The Unit Enrollment Summary concurrent process produces a report that lists the
number of students enrolled, or any other specified unit attempt status, in a given
unit offering or set of unit offerings. Student data is summarized by attendance
type. The selected parameters allow the report to be run for all students in the
specified units or a particular subset of students.

Table 194–8 Unit Enrollment Summary Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Unit Code1 identifies unit
Unit Code2 identifies unit
Unit Code3 identifies unit
Unit Code4 identifies unit
Unit Code5 identifies unit
Load Calendar load calendar
Organizational Unit business unit of institution or organization
Location campus, study center, or other place where institution conducts
business or holds classes
Unit Class class in which unit is taught
Unit Attempt Status 1 system-defined status of unit attempt
Unit Attempt Status 2 system-defined status of unit attempt
Unit Attempt Status 3 system-defined status of unit attempt
Unit Attempt Status 4 system-defined status of unit attempt
Attendance Type whether student is classified as full-time or part-time, based on
study load
Start Type start type
Unit Coordinator Person unit coordinator person number
Number

Enrollments Concurrent Processes Procedure, Part I 194-21

International Student Enrollment Detail Concurrent Process

International Student Enrollment Detail Concurrent Process

The International Student Enrollment Detail concurrent process produces a list of
international students enrolled, or other specified program attempt status, in a
given program offering or set of program offerings.
The report defines international students by specified Government HECS payment
options and can be run for students from a particular country.

Table 194–9 International Student Enrollment Detail Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Contribution Payment possible contribution payment option
Option 1
Contribution Payment possible contribution payment option
Option 2
Contribution Payment possible contribution payment option
Option 3
Contribution Payment possible contribution payment option
Option 4
Contribution Payment possible contribution payment option
Option 5
Program Code identifies program
Organizational Unit business unit of institution or organization
Location campus, study center, or other place where institution conducts
business or holds classes
Start Type start type
Attendance Type whether student is classified as full-time or part-time, based on
study load
Attendance Mode how student undertakes program
Program Status1 specifies status of activity or availability of program version
Program Status2 specifies status of activity or availability of program version
Program Status3 specifies status of activity or availability of program version
Country of Origin country of origin

194-22 Oracle Student System User’s Guide

 Student Current Enrollment Report Concurrent Process

Student Current Enrollment Report Concurrent Process

The Student Current Enrollment Report concurrent process produces a report that
details a student’s program and unit enrollment in the specified academic calendar.
The parameters allow the report to be run for specified individuals or groups of
students.

Table 194–10 Student Current Enrollment Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Person Number number that identifies person
Academic Calendar twelve-month period representing cycle of academic activities
Organizational Unit 1 business unit of institution or organization
Organizational Unit 2 business unit of institution or organization
Organizational Unit 3 business unit of institution or organization
Program Code 1 identifies program
Program Code 2 identifies program
Program Code 3 identifies program
Location 1 campus, study center, or other place where institution conducts
business or holds classes
Location 2 campus, study center, or other place where institution conducts
business or holds classes
Location 3 campus, study center, or other place where institution conducts
business or holds classes
Program Attempt Status status derived by system based on student’s enrollment
1
Program Attempt Status status derived by system based on student’s enrollment
2
Program Attempt Status status derived by system based on student’s enrollment
3
Attendance Type 1 whether student is classified as full-time or part-time, based on
study load
Attendance Type 2 whether student is classified as full-time or part-time, based on
study load

Enrollments Concurrent Processes Procedure, Part I 194-23

Student Current Enrollment Report Concurrent Process

Table 194–10 Student Current Enrollment Report Concurrent Process Parameters

Parameter Description
Attendance Type 3 whether student is classified as full-time or part-time, based on
study load
Attendance Mode 1 how student undertakes program
Attendance Mode 2 how student undertakes program
Attendance Mode 3 how student undertakes program
Select ATSI Student select ATSI student only
Only
Select International select international students only
Students Only
Using Government using government contribution payment option 1
Contribution Payment
Option 1
Using Government using government contribution payment option 2
Contribution Payment
Option 2
Using Government using government contribution payment option 3
Contribution Payment
Option 3
Using Government using government contribution payment option 4
Contribution Payment
Option 4
Using Government using government contribution payment option 5
Contribution Payment
Option 5
Sort By sort by

194-24 Oracle Student System User’s Guide

 Students Due to Enroll/Re-Enroll Concurrent Process

Students Due to Enroll/Re-Enroll Concurrent Process

The Students Due to Enroll/Re-Enroll concurrent process produces a report that
lists students eligible to enroll or re-enroll within a specified enrollment period. The
parameters allow the report to be run for all eligible students, new students only, or
returning students only. These parameters can be further refined to identify more
specific groups of students eligible to enroll or re-enroll.

Table 194–11 Students Due to Enroll/Re-Enroll Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Enrollment Category institution-defined classification of students who share common
enrollment characteristics
Program Code 1 identifies program
Program Code 2 identifies program
Program Code 3 identifies program
Program Code 4 identifies program
Program Code 5 identifies program
Location Code code of location owned or used by institution
Attendance Type whether student is classified as full-time or part-time, based on
study load
Attendance Mode how student undertakes program
Organizational Unit business unit of institution or organization
Enrollment Officer - enrollment officer - person ID
Person ID
Enrollment Period enrollment period
Commencement Type commencement type
Select International select international students
Students
Using Government using government contribution payment option 1
Contribution Payment
Options 1
Using Government using government contribution payment option 2
Contribution Payment
Options 2

Enrollments Concurrent Processes Procedure, Part I 194-25

Students Due to Enroll/Re-Enroll Concurrent Process

Table 194–11 Students Due to Enroll/Re-Enroll Concurrent Process Parameters

Parameter Description
Using Government using government contribution payment option 3
Contribution Payment
Options 3
Using Government using government contribution payment option 4
Contribution Payment
Options 4
Using Government using government contribution payment option 5
Contribution Payment
Options 5
ATSI Students Only ATSI students only
Fee Category distinct fee assessment group of enrolled students liable for set
of fees attached to fee category

194-26 Oracle Student System User’s Guide

 Student List Concurrent Process

Student List Concurrent Process

The Student List concurrent process produces a report that contains the name and
brief program details of enrolled, or other specified program status, students. The
parameters allow the report to be run for the whole institution, for one or more
locations, or for one or more organizational units. Additional parameters allow the
set of selected students to be further refined.

Table 194–12 Student List Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Location 1 campus, study center, or other place where institution conducts
business or holds classes
Location 2 campus, study center, or other place where institution conducts
business or holds classes
Location 3 campus, study center, or other place where institution conducts
business or holds classes
Location 4 campus, study center, or other place where institution conducts
business or holds classes
Organizational Unit 1 business unit of institution or organization
Organizational Unit 2 business unit of institution or organization
Load Calendar load calendar
Start Type start type
Attendance Type whether student is classified as full-time or part-time, based on
study load
Attendance Mode how student undertakes program
Program Attempt Status status derived by system based on student’s enrollment
1
Program Attempt Status status derived by system based on student’s enrollment
2
Program Attempt Status status derived by system based on student’s enrollment
3
Order By order by

Enrollments Concurrent Processes Procedure, Part I 194-27

Student List--Unit Concurrent Process

Student List--Unit Concurrent Process

The Student List--Unit concurrent process produces a list of students enrolled, or
other specified unit attempt status, in a given unit offering or set of unit offerings.
The parameters allow the report to be run specified units or groups of units within a
particular teaching period.

Table 194–13 Student List--Unit Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Teaching Calendar teaching calendar
Organizational Unit business unit of institution or organization
Location campus, study center, or other place where institution conducts
business or holds classes
Unit Class class in which unit is taught
Unit Code 1 identifies unit
Unit Code 2 identifies unit
Unit Code 3 identifies unit
Unit Code 4 identifies unit
Unit Code 5 identifies unit
Unit Status 1 level of activity of unit
Unit Status 2 level of activity of unit
Unit Status 3 level of activity of unit
Sort By sort by

194-28 Oracle Student System User’s Guide

 195
Enrollments Concurrent Processes
Procedure, Part II

This chapter describes how to run Enrollments concurrent processes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Enrollments Concurrent Processes Procedure
■ Student Program Attempt Future Discontinuation Report Concurrent Process
■ Bulk Unit Rules Check Exception Report Concurrent Process
■ Invalid Tax File Number Report Concurrent Process
■ Academic Hold Report Concurrent Process
■ Statistical Details Exception Report Concurrent Process
■ Correspondence Address Quality Check Report Concurrent Process
■ Report to Identify Double IDs Concurrent Process
■ Batch Pre-Enrollment Process Concurrent Process
■ Bulk Program Offering Option Transfer Process Concurrent Process
■ Bulk Unit Section Transfer Concurrent Process
■ Bulk Unit Enrollment/Discontinuation Concurrent Process
■ List of Unit Sections with Hold Status and Waitlisted Students Concurrent
Process
■ Enroll Students from Waitlist Concurrent Process

Enrollments Concurrent Processes Procedure, Part II 195-1

Definition

Definition
Enrollment concurrent processes update student enrollment records with
preenrollments, enrollment eligibility and statuses, and enrollment results. They
also provide enrollment statistic reports.

Overview
When changes to students’ program attempts, such as calendar changes, need to be
entered, students’ records can be changed in bulk by running a concurrent process.

195-2 Oracle Student System User’s Guide

 Enrollments Concurrent Processes Procedure

Enrollments Concurrent Processes Procedure

To run an Enrollments concurrent process, perform the following steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Request window appears.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the tables in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Enrollments Concurrent Processes Procedure, Part II 195-3

Student Program Attempt Future Discontinuation Report Concurrent Process

Student Program Attempt Future Discontinuation Report Concurrent

Process
The Student Program Attempt Future Discontinuation Report concurrent process
produces a list of students enrolled, or other specified unit attempt status, in a given
unit offering or set of unit offerings. The parameters allow the report to be run from
specified units or groups of units within a particular teaching period.

Table 195–1 Student Program Attempt Future Discontinuation Report Concurrent

Process Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Creation Date system-generated date indicating when record is created
Report Exceptions Only report exceptions only; Y or N
(Y/N)

195-4 Oracle Student System User’s Guide

 Bulk Unit Rules Check Exception Report Concurrent Process

Bulk Unit Rules Check Exception Report Concurrent Process

The Bulk Unit Rules Check Exception Report concurrent process produces an
exception report from the log file produced by the Bulk Unit Rules Checking
Process concurrent process.

Table 195–2 Bulk Unit Rules Check Exception Report Concurrent Process
Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Log Creation Date log creation date
Organizational Unit business unit of institution or organization
Location campus, study center, or other place where institution conducts
business or holds classes
Program Code identifies program
Warnings Only warnings only

Enrollments Concurrent Processes Procedure, Part II 195-5

Invalid Tax File Number Report Concurrent Process

Invalid Tax File Number Report Concurrent Process

The Invalid Tax File Number Report concurrent process produces a list of students
who are enrolled in a selected academic period and whose tax file number has an
invalid date. This concurrent process can be run for selected combinations of
parameters.

Table 195–3 Invalid Tax File Number Report Concurrent Process Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Academic Calendar twelve-month period representing cycle of academic activities
Census Dates 1 census dates 1
Census Dates 2 census dates 2
Census Dates 3 census dates 3
Enrollment Category institution-defined classification of students who share common
enrollment characteristics
Responsible organizational unit responsible for program version or unit set
Organization Unit
Location Code code of location owned or used by institution
Program Type institution-defined classification of higher education programs
Program Code identifies program
Start Type start type
Attendance Mode how student undertakes program
Sort Order sort order

195-6 Oracle Student System User’s Guide

 Academic Hold Report Concurrent Process

Academic Hold Report Concurrent Process

Table 195–4 Academic Hold Report Concurrent Process Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Academic Calendar twelve-month period representing cycle of academic activities
Start Date start date
End Date end date
Enrollment Category institution-defined classification of students who share common
enrollment characteristics
Responsible organizational unit responsible for program version or unit set
Organization Unit
Location Code code of location owned or used by institution
Program Type institution-defined classification of higher education programs
Program Codes 1 identifies program
Program Codes 2 identifies program
Program Codes 3 identifies program
Program Codes 4 identifies program
Program Codes 5 identifies program
Attendance Mode how student undertakes program
Sort Order sort order
Hold Type hold type
Person Number number that identifies person

Enrollments Concurrent Processes Procedure, Part II 195-7

Statistical Details Exception Report Concurrent Process

Statistical Details Exception Report Concurrent Process

The Statistical Details Exception Report concurrent process produces a report that
identifies enrolled students who, as a condition of enrollment, are required to
complete the DETYA Statistical Information Form and have one or more data items
missing.

Table 195–5 Statistical Details Exception Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Academic Calendar twelve-month period representing cycle of academic activities
Census Dates 1 census dates 1
Census Dates 2 census dates 2
Census Dates 3 census dates 3
Enrollment Category institution-defined classification of students who share common
enrollment characteristics
Responsible organizational unit responsible for program version or unit set
Organization Unit
Location Code code of location owned or used by institution
Program Type institution-defined classification of higher education programs
Program Code identifies program
Start Type start type
Attendance Mode how student undertakes program
Sort Order sort order

195-8 Oracle Student System User’s Guide

 Correspondence Address Quality Check Report Concurrent Process

Correspondence Address Quality Check Report Concurrent Process

The Correspondence Address Quality Check Report concurrent process produces a
list of students without an active correspondence address on a specified date or at
any time during a specified period. This concurrent process is typically run prior to
generating bulk correspondence items.

Table 195–6 Correspondence Address Quality Check Report Concurrent Process

Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Academic Calendar twelve-month period representing cycle of academic activities
Effective Date accesses database on date other than current date
Start Date start date
End Date end date
Program Attempt program attempt enrollment category
Enrollment Category
Program Attempt Fee program attempt fee category
Category
Program Attempt Status status derived by system based on student’s enrollment
1
Program Attempt Status status derived by system based on student’s enrollment
2
Program Attempt Status status derived by system based on student’s enrollment
3
Program Attempt program attempt correspondence category
Correspondence
Category
Program program
Program Attempt program attempt location
Location
Program Attempt program attempt attendance mode
Attendance Mode
Program Attempt program attempt attendance type
Attendance Type

Enrollments Concurrent Processes Procedure, Part II 195-9

Correspondence Address Quality Check Report Concurrent Process

Table 195–6 Correspondence Address Quality Check Report Concurrent Process

Parameters
Parameter Description
Program Responsible program responsible organization unit
Organization Unit
Unit unit
Unit Attempt Location unit attempt location
Unit Attempt Class unit attempt status
Unit Attempt Status system-defined status of unit attempt
Admission Period admission period
Admission Category institution-defined category grouping set of applicants whose
applications are processed through common set of admission
procedure steps
Program Offering program offering pattern
Pattern

195-10 Oracle Student System User’s Guide

 Report to Identify Double IDs Concurrent Process

Report to Identify Double IDs Concurrent Process

The Report to Identify Double IDs concurrent process identifies the following three
types of records:
■ exact matches, in which the surname, given names, date of birth, and sex details
of a new person record are identical to those of an existing record
■ partial match, in which the surname, date of birth, and sex details of a new
person record are the same as those of a an existing record, but given names are
different
■ partial match, in which the given names, date of birth, and sex details of a new
person record are the same as those of an existing record, but the surname is
different
The output of this report should be investigated before merging any person records.
Oracle Student System defaults the last person to ensure that the system checks all
new IDS against all other records in the database each time this concurrent process
is run. The default, last person ID, can be changed if for any reason it is necessary to
broaden or narrow the scope of the report.

Table 195–7 Report to Identify Double IDs Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Last Person Number last person number

The Report to Identify Double IDs concurrent process is run immediately after any
process that creates a set of new person IDs, such as the VTAC load of new
students.

Enrollments Concurrent Processes Procedure, Part II 195-11

Batch Pre-Enrollment Process Concurrent Process

Batch Pre-Enrollment Process Concurrent Process

The Batch Pre-Enrollment Process concurrent process preenrolls students by
attaching a program attempt, unit attempts, or unit set attempts to students, and in
some circumstances, establishing fee contracts. This concurrent process is run
separately for the following groups of students:
■ new students entering through the Admissions subsystem who are not
preenrolled by the online process
■ new students entering through the Enrollments subsystem
■ returning students
Note: Preenrollment of students online in the Admissions subsystem and
preenrollment of student program attempts online in the Enrollments subsystem are
not performed by this concurrent process.

Table 195–8 Batch Pre-Enrollment Process Concurrent Process Parameters

Parameter Description
Report Level level of details in exception report
Sort Order order in which exception report is sorted
Select Either Log if selected, previous exception report is duplicated without
Creation Date further processing and no other parameters are required
Or a Combination of academic period in which students are preenrolled
(Academic Period
Student Type student type; allows preenrollment for new or returning
students; if Returning is selected, Returning Student parameters
must be entered
Program Type program type
Responsible organizational unit responsible for delivery of program
Organization Unit
Person ID Group person ID group
Program Code program code; single code is entered or, for multiple codes,
partial code with percent sign, %, is entered
Location Code location code from admission application or student program
attempt
Attendance Mode attendance mode
Attendance Type attendance type

195-12 Oracle Student System User’s Guide

 Batch Pre-Enrollment Process Concurrent Process

Table 195–8 Batch Pre-Enrollment Process Concurrent Process Parameters

Parameter Description
Default Enrollment enrollment category used if no other category can be
Category determined by system when concurrent process runs
Pre-enroll pattern of pre-enroll pattern of study units
study units
Override Form Due Date override form due date
Override Package override package production date
Production Date
Returning Students target enrollment period into which returning students are
Enrollment Period enrolled
Returning Student Last last enrollment category of returning students; restricts
Enrollment Category preenrollment to students with this enrollment category when
they were last enrolled
New Students admission category of students being preenrolled; defines group
Admission Category of students being preenrolled
New Students admission period of students being preenrolled; restricts
Admission Period preenrollment to students from this admission period
Default Program if selected, preenrolled student program attempt Confirmed
Confirmed check boxes are selected; if deselected, preenrolled student
program attempt Confirmed check boxes are not selected
Unit Code 1 unit code to preenroll
Calendar Type 1 teaching calendar within academic period in which units are
enrolled
Location Code 1 location code at which students are preenrolled in unit
Unit Class 1 unit class in which students are preenrolled
Unit Code 2 unit code to preenroll
Calendar Type 2 teaching calendar within academic period in which units are
enrolled
Location Code 2 location code at which students are preenrolled in unit
Unit Class 2 unit class in which students are preenrolled
Unit Code 3 unit code to preenroll
Calendar Type 3 teaching calendar within academic period in which units are
enrolled

Enrollments Concurrent Processes Procedure, Part II 195-13

Batch Pre-Enrollment Process Concurrent Process

Table 195–8 Batch Pre-Enrollment Process Concurrent Process Parameters

Parameter Description
Location Code 3 location code at which students are preenrolled in unit
Unit Class 3 unit class in which students are preenrolled
Unit Code 4 unit code to preenroll
Calendar Type 4 teaching calendar within academic period in which units are
enrolled
Location Code 4 location code at which students are preenrolled in unit
Unit Class 4 unit class in which students are preenrolled
Unit Code 5 unit code to preenroll
Calendar Type 5 teaching calendar within academic period in which units are
enrolled
Location Code 5 location code at which students are preenrolled in unit
Unit Class 5 unit class in which students are preenrolled
Unit Code 6 unit code to preenroll
Calendar Type 6 teaching calendar within academic period in which units are
enrolled
Location Code 6 location code at which students are preenrolled in unit
Unit Class 6 unit class in which students are preenrolled
Unit Code 7 unit code to preenroll
Calendar Type 7 teaching calendar within academic period in which units are
enrolled
Location Code 7 location code at which students are preenrolled in unit
Unit Class 7 unit class in which students are preenrolled
Unit Code 8 unit code to preenroll
Calendar Type 8 teaching calendar within academic period in which units are
enrolled
Location Code 8 location code at which students are preenrolled in unit
Unit Class 8) unit class in which students are preenrolled

195-14 Oracle Student System User’s Guide

 Batch Pre-Enrollment Process Concurrent Process

Table 195–9 describes parameter configurations for the Batch Pre-Enrollment

Process concurrent process.

Table 195–9 Batch Pre-Enrollment Process Concurrent Process Parameter Configurations

Batch Preenrollment of Batch Preenrollment of Batch Preenrollment of
New Students through New Students through New Student Program
Admissions as Standing Admissions in Attempts through
Parameter Request Immediate Mode Admissions
Report Level any option can be selected any option can be selected any option can be selected
Note: If All Errors And Note: If All Errors And Note: If All Errors And
Warnings is selected, the Warnings is selected, the Warnings is selected, the
report can be very long report can be very long report can be very long
because an entry appears because an entry appears because an entry appears
for all student program for all student program for all student program
attempts considered, attempts considered, attempts considered,
including those including those including those
successfully preenrolled. successfully preenrolled. successfully preenrolled.
Sort Order Person ID or Surname Person ID or Surname Person ID or Surname
Log Creation Date must be left blank must be left blank must be left blank
Note: This parameter is Note: This parameter is Note: This parameter is
useful when rerunning an useful when rerunning an useful when rerunning an
exception report with a exception report with a exception report with a
greater level of detail. greater level of detail. greater level of detail.
Academic Period academic period in which academic period in which academic period in which
students are enrolled students are enrolled students are enrolled
Student Type New New Returning
Program Type % entered as required to %
refine set of student
program attempts to be
processed
Responsible % entered as required to %
Organizational Unit refine set of student
program attempts to be
processed
Person ID Group must be left blank if applicable, person ID must be left blank
group containing students
to be processed

Enrollments Concurrent Processes Procedure, Part II 195-15

Batch Pre-Enrollment Process Concurrent Process

Table 195–9 Batch Pre-Enrollment Process Concurrent Process Parameter Configurations

Batch Preenrollment of Batch Preenrollment of Batch Preenrollment of
New Students through New Students through New Student Program
Admissions as Standing Admissions in Attempts through
Parameter Request Immediate Mode Admissions
Program Code % entered as required to %
refine set of student
program attempts to be
processed
Location Code % entered as required to %
refine set of student
program attempts to be
processed
Attendance Mode % entered as required to %
refine set of student
program attempts to be
processed
Attendance Type % entered as required to %
refine set of student
program attempts to be
processed
Default Enrollment must be left blank and must be left blank and enrollment category must
Category Preenrollment exception Preenrollment exception be specified
report must be reviewed report must be reviewed
for errors for errors
OR OR
specify default value to specify default value to
prevent preenrollment prevent preenrollment
from failing for student from failing for student
program attempt in which program attempt in which
enrollment category enrollment category
cannot be determined cannot be determined

195-16 Oracle Student System User’s Guide

 Batch Pre-Enrollment Process Concurrent Process

Table 195–9 Batch Pre-Enrollment Process Concurrent Process Parameter Configurations

Batch Preenrollment of Batch Preenrollment of Batch Preenrollment of
New Students through New Students through New Student Program
Admissions as Standing Admissions in Attempts through
Parameter Request Immediate Mode Admissions
Pre-enrol pattern of No must be selected if can be used to apply No must be selected if
study units patterns of study are not patterns of study to patterns of study are not
finalized for target specific student groups; finalized for target
academic period set to Yes if patterns of academic period
study are finalized
OR OR
select No if creation of Yes must be selected if
enrollment form is not patterns of study are
part of admission process; finalized and enrollment
when time to create forms are to be created
enrollment forms,
preenrollment can be run
with Yes selected
OR
Yes must be selected if
patterns of study are
finalized and enrollment
forms are to be created
Override Form Due must be left blank must be left blank must be left blank
Date
Override Package must be left blank must be left blank must be left blank
Production Date
Returning Students used for returning used for returning default values must be
Enrollment Period students only students only selected
Returning Students used for returning used for returning default values must be
Last Enrollment students only students only selected
Category
all other parameters default values must be default values must be default values must be
selected selected selected
Note: Individual units can Note: Individual units can Note: The preenrollment
be specified for be specified for process cannot preenroll
preenrollment. preenrollment. units entered as
parameters because it
does not recognize
students associated with
these units as
commencing students.

Enrollments Concurrent Processes Procedure, Part II 195-17

Batch Pre-Enrollment Process Concurrent Process

If a pattern of study is attached to a program after students are preenrolled, running

the concurrent process again attaches the pattern of study to the students.
The Batch Pre-Enrollment Process concurrent process is run in immediate or batch
mode by an Enrollments specialist nightly during admission and enrollment
periods.
The Batch Pre-Enrollment Process concurrent process produces the Batch
Pre-Enrollment Success/Exception Report.

195-18 Oracle Student System User’s Guide

 Bulk Program Offering Option Transfer Process Concurrent Process

Bulk Program Offering Option Transfer Process Concurrent Process

The Bulk Program Offering Option Transfer Process concurrent process transfers a
set of students between program offering options within the same program or
between program versions by performing the following tasks:
■ academic calendar of student program attempts is changed to another academic
calendar in which the program is offered
■ version of the program in which students have program attempts is changed
■ offering option attributes of student program attempts are changed to the
attributes of another offering option
After a student program attempt is changed to a new offering option, a history of
the change is recorded.

Table 195–10 Bulk Program Offering Option Transfer Process Concurrent Process
Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Report Level level of detail in running of concurrent process and in exception
reports, including Errors Only, Errors and Warnings, or Errors,
Warnings, and Information
Select Either Previous if selected, previous run of concurrent process and exception
Log report are duplicated without further processing and all other
parameters are ignored
Or a Combination of academic period from which student program attempts are
(Academic Period selected for transfer
Program Code program code within which students are transferred between
offering options
Version Number version number
Location Code location code
Student Selection attendance mode
Attendance Mode
Student Selection attendance type
Attendance Type
Person ID Group person ID group

Enrollments Concurrent Processes Procedure, Part II 195-19

Bulk Program Offering Option Transfer Process Concurrent Process

Table 195–10 Bulk Program Offering Option Transfer Process Concurrent Process
Parameters
Parameter Description
Program Attempt Status program attempt status
1
Program Attempt Status program attempt status
2
Program Attempt Status program attempt status
3
Program Attempt Status program attempt status
4
Program Attempt Status program attempt status
5
Calendar Type program offering option’s academic period into which students
are transferred
Note: A calendar type is not specified when a program offering
option is being transferred to another program offering option
in the same academic period.
New Program Version new program version number; entered only when student
Number program attempts are transferred between different program
versions
New Program Location location code of student program attempts created by this
Code concurrent process
Note: If this parameter is not entered, each new student
program attempt has the same location code as the program
attempt from which it is transferred.
New Program attendance mode of student program attempts created by this
Attendance Mode concurrent process
Note: If this parameter is not entered, each new student
program attempt has the same attendance mode as the program
attempt from which it is transferred.
New Program attendance type of student program attempts created by this
Attendance Type) concurrent process
Note: If this parameter is not entered, each new student
program attempt has the same attendance type as the program
attempt from which it is transferred.

195-20 Oracle Student System User’s Guide

 Bulk Program Offering Option Transfer Process Concurrent Process

The Bulk Program Offering Option Transfer Process concurrent process is run in
immediate or batch mode by an Enrollments specialist as required.
The Bulk Program Offering Option Transfer Process concurrent process produces a
report listing results, errors, and warnings.

Enrollments Concurrent Processes Procedure, Part II 195-21

Bulk Unit Section Transfer Concurrent Process

Bulk Unit Section Transfer Concurrent Process

The Bulk Unit Section Transfer concurrent process transfers a set of students
between unit sections within the same unit. This concurrent process either changes
the unit version in which students have unit attempts, or changes unit section
attributes of student unit attempts to the attributes of another unit section. Transfers
are from specified unit sections to a single unit section for a group of students
specified by the parameters.
After a student unit attempt is changed to a new unit section, a history of the
change is recorded.

Table 195–11 Bulk Unit Section Transfer Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Report Level level of detail in running of concurrent process and in exception
reports, including Errors Only, Errors and Warnings, or Errors,
Warnings, and Information
Select Either Previous if selected, previous run of concurrent process and exception
Log report are duplicated without further processing and all other
parameters are ignored
Or a Combination of teaching period from which student program attempts are
(Teaching Period selected for transfer
Program Code program code within which students are transferred between
offering options
Location location
Attendance Mode attendance mode
Attendance Type attendance type
Person ID Group person ID group
Student Unit Code unit code within which students are transferred between
offering options
Student Version Number unit version number
Student Unit Location unit location code
Code
Student Unit Class unit class
Unit Attempt Status 1 unit attempt status

195-22 Oracle Student System User’s Guide

 Bulk Unit Section Transfer Concurrent Process

Table 195–11 Bulk Unit Section Transfer Concurrent Process Parameters

Parameter Description
Unit Attempt Status 2 unit attempt status
Unit Attempt Status 3 unit attempt status
New Unit Version new unit version number; entered only when student unit
Number attempts are transferred between different unit versions
New Unit Location Code location code of student unit attempts created by this concurrent
process
Note: If this parameter is not entered, each new student unit
attempt has the same unit location code as the unit attempt it
replaces.
Unit Class) unit class of student unit attempts created by this concurrent
process.
Note: If this parameter is not entered, each new student unit
attempt has the same unit class as the unit attempt it replaces.

The Bulk Unit Section Transfer concurrent process performs the following
validations:
■ checks whether a student is already in a target unit section
■ checks that a target unit section exists and allows transfers
■ checks that a student can enroll in a unit if the unit attempt status is not
Unconfirmed
If any of these validations fail, the record is not transferred.
The concurrent process determines if a new unit attempt matches a student’s forced
location or mode and transfers the record regardless of this validation.
After the transfer, the system performs rule checking for units associated with a
student’s program and program-related checks. If any of these checks fail, changes
to a student unit attempt are reversed. The concurrent process then checks that a
student follows all cross-element restrictions and matches the forced attendance
mode. If either of these checks fail, the transfer still occurs.
The Bulk Unit Section Transfer concurrent process is run in immediate or batch
mode by an Enrollments specialist as required.
The Bulk Unit Section Transfer concurrent process produces the Bulk Unit Section
Transfer exception report listing results, errors, and warnings.

Enrollments Concurrent Processes Procedure, Part II 195-23

Bulk Unit Enrollment/Discontinuation Concurrent Process

Bulk Unit Enrollment/Discontinuation Concurrent Process

The Bulk Unit Enrollment/Discontinuation concurrent process adds a confirmed or
unconfirmed unit attempt to a student program attempt, discontinues a unit
attempt, and adds data specified by the parameters to newly enrolled or
discontinued unit attempts. The concurrent process can process a maximum of eight
units per run within a given teaching period.

Table 195–12 Bulk Unit Enrollment/Discontinuation Concurrent Process Parameters

Parameter Description
Report Level level of detail in running of concurrent process and in exception
reports, including Errors Only, Errors and Warnings, or Errors,
Warnings, and Information
Select Either Previous if selected, previous run of concurrent process and exception
Log report are duplicated without further processing and all other
parameters are ignored
Or the combination of teaching period from which student program attempts are
the following (Teaching selected for transfer
Period
Program Code program code within which students are transferred between
offering options
Location Code location code
Attendance Mode attendance mode
Attendance Type attendance type
Unit Code unit code
Version Number version number
Person ID Group person ID group
Person Name person name
Action 1 action, whether unit is added to student program attempts or
discontinued from student program attempts; actions can be
mixed within same concurrent process request
Unit Code 1 unit code of unit to be enrolled or discontinued
Unit Location Code 1 unit location of unit offering option to be enrolled; specified
only for discontinuation to limit discontinued unit’s location
Unit Class 1 unit class of unit offering option to be enrolled; specified only
for discontinuation to limit discontinued unit’s class

195-24 Oracle Student System User’s Guide

 Bulk Unit Enrollment/Discontinuation Concurrent Process

Table 195–12 Bulk Unit Enrollment/Discontinuation Concurrent Process Parameters

Parameter Description
Action 2 action, whether unit is added to student program attempts or
discontinued from student program attempts; actions can be
mixed within same concurrent process request
Unit Code 2 unit code of unit to be enrolled or discontinued
Unit Location Code 2 unit location of unit offering option to be enrolled; specified
only for discontinuation to limit discontinued unit’s location
Unit Class 2 unit class of unit offering option to be enrolled; specified only
for discontinuation to limit discontinued unit’s class
Action 3 action, whether unit is added to student program attempts or
discontinued from student program attempts; actions can be
mixed within same concurrent process request
Unit Code 3 unit code of unit to be enrolled or discontinued
Unit Location Code 3 unit location of unit offering option to be enrolled; specified
only for discontinuation to limit discontinued unit’s location
Unit Class 3 unit class of unit offering option to be enrolled; specified only
for discontinuation to limit discontinued unit’s class
Action 4 action, whether unit is added to student program attempts or
discontinued from student program attempts; actions can be
mixed within same concurrent process request
Unit Code 4 unit code of unit to be enrolled or discontinued
Unit Location Code 4 unit location of unit offering option to be enrolled; specified
only for discontinuation to limit discontinued unit’s location
Unit Class 4 unit class of unit offering option to be enrolled; specified only
for discontinuation to limit discontinued unit’s class
Action 5 action, whether unit is added to student program attempts or
discontinued from student program attempts; actions can be
mixed within same concurrent process request
Unit Code 5 unit code of unit to be enrolled or discontinued
Unit Location Code 5 unit location of unit offering option to be enrolled; specified
only for discontinuation to limit discontinued unit’s location
Unit Class 5 unit class of unit offering option to be enrolled; specified only
for discontinuation to limit discontinued unit’s class

Enrollments Concurrent Processes Procedure, Part II 195-25

Bulk Unit Enrollment/Discontinuation Concurrent Process

Table 195–12 Bulk Unit Enrollment/Discontinuation Concurrent Process Parameters

Parameter Description
Action 6 action, whether unit is added to student program attempts or
discontinued from student program attempts; actions can be
mixed within same concurrent process request
Unit Code 6 unit code of unit to be enrolled or discontinued
Unit Location Code 6 unit location of unit offering option to be enrolled; specified
only for discontinuation to limit discontinued unit’s location
Unit Class 6 unit class of unit offering option to be enrolled; specified only
for discontinuation to limit discontinued unit’s class
Action 7 action, whether unit is added to student program attempts or
discontinued from student program attempts; actions can be
mixed within same concurrent process request
Unit Code 7 unit code of unit to be enrolled or discontinued
Unit Location Code 7 unit location of unit offering option to be enrolled; specified
only for discontinuation to limit discontinued unit’s location
Unit Class 7 unit class of unit offering option to be enrolled; specified only
for discontinuation to limit discontinued unit’s class
Action 8 action, whether unit is added to student program attempts or
discontinued from student program attempts; actions can be
mixed within same concurrent process request
Unit Code 8 unit code of unit to be enrolled or discontinued
Unit Location Code 8 unit location of unit offering option to be enrolled; specified
only for discontinuation to limit discontinued unit’s location
Unit Class 8 unit class of unit offering option to be enrolled; specified only
for discontinuation to limit discontinued unit’s class
Default Unit Confirmed if selected, records student unit attempt as Enrolled; if
deselected, records student unit attempt as Unconfirm
No Assessment if selected, students are not assessed and do not receive formal
grades in this unit
Note: This attribute of the student unit attempt is not dependent
on whether the unit is assessable.
Enrolled Date enrolled date; defaults to current date
Exam Location Code examination center’s code for unit; overrides examination
location specified for student program attempt

195-26 Oracle Student System User’s Guide

 Bulk Unit Enrollment/Discontinuation Concurrent Process

Table 195–12 Bulk Unit Enrollment/Discontinuation Concurrent Process Parameters

Parameter Description
Alternative Title unit title assigned to student unit attempts created by this
concurrent process; overrides standard unit title when Override
Title check box is selected for unit in Basic Unit Details window
Override Enrolled Credit if selected, overrides standard enrolled credit points of unit for
Points those students enrolled in units via this concurrent process
when Override Title check box is selected for unit in Basic Unit
Details window
Override Achievable if selected, overrides standard achievable credit points of unit
Credit Points for those students enrolled in units via this concurrent process
when Override Title check box is selected for unit in Basic Unit
Details window
Override Effective Full overrides standard calculated Effective Full Time Student Units
Time Student Units for those students enrolled in units via this concurrent process
when Override Title check box is selected for unit in Basic Unit
Details window
Override Credit Reason reason for specifying override enrolled or achievable credit
points for students enrolled in units via this concurrent process
Administrative Unit administrative unit status applied to all discontinued units;
Status administrative unit status must be valid
Discontinuation Date) date unit is discontinued; defaults to current date

For each enrolled unit, the concurrent process performs the following tasks:
■ checks that enrollment is attempted within the enrollment variation period
Note: This concurrent process cannot enroll students after the enrollment
variation cut-off date.
■ checks student unit attempts created within that period to ensure that a unit is
offered in that teaching period
■ selects student program attempts based on the parameters
For each selected student program attempt and unit to be enrolled, the concurrent
process performs the following tasks:
■ checks whether a student is already enrolled in a unit
Note: If a student is already enrolled in a unit, the system ignores the unit.

Enrollments Concurrent Processes Procedure, Part II 195-27

Bulk Unit Enrollment/Discontinuation Concurrent Process

■ creates a new student program attempt if a student program attempt exists in

an earlier teaching period
■ checks a student's eligibility to enroll in the unit, including the student's
program attempt status, whether the student is excluded from the unit, whether
the student has advanced standing in the unit, and whether the student is
intermitted during the teaching period
Note: If any of these checks fail, the system does not enroll the unit and issues a
report.
■ checks that a unit attempt matches a student's forced location or attendance
mode, if applicable
Note: If this check fails, the system enrolls the unit and issues a report.
For each discontinued unit, the concurrent process performs the following tasks:
■ checks that a unit attempt status is Enrolled
Note: If a unit attempt status is not Enrolled, the system does not discontinue
the unit and issues a report.
■ checks whether deletion is allowed for a unit and if so, deletes the student unit
attempt
Note: If a unit cannot be deleted, the system discontinues the student unit
attempt.
If a unit is discontinued after the last date for deletion, an administrative unit status
must be entered for the Administrative Unit Status parameter. The administrative
unit status is validated against the discontinuation date.
When the Bulk Unit Enrollment/Discontinuation concurrent process runs, it
performs the following additional checks:
■ checks that a student does not break any encumbrance restrictions, such as
maximum credit points allowed.
Note: If this check fails, all changes to the student program attempt resulting
from this concurrent process are reversed.
■ for a subordinate unit, checks that a student program attempt includes a unit
attempt for the superior unit
Note: If the check fails, the unit is still enrolled.

195-28 Oracle Student System User’s Guide

 Bulk Unit Enrollment/Discontinuation Concurrent Process

■ for a superior unit, checks that at least one subordinate unit exists in the student
program attempt, or that a subordinate unit is included as a parameter in this
concurrent process
Note: If this check fails, the unit is still enrolled, but all changes to the student
program attempt resulting from this concurrent process are reversed.
Note: If enrolling in a subordinate unit, student do not have to be enrolled in a
superior unit.
■ checks that a student follows cross-element restrictions, such as the maximum
number of credit points at different locations.
Note: If this check fails, the unit is still enrolled.
■ checks that a student matches the forced attendance mode.
Note: If this check fails, the unit is still enrolled.
Details of these checks appear in the execution and exception reports.
The Bulk Unit Enrollment/Discontinuation concurrent process is run in immediate
or batch mode by an Enrollments specialist as required.
The Bulk Unit Enrollment/Discontinuation concurrent process produces a report
listing results, errors, and warnings.

Enrollments Concurrent Processes Procedure, Part II 195-29

List of Unit Sections with Hold Status and Waitlisted Students Concurrent Process

List of Unit Sections with Hold Status and Waitlisted Students

Concurrent Process
The List of Unit Sections with Hold Status and Waitlisted Students concurrent
process lists unit sections with a Hold status and waitlisted students.

Table 195–13 List of Unit Sections with Hold Status and Waitlisted Students
Concurrent Process Parameters
Parameter Description
Calendar Type institution-defined name given to all calendars of similar
classification; each calendar type must be assigned to a calendar
type to determine its functionality

195-30 Oracle Student System User’s Guide

 Enroll Students from Waitlist Concurrent Process

Enroll Students from Waitlist Concurrent Process

The Enroll Students from Waitlist concurrent process enrolls waitlisted students in
unit sections with a Hold Status, one unit section at a time.

Table 195–14 Enroll Students from Waitlist Concurrent Process Parameters

Parameter Description
Unit Section unit section

Enrollments Concurrent Processes Procedure, Part II 195-31

Enroll Students from Waitlist Concurrent Process

195-32 Oracle Student System User’s Guide

 Part IV
Student Finance
 196
Student Finance Introduction

This chapter describes Student Finance. The following sections are in this chapter:
■ Overview
■ Topics

Student Finance Introduction 196-1

Overview

Overview
The Student Finance subsystem manages student fees when students apply for
admission and enroll in programs at an institution.
Customer accounts for students and third parties are automatically created in
Oracle Account Receivables when they are created within Oracle Student System.
Tuition charges and fees generated within Oracle Student System are transferred to
Oracle Account Receivables to create invoices. Through Oracle Account Receivables
functionality, Oracle Student System enables the institution to accomplish the
following business activities:
■ student billing
■ revenue distribution
■ multiple fund accounting for receivables
■ interface to Oracle General Ledger
■ interface to non-Oracle General Ledgers
Figure 196–1 represents the Student Finance subsystem.

Figure 196–1 Student Finance Subsystem

196-2 Oracle Student System User’s Guide

 Topics

Topics
For an overview of the Student Finance subsystem, see Chapter 197, Student
Finance Overview to Chapter 199, Student Finance Concepts.
For information on Student Finance windows, see Chapter 200, Fee Structure
Statuses Procedure to Chapter 234, External Charges Procedure.
For information on Student Finance concurrent processes, see Chapter 235, Student
Finance Concurrent Processes Procedures.

Student Finance Introduction 196-3

Topics

196-4 Oracle Student System User’s Guide

 197
Student Finance Overview

This chapter provides an overview of the Student Finance subsystem.

The following sections are in this chapter:
■ Purpose
■ User Responsibilities
■ Prerequisites
■ Terminology
■ Overview of Fee Processing
For information on setup and maintenance of Student Finance reference data, see
Chapter 198, Student Finance Functions and Maintenance.
For information on fee type levels, fee type rates, program attributes, and the fee
disbursement formula, see Chapter 199, Student Finance Concepts.

Student Finance Overview 197-1

Purpose

Purpose
The Student Finance subsystem manages fees incurred by students when they
apply for admission and enroll in programs of study at an institution. It includes fee
assessment, payment scheduling, the invoicing of students or sponsors, levying
penalties for non-payment, and revenue distribution. Typical fees handled by the
subsystem include a student's HECS fee, tuition fees, and general service fees.
Charges can also be applied for laboratory use, the distribution of materials, and
computer access.
The Student Finance subsystem is designed to interface with an external financial
system.
Most Student Finance windows are used to set up the data framework for fee
processing. Once the data framework is established, little additional data entry is
required. Daily work mainly consists of running and monitoring jobs and reports,
and using a small number of windows to query and enter fee related adjustments to
individual student records.
A data framework is created for each fee period within an institution's financial
year. This framework can be rolled over from year to year and modifications can be
made as required. Fee processing follows a cycle based on a fee period.

User Responsibilities
Specialist staff such as student finance or fee officers, in conjunction with specialists
in other subsystems, create the data framework to conform to government and
institutional policy.
The responsibilities of general staff in student records or faculty include answering
individual student queries, monitoring scheduled student finance jobs and reports,
and running jobs and reports as needed.
For information on the data framework, processing procedures, and reports, see
Chapter 198, Student Finance Functions and Maintenance.

197-2 Oracle Student System User’s Guide

 Terminology

Prerequisites
To provide a data framework for fee processing, the following tasks are required:
■ establishing time periods and dates relevant to fee administration using the
Calendar subsystem
■ entering fees and determining whether they apply to particular programs or
units; particular groups of students, such as international or undergraduate
students; or whether they are institution-wide
■ determining schedules for payment, retention, refunds, and penalties
■ setting up patterns of disbursement for particular fees
For information on defining the data framework for fee processing, see Chapter 198,
Student Finance Functions and Maintenance.

Terminology
Table 197–1 lists Student Finance terminology.

Table 197–1 Student Finance Terminology

fee type name of a fee or charge. Examples include TUITION;
HECS; LAB-FEE; and GSF, or general service fee.
fee category describes a group of students and the set of fees they must pay.
A student is assigned a fee category through the Admissions
or Enrollment subsystem when applying for admission to the
institution or enrolling in the institution. In the Student
Finance subsystem, a fees administrator sets up fee types and
fee categories and assigns fee types to the categories. One fee
type can be included in many categories. Only fees assigned in
this manner are available for assessment. A single fee type
within a fee category is a fee liability. The fee assessment
process matches students and fees by matching fee categories.
Students are only liable for a fee if it is included in the fee
category.
Note: Fees can also be associated with particular programs
and student program attempts.

Student Finance Overview 197-3

Terminology

Table 197–1 Student Finance Terminology

fee period periods of time set up with fees to be assessed for students
enrolled in those periods; also referred to as fee calendar
instance or fee assessment period. Subsystem data is set up
within specific fee periods. For example, a fee period called
FEE-SEM1 runs from 01-JAN-1999 to 30-JUN-1999. Fee
categories INTERNTNL and DOMESTIC are set up for this
period. Students who enroll between these two dates are liable
for the fees in their respective categories.
Note: All fee periods are connected to a financial calendar
representing an institution's fiscal year.
start and end date alias beginning and termination dates, linked to a fee period,
marking limits when fee assessment is run. Start and end date
aliases do not have to correspond to start and end dates of a
fee period. If required, start date alias can occur before
teaching begins.
Note: Start and end date aliases can be set for different
operations. For example, a start and end date alias can indicate
a period when a sponsor pays the fees for a student.
Note: Start and end date aliases are optional.
retro date alias absolute cutoff point after which fee assessment cannot be run
for the fee period. The retro date alias can also control the
writing off of minor debts incurred as a result of fee
assessment.
Note: Without a retro date, fee assessment cannot be run and
minor debts cannot be cleared after the end date alias for the
fee period.
Note: Retro date aliases are optional.

197-4 Oracle Student System User’s Guide

 Overview of Fee Processing

Overview of Fee Processing

After the data framework is established, daily work in the Student Finance
subsystem involves processing fees.
A fee processing cycle for a single fee period includes the following parts:
■ Recording Individual Sponsorships and Fee Contracts
■ Assessing and Invoicing Fees
■ Documenting Statistical Fee Data
■ Disbursing Fees

Recording Individual Sponsorships and Fee Contracts

Some students have sponsors who pay all or some of their fees. Once sponsorship
reference details are entered in the Student Finance subsystem, users perform the
following steps:
1. Record individual sponsors using the Record Sponsor Details window.
2. Assign sponsors to students using the Direct Assignment of Sponsorships
window.
Contracts are agreements by an institution to set relevant fees at standard rates in
effect when the contract commences and for a specified period, typically for the
duration of a program.
Students or their sponsors can enter into the following types of fee contracts:
■ contracts established for particular categories of applicants at admission
For fee contracts established at admission, tuition fee contracts can be created
automatically as part of the preenrollment process, while other types of fee
contracts can be created individually after preenrollment.
Note: Tuition fee contracts are automatically created by running the Batch
Preenrollment Process job in batch mode by making an offer in the Direct
Admissions Program window.
■ contracts created directly in the Student Finance subsystem
Fee contracts created directly in the Student Finance subsystem represent rates
negotiated individually between the student or sponsor and the institution. The
negotiated rate can differ from student to student and the duration of the fee
contract can be unspecified.

Student Finance Overview 197-5

Overview of Fee Processing

Note: These contracts are created in the Contract Fee Assessment Rates
window.
All contracts are maintained in the Contract Fee Assessment Rates window.
Note: Individual sponsorships and fee contracts should be entered before the fee
assessment cycle begins. Individual sponsorships are reported in the Sponsored
Students report.
For information on entering individual sponsors, see Chapter 222, Record Sponsor
Details Procedure.
For information on assigning sponsors to students, see Chapter 223, Direct
Assignment of Sponsorships Procedures.
For information on setting fee contracts through Admissions, see Chapter 146,
Direct Admissions Program Procedure, and Chapter 148, Establish Fee Contracts
Procedure.
For information on individually negotiated fee contracts, see Chapter 209, Contract
Fee Assessment Rates Procedure.

Assessing and Invoicing Fees

Fee assessment, the central process in the Student Finance subsystem, determines
the fees applicable to individual students, calculates the relevant amounts, and
stores this information as a debt the student or the sponsor must pay. If a student's
enrollment changes, the system reassesses fees owed.
The fee assessment process operates according to one of the following methods:
■ running predictive assessment of program related fees for individual applicants
processed through the Admissions subsystem. This assessment is initiated for
individual applicants from a button in the Establish Fee Contracts window.
■ processing Student To Do entries that identify each student who has enrolled or
changed enrollment since the last fee assessment. The Process Fee Assessments
from Student To Do Entries job runs in batch mode, and should be used for the
initial fee assessment run of a fee period, and be scheduled to run nightly.
■ running as required in either immediate mode or batch mode for one student, a
group of students, or all eligible students, depending on the parameter selected.
This method allows test runs without altering data in the database using the Fee
Assessment job and predictive fee assessments for one or more applicants, as
long as they have been preenrolled.

197-6 Oracle Student System User’s Guide

 Overview of Fee Processing

Note: Predictive fee assessments can be cleared if the applicant does not accept
an offer to study in a program by running the Clean Up Unconfirmed Student
Program Attempts job.
The Fee Assessment Enrollment window is used to inquire about the details of an
individual student's fee assessment, and can be used to make a first fee assessment
or to adjust an existing fee assessment manually.
Note: Once a manual fee assessment has been made, no additional fee assessment
can be made for the student.
At regular intervals after fee assessments are made, the Person Payment Schedules
job creates a personal payment schedule for each student not previously assessed,
including a date or dates on which fees should be paid, and the amount due at each
date. This job also updates personal payment schedules after reassessment.
The personal payment schedule records are used by the Statement of Account
Extract job which provides a Statement of Account Extract file for the invoicing of
fees. The printing of statements of account, in whatever format required, is the
responsibility of individual institutions.
The Add Grace Period to Person Payment Schedules job is run to make global
amendments to dates in personal payment schedules if a delay occurs in processing
statements of account.
The Person Payment Schedules window is used to inquire about the details of an
individual student's schedule and the fees the student owes, and to amend payment
dates and discounting.
The following reports validate fee assessments and invoicing:
■ Statistical Details Exception
■ HECS Option Exception
■ Sponsored Students
■ Fee Type Validation
Note: The Fee Type Validation report is for reference only.
For information on the Establish Fee Contracts window, see Chapter 148, Establish
Fee Contracts Procedure.
For information on using the Fee Assessment Enrollment window, see Chapter 210,
Fee Assessment Enrollment Procedure.

Student Finance Overview 197-7

Overview of Fee Processing

Documenting Statistical Fee Data

Statistical data, including data pertaining to fees, is documented in the Statistics
subsystem.
The Process Student HECS Payment Option job must be run before the final
Enrollment Statistics Snapshot job is run. The Process Student HECS Payment
Option job creates the Government Submission Snapshot file, the HECS Due file,
and the HECS Liability Status file.

Disbursing Fees
Fee disbursement is the process by which income from fees, projected or actual, can
be allocated to different budget centers such as faculties and administrative
divisions. Formulas for fee disbursement are entered for each fee type.
The fee disbursement process is based on the assessed amount due from, and the
amount paid to date by, each student for each fee owed.
Fee disbursement includes the following steps:
1. Run the Process Disbursement Snapshot job to produce point-in-time snapshots
of the disbursement pattern for fee types.
Disbursement details are entered for each fee and income type. For fee types,
both assessed or debt amounts, and received or payment amounts, are entered.
The following three levels of detail are entered: disbursement total for the fee;
totals for each budget center or organizational unit; allocation details at student,
program attempt, and unit attempt levels, as appropriate.
2. Check the disbursement process by running the Fee Disbursement Snapshot
Exceptions report which reports the error messages from the Inquire On Run
Log job, and indicates when disbursement was not possible for individual
students.
If data or disbursement formulas must be amended, delete the snapshots using
the Delete Disbursement Snapshots job and repeat the procedure from the
beginning.
3. Create journal entries for all or a proportion of the amounts available for
disbursement, based on assessed debt or payment received, by running the
Process Disbursement Journal job.
If journal entries exist for a particular snapshot, the first level of the snapshot
can no longer be deleted unless the journal entries are also deleted by running
the Delete Disbursement Journals job.

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 Overview of Fee Processing

4. Authorize journal entries using the Authorize Fee Disbursement Journal

window. Information from the first two levels created in the snapshot appears
in this window. Journal entries must be authorized before being made available
to an external finance system.
5. Run the Fee Disbursement Snapshot Exceptions report.
For information on authorizing journal entries, see Chapter 227, Authorize Fee
Disbursement Journal Procedure.

Student Finance Overview 197-9

Overview of Fee Processing

197-10 Oracle Student System User’s Guide

 198
Student Finance Functions and
Maintenance

This chapter provides system administrators, subsystem specialists, and fee

administrators with information required to set up and maintain the reference data
used by the Student Finance subsystem, and to perform the advanced functions
available in the subsystem.
The following sections are in this chapter:
■ Overview
■ Setting Up Data for Fee Assessment and Fee Disbursement
■ Setting Up Calendars and Date Aliases
■ Setting Up Fee Assessment Reference Data and Statuses
■ Setting Up Sponsorship Reference Data
■ Setting Up Fee Types
■ Setting Up Fee Categories
■ Creating Fee Liabilities
■ Assigning Triggers to Fee Liabilities
■ Setting Up Calculation Data
■ Setting Up Schedules
■ Setting Up Fee Contracts and Predictive Fee Assessments
■ Fee Disbursement
■ Rollover of Fee Data

Student Finance Functions and Maintenance 198-1

Overview

For an introduction to the Student Finance subsystem, see Chapter 197, Student
Finance Overview.
For information on fee type levels, fee type rates, program attributes, and the fee
disbursement formula, see Chapter 199, Student Finance Concepts.

Overview
Setting up and maintaining the Student Finance subsystem includes the following
tasks:
■ setting up data to assess and administer fees in the Student Finance subsystem,
establish fee contracts for students preenrolling through the Admissions
subsystem, and disburse assessed or received income to organizational units
throughout the institution
■ setting up the core processes and reports of the Student Finance subsystem
■ managing the rollover process as it relates to the Student Finance subsystem

Setting Up Data for Fee Assessment and Fee Disbursement

This section includes information on the following procedures:
■ Setting up Data for Fee Assessment
■ Setting up Data for Fee Disbursement
Note: The procedures in this section are provided to give the user an initial
understanding of the scope of the Student Finance subsystem. They are not
necessarily the most efficient way for an institution to enter data.

198-2 Oracle Student System User’s Guide

 Setting Up Data for Fee Assessment and Fee Disbursement

Setting up Data for Fee Assessment

The procedure for setting up data for fee assessment includes the following steps:
1. Set up the financial calendar, fee periods, and main dates associated with them.
Note: These items must be set up before data can be entered in the Student
Finance subsystem.
2. Set up reference data and statuses.
3. Set up sponsorship reference data.
4. Set up fee types and assign them to fee periods.
5. Set up fee categories and assign them to fee periods.
6. Create a set of fee liabilities by adding the required fee types to fee categories
with matching fee periods.
7. Set up and assign triggers to fee liabilities, as required. Triggers are used to levy
fees for particular programs, unit sets, or units.
8. Enter data required to calculate a fee liability after deciding the level to which
the data should apply.
9. Construct schedules applying to a fee liability after deciding the level to which
the schedules should apply. Schedules can be created to determine dates for
payment, dates that apply after fee retention or refund, and dates when
penalties should apply for non-payment of fees.
10. Set up the framework to establish fee contracts and make predictive fee
assessments through the Admissions subsystem.
11. Run the Fee Assessment job in test mode to check the data setup without
altering data in the database.
Warning: Do not change the data framework for a particular fee period after fee
processing of student program attempts in that period has started. Changing the
data framework can produce unpredictable results and make it impossible to trace
the derivation of a student's assessment.
For information on setting up calendars and date aliases, see Setting Up Calendars
and Date Aliases in this chapter.
For information on setting up reference data and statuses, see Setting Up Fee
Assessment Reference Data and Statuses in this chapter.

Student Finance Functions and Maintenance 198-3

Setting Up Data for Fee Assessment and Fee Disbursement

For information on setting up sponsorship reference data, see Setting Up

Sponsorship Reference Data in this chapter.
For information on setting up fee types, see Setting Up Fee Types in this chapter.
For information on setting up fee categories, see Setting Up Fee Categories in this
chapter.
For information on creating a set of fee liabilities, see Creating Fee Liabilities in this
chapter.
For information on setting up and assigning triggers, see Assigning Triggers to Fee
Liabilities in this chapter.
For information on setting up calculation data, see Setting Up Calculation Data in
this chapter.
For information on constructing schedules, see Setting Up Schedules in this chapter.
For information on setting up fee contracts and predictive fee assessments, see
Setting Up Fee Contracts and Predictive Fee Assessments in this chapter.

Setting up Data for Fee Disbursement

The procedure for setting up data for fee disbursement includes the following steps:
1. Set up disbursement reference data including account classifications.
2. Set up disbursement accounts for organizational units and assign
classifications.
3. Construct sets of disbursement formulas for each fee type and fee period
combination that requires disbursement.
4. Run the Process Disbursement Snapshot job to check that the fee disbursement
process functions correctly.

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 Setting Up Calendars and Date Aliases

Setting Up Calendars and Date Aliases

Calendars and date aliases must be created in the Calendar subsystem before key
data can be entered in the Student Finance subsystem.
This section includes information on the following windows used to set up
calendars and date aliases for use by the Student Finance subsystem:
■ Calendar Types Window
■ Calendar Instance Relationships Window
■ Date Alias Categories Window
■ Date Aliases Window
■ Calendar Date Alias Instances Window
For information on the Calendar subsystem, see Chapter 431, Calendar Overview.

Calendar Types Window

The Calendar Types window is used to create the following calendars:
■ financial year calendar, such as FINANCIAL, with a calendar category of
FINANCE, an appropriate instance such as 01-JAN-1999 to 31-DEC-1999, and a
status of either ACTIVE or PLANNED
■ fee period calendars to cover discrete periods relevant to fee assessment, each
with a calendar category of FEE, an appropriate instance, and a status of either
ACTIVE or PLANNED
Fee periods typically follow the pattern of load calendars and reflect semesters. In
addition, some fees are charged only once a year and are attached to a year-long fee
calendar.
A typical set of fee calendars can be named FEE-SEM1, FEE-SEM2, FEE-SUMMER,
FEE-YR. An instance for FEE-SEM1 might run from 01-JAN-1999 to 30-JUN-1999.
For information on load calendars, see Load Calendar Structure, Chapter 168,
Enrollments Overview.

Student Finance Functions and Maintenance 198-5

Setting Up Calendars and Date Aliases

Calendar Instance Relationships Window

The Calendar Instance Relationships window is accessed by the Calendar
Relationships button in the Calendar Types window.
Use the Calendar Types window to link each fee calendar as a subordinate of the
financial year calendar.

Date Alias Categories Window

The Date Alias Categories window is used to create date alias categories to classify
date aliases operating in the Student Finance subsystem. An example of a date alias
is FEE.

Date Aliases Window

The Date Aliases window is used to create the following date aliases:
■ start and end date aliases for fee assessment, such as FEE-ASM-ST and
FEE-ASM-EN
■ retro date alias for fee assessment, such as FEE-RETRO
■ set of date aliases used in the schedules for payment, retention, and
encumbrances
Each of these date aliases must be assigned a date alias category, such as FEE, and
can be linked to the FEE calendar category.
For information on schedule dates, see Setting Up Schedules in this chapter.

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 Setting Up Fee Assessment Reference Data and Statuses

Calendar Date Alias Instances Window

The Calendar Date Alias Instances window accessed by the Date Alias Instances
button in the Calendar Types window is used to create instances for all date aliases
in each fee calendar instance.
Note: Although more than one set of start, end, and retro date alias instances can be
created for each calendar instance, only one set is recommended for initial setup.
When running the Fee Assessment Routine and Trace job for a fee period, the job’s
run date must fall between the start and end date aliases for the fee period. After
the retro date, however, fee assessment cannot be run for the fee period.
Note: The start date alias can come before the start of the fee period.

Setting Up Fee Assessment Reference Data and Statuses

Table 198–1 lists reference data that should be created and maintained for fee
assessment.

Table 198–1 Fee Assessment Reference Data

Reference Data Purpose Window
HECS assign government discipline groups to Government
contributions HECS contribution bands Contribution
Bands
currency enter the currency used by the institution in International
administering fees and the values of other Currency
currencies in relation to it Codes
fee posting enter account codes used in posting Student Fee Posting
accounts Finance subsystem transactions to an Accounts
institution's financial system
external enter the various kinds of external Student
reference types references documented within the Finance
subsystem External
Reference
Types

Student Finance Functions and Maintenance 198-7

Setting Up Fee Assessment Reference Data and Statuses

Table 198–1 Fee Assessment Reference Data

fee encumbrance set up encumbrances relating to Person Hold
types non-payment or under-payment of fees. Fee Types
encumbrance types should be set up with an
ADMINISTRATIVE category. Examples of
suitable fee encumbrances include an
encumbrance type with the RVK_SRVC
effect, or an encumbrance type with either
the SUS_SRVC effect or a range of level 1
effects.
program groups set up program group triggers, if required. Program
within a program A specific program group type, such as Groups and
group type FEE-ASS, should be established as a Program
USERDEF type to distinguish fee-related Group Types
groups.
statement of enter an address type or types, such as Program
account address STATEMENT, used to print the institution's Attendance
types address in the window as required on Types
statements of account
statement of enter the institution's address details to be Institution
account address used for statements of account. Once details Addresses,
have been entered, the address type should accessed
be closed to prevent it from appearing in through
general address type lists of values, such as Institutions
those signifying different types of address
for students.
person ID type enter a person ID type for the PAY_ADV_ Person ID
NO system ID type in order to store Types
payment advice numbers as students'
alternate person identifiers
Note: Only one person ID type should be
mapped to the system ID type.

Statuses providing functionality within the subsystem must be given names defined
by the institution using the following windows:
■ Fee Structure Statuses window used to enter fee structure statuses and
determine the activity of fee types, categories, and liabilities
■ Fee Sponsor Statuses window used to enter sponsor statuses
■ Fee Sponsorship Statuses window used to enter sponsorship statuses
■ Fee Hold Status window used to enter statuses of fee encumbrances indicated
for student who default on their payments

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 Setting Up Sponsorship Reference Data

Note: The system-defined names should be used for statuses, unless it is necessary
to retain an institution-defined term.
For information on encumbrances, see Applying Holds, Chapter 168, Enrollments
Overview.
For information on triggers, see Assigning Triggers to Fee Liabilities in this chapter.
For information on alternate person identifiers, see Chapter 339, Alternative Person
IDs Procedure.
For information on the Fee Structure Statuses window, see Chapter 200, Fee
Structure Statuses Procedure.
For information on the Fee Sponsor Statuses window, see Chapter 189, Enrollment
Categories Procedure.
For information on the Fee Sponsorship Statuses window, see Chapter 221, Fee
Sponsor Statuses Procedure.
For information on the Fee Hold Status window, see Chapter 230, Fee Hold Status
Procedure.

Setting Up Sponsorship Reference Data

The procedure for setting up information about organizations or individuals
sponsoring students for one or more of their fees includes the following steps:
1. Record statuses.
2. Using the Student Fee Sponsor Types window, create a record of the different
types of sponsors associated with the institution. Examples of sponsor types
include FACULTY and CORPORATE.
3. Add details about an organization using the Organizational Units window, and
add details about an individual using the Person Details window, if necessary.
Note: The Find Person window, accessed through the Person Details window,
can be used to search by person details for individuals already entered.
4. Use the Record Sponsor Details window for the ongoing task of entering as
sponsors those organizations or individuals already input in the database.
5. Use the Direct Assignment of Sponsorships window for the ongoing task of
associating sponsors with those students to whom sponsorship applies.
For information on entering statuses, see Setting Up Fee Assessment Reference Data
and Statuses in this chapter.

Student Finance Functions and Maintenance 198-9

Setting Up Fee Types

For information on the Student Fee Sponsor Types window, see Chapter 220,
Student Fee Sponsor Types Procedure.
For information on the Organizational Units window, see Chapter 452,
Organizational Units Procedure.
For information on the Person Details window, see Chapter 337, Person Details
Procedure.
For information on the Find Person window, see Chapter 144, Find Person
Procedure.
For information on the Record Sponsor Details window, see Chapter 222, Record
Sponsor Details Procedure.
For information on the Direct Assignment of Sponsorships window, see
Chapter 223, Direct Assignment of Sponsorships Procedures.

Setting Up Fee Types

Fees or fee types are set up independently of fee categories using the Fee Types
window. This window is one of two main windows in the Student Finance
subsystem that allow access to many other windows.
The Fee Types window is used to enter the following fee data:
■ set up data that cannot be defined anywhere else in the system, such as
distinguishing fees that must be reported to the government, or classifying fees
as institution-wide or for specific programs, unit sets, or units
■ fee period or calendar instance a fee is associated with, to limit the fee type’s
period of operation, and dates related to the fee period
■ calculation and schedule data
Note: Calculation and schedule data are the same regardless of the fee category
to which a fee belongs. In the case of the HECS fee, for example, the basis for
HECS calculations and the timing of fee payments and potential refunds,
controlled by schedules, must be the same, regardless of a student’s fee
category.
When this data is entered in the Fee Types window or in windows accessed through
the Fee Types window, the data operates at Fee Type, or FTCI, level. In some
circumstances, calculation and schedule data can be entered at a different fee type
level.
For information on the Fee Types window, see Chapter 202, Fee Types Procedure.

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 Creating Fee Liabilities

For more information on fee type levels, see Fee Type Levels, Chapter 199, Student
Finance Concepts.

Setting Up Fee Categories

Fee categories are set up in the first window of the Fee Category Calendar Instance
window.
Like a fee type, a fee category must be associated with a fee period and assigned a
set of dates. A fee category can only operate in the fee period and with the dates
associated with it.
At a minimum, users should establish the following set of fee categories:
■ a postgraduate and an undergraduate fee category for international students,
such as INTRNTL-PG and INTRNTL-UG
■ a postgraduate and an undergraduate fee category for domestic students, such
as DOMESTC-PG and DOMESTC-UG
Schedule data is typically associated with fee categories through schedule windows,
accessed from the first window of the Fee Category Calendar Instance window. The
schedules are intended to apply to all fees in a fee category and operate at the Fee
Category, or FCCI, level.
Note: HECS fees are an exception and require schedules to be set up at the Fee Type
level, not at the Fee Category level.
Note: Overrides can apply for some fees in a fee category.
For information on the Fee Category Calendar Instance window, see Chapter 203,
Fee Category Calendar Instance Procedure.
For information on schedules, see Setting Up Schedules in this chapter.
For information on fee type levels, see Fee Type Levels, Chapter 199, Student
Finance Functions and Maintenance.

Creating Fee Liabilities

The second window of the Fee Category Calendar Instance window is used to
assign fees to fee categories. Fees can only be included in fee categories with the
same fee period. Once a fee is assigned to a fee category, it becomes a fee liability.

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Assigning Triggers to Fee Liabilities

Calculation and schedule data can be set up for a fee liability. The data operates at
the Fee Liability, or FCFL, level, and applies to the fee only when it is assigned to a
specific fee category.
Although calculation data should typically be set up to operate at the Fee Type level
and schedule data to operate at the Fee Category level, setting up calculation and
schedule data to operate at the Fee Liability level allows a single fee to be assessed
for one category of student only.
Note: Whatever level calculation and schedule data is set to, students can only be
assessed a fee pertaining to their category.
Some fees are charged for a certain program, unit set, or unit. The windows to
associate programs, unit sets, or units with fees are accessed through the Fee
Category Calendar Instance window.
For information on calculation and schedule data, see Setting Up Calculation Data
and Setting Up Schedules in this chapter.
For information on fee type levels, see Fee Type Levels, Chapter 199, Student
Finance Functions and Maintenance.
For information on associating programs, units sets, and units with fees, see
Assigning Triggers to Fee Liabilities in this chapter.

Assigning Triggers to Fee Liabilities

A trigger is the name given to one or more programs, units, or groupings of
programs and units, including unit sets, when they are associated with a fee
liability, or a fee within a specific fee category. If fee assessment matches a particular
student's program, unit set, and unit attempts to a trigger, the student in that fee
category is assessed the corresponding fee.
Setting up triggers requires the following prerequisites:
■ a trigger category must first be entered for each fee type in the Fee Types
window
■ triggers must be associated with fee liabilities by accessing one or more of the
trigger windows
For information on entering trigger categories in the Fee Types window, see
Chapter 202, Fee Types Procedure.
For information on triggers, see Setting Up Calculation Data in this chapter.

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Trigger Categories
Trigger windows, accessed from the second window of the Fee Category Calendar
Instance window, are used to select the appropriate trigger or triggers for a fee
liability.
This section includes information on the following trigger categories:
■ PROGRAM
■ UNIT
■ UNITSET
■ COMPOSITE
For information on the Fee Category Calendar Instance window, see Chapter 203,
Fee Category Calendar Instance Procedure.

PROGRAM
A fee liability can have PROGRAM triggers set in the following windows:
■ Program Fee Trigger
■ Program Group Fee Trigger
■ Fee Types
The Program Fee Trigger window is used when only a single program, a single
method of studying a program, or a small number of programs are associated with
a fee. The other windows allow various sets of programs to be associated with a fee.
These sets of programs are defined in the Program Structure and Planning
subsystem using the Program Groups window for program groups, and the
Program Types window for program types.
For information on the Program Fee Trigger window, see Chapter 206, Program Fee
Trigger Procedure.
For information on the Program Group Fee Trigger window, see Chapter 205,
Program Group Fee Trigger Procedure.
For information on the Program Type Fee Trigger window, see Chapter 204,
Program Type Fee Trigger Procedure.
For information on the Program Groups window, see Chapter 56, Program Groups
Procedures.

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Assigning Triggers to Fee Liabilities

For information on the Program Types window, see Chapter 45, Program Types
Procedure.

UNIT
The Unit Fee Trigger window is used to set up UNIT triggers, associating a fee with
an individual unit or units. Whether or not the system associates a fee with a unit or
units depends on when and where the unit is studied.
For information on the Unit Fee Trigger window, see Chapter 207, Unit Fee Trigger
Procedure.

UNITSET
The Unit Set Fee Trigger window is used to set up UNITSET triggers, associating a
fee with a particular unit set.
For information on the Unit Set Fee Trigger window, see Chapter 219, Unit Set Fee
Trigger Procedure.

COMPOSITE
The Fee Trigger Groups window is used to set up a COMPOSITE trigger,
associating a fee with a trigger group, including a program, one or more unit sets,
and one or more units. All components of the trigger group must match the
student's enrollment for the COMPOSITE trigger to take effect.
A trigger group is entered in the Fee Trigger Groups window. The number of the
group is entered in the Program Fee Trigger window for programs, in the Unit Set
Fee Trigger window for unit sets, and in the Unit Fee Trigger window for units.
A COMPOSITE trigger can be set up to take effect if any one of its components is
present.
For example, a computer access fee liability is assigned a COMPOSITE trigger
category and includes the following triggers:
■ trigger group consisting of the Bachelor of Commerce program and computing
units SCC111, SCC222, SCC333, and SCC555
■ Bachelor of Computing program
■ Multimedia Technology unit set, or major
Students are charged the fee if they study the Bachelor of Commerce program and
all computing units SCC111, SC222, SCC333, and SCC555, the Bachelor of

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 Setting Up Calculation Data

Computing program, or the Multimedia Technology unit set as part of any

program.
For information on the Fee Trigger Groups window, see Chapter 208, Fee Trigger
Groups Procedure.

Institution Fee Categories

The institution fee category has no triggers since fees in this category apply
throughout the institution to any eligible student.
For more information on institution fees, see Fee Data and Fee Type Levels,
Chapter 199, Student Finance Concepts.

Setting Up Calculation Data

Fee assessment calculates student fees according to the following formula:
CHARGE ELEMENTS multiplied by CHARGE RATE
Data used in the calculation must be set up using the Fee Types window or the Fee
Category Calendar Instance window, as well as windows accessed through them.
The level at which the data applies must be selected according to the following
criteria:
■ If the same calculation components apply to a fee in any of the fee categories to
which it belongs, set up the calculation data at the Fee Type, or FTCI, level,
using the Fee Types window. In general, the Fee Type, or FTCI, level is the
recommended level, and is mandatory for HECS and institution-wide fees.
■ If the calculation components apply to a fee in only one specific fee category, set
up the calculation data at the Fee Liability, or FCFL, level using the Fee
Category Calendar Instance window.
For each fee, the following data must be selected in the Fee Types window or the
Fee Category Calendar Instance window:
■ charge method, indicating the value of a charge element in a calculation. For
example, the charge method indicates whether a charge element is equal to one
unit or to one credit point. Charge methods are system-defined and include
CRPOINT, EFTSU, PERUNIT, and FLATRATE.
■ rule, a more detailed formula based on the fee assessment calculation formula.
Rules are currently predefined within the system, but individual institutions

Student Finance Functions and Maintenance 198-15

Setting Up Calculation Data

can modify them with the rules interface based on the fee assessment
calculation formula.
For each fee, the following additional data must be entered in windows accessed
from one of the two main windows, depending on the level at which the data
applies:
■ standard rate for charging fees, set up in the Fee Assessment Rates window
Note: Rate distinctions can be made depending on the method of studying a
program or on the HECS option and contribution band for each unit assessed.
The Element Ranges window allows for a finer rate distinction for fees with
certain charge methods. A student can also have a contract with the institution
for a different rate, and this is specified in the Contract Fee Assessment Rates
window.
■ charge method apportionment, equating fee calendars to load calendars to
determine the proportion of a student's load that should be assessed in each fee
period. Except for a FLATRATE charge method, the load translates into the
number of charge elements in the fee assessment calculation using the Charge
Method Apportion window.
Note: If a FLATRATE charge method is used, the number of charge elements
always equals one, regardless of a student's load.
Triggers determine whether or not a fee assessment is made, but do not influence
the calculation method. For example, if a fee calculation is set up with a UNIT
trigger and a PERUNIT charge method, the fee assessment is triggered by a single
matching unit but the calculation is based on all relevant units the student is
studying. Relevant units are those units studied as part of a program attempt with a
fee category matching the fee category of the liability. A FLATRATE charge method
is typically used for a fee associated with a unit, unit set, or composite trigger.
For example, a tuition fee with a charge method of PERUNIT and a rate of $500 per
charge element is set up with a trigger for the program A300. Fee assessment finds
that a student is studying 3 units of A300, all incurring load, in the fee period under
consideration. The number of charge elements is 3 and using the fee assessment
calculation formula, the fee assessment is 3 multiplied by $500, or $1500.
If the charge method is EFTSU, and the same three units have Effective Full Time
Student Units, or EFSTU, of 0.125, 0.2, and 0.3 respectively, the number of charge
elements is 0.625, and the fee assessment is 0.625 multiplied by $500, or $312.50.
For information on the Fee Types window, see Chapter 202, Fee Types Procedure.

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For information on the Fee Category Calendar Instance window, see Chapter 203,
Fee Category Calendar Instance Procedure.
For information on rules, see Chapter 469, Rules Overview.
For information on the Fee Assessment Rates window, see Chapter 217, Fee
Assessment Rates Procedure.
For information on the Element Ranges window, see Chapter 218, Element Ranges
Procedure.
For information on rates, see Fee Type Rates, Chapter 199, Student Finance
Functions and Maintenance.
For information on the Contract Fee Assessment Rates window, see Chapter 209,
Contract Fee Assessment Rates Procedure.
For information on the Charge Method Apportion window, see Chapter 366,
Language Codes Procedure.

Student Finance Functions and Maintenance 198-17

Setting Up Schedules

Setting Up Schedules
The following topics are in this section:
■ Schedule Types
■ Schedule Levels
■ Common Features of Schedules
For information on fee type levels, see Fee Type Levels, Chapter 199, Student
Finance Concepts.

Schedule Types
Once a fee assessment is made, the following types of schedules manage the debt
incurred by a student:
■ Payment Schedules
■ Retention Schedules
■ Encumbrance Schedules

Payment Schedules
Payment schedules include the following information:
■ date or dates when debt payments are required
■ installment payment dates and the percentage of payment due at each date
■ any discounts that apply
The system-generated payment schedule can be used as a template for a student’s
payment schedule.
For example, during the first semester 1999 fee period, a student is required to pay
50% of an assessed fee within 10 days after receiving notification. The balance is due
on or before 31-MAR-1999, and a 10% discount applies if the full payment is
received by the due date. This scenario requires two entries in the payment
schedule.
Payment schedules are set up in the Payment Schedules window.
Note: For HECS fees, indicators must be set in the Gov’t Contribution Payments
window to distinguish the payment options for which the student is entitled to a
discount.

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 Setting Up Schedules

Retention Schedules
Retention schedules cover that part of the assessed fee, paid or unpaid, that the
institution wants to retain, before load is incurred, should a student withdraw from
the units or programs already assessed. If payment is made, any amount not
retained is available for refund minus any administrative charges that apply.
Retention schedules are set up in the Retention Schedules window.
For example, the institution sets up a tuition fee retention schedule with 20%
retention applying on and after 15-MAR-1999. For students who have already paid
and seek a refund after this date, 20% of the tuition fee is retained by the institution
and 80% is available for reimbursement. Students who have not paid owe the
institution 20% of the assessed fee after 15-MAR-1999.

Encumbrance Schedules
Encumbrance schedules are used to apply penalties in the event a student does not
pay or underpays an assessed fee by a due date.
For information on encumbrance schedules, see Chapter 214, Fee Hold Procedure.

Schedule Levels
Schedules can be set up to operate at the following levels:
■ Fee Type, or FTCI
■ Fee Category, or FCCI
■ Fee Liability, or FCFL
For a single fee, schedules can be set up to operate at the following levels
simultaneously:
■ FTCI and FCCI
■ FCCI and FCFL
If two schedules are set up to operate at different levels for the same fee, a schedule
set up to operate at the FTCI or FCFL level overrides the one set up to operate at the
FCCI level.
Setting up schedules to operate at the FCCI level is preferred because the majority
of fees in the fee category are covered by one schedule, and the dates are the same
for most fees a student owes.

Student Finance Functions and Maintenance 198-19

Setting Up Fee Contracts and Predictive Fee Assessments

Note: HECS and institution-wide fees must have their schedules set up at the FTCI
level.
The dates of different fee schedules included in the same fee category should be the
same, if possible.
Setting up a schedule to operate at the FCFL level is not recommended in initial
setup unless absolutely required.

Common Features of Schedules

All schedules have the following common features:
■ Schedules use derived dates that establish periods when certain conditions
apply.
■ Schedules allow for several entries, with each record representing a
demarcation date.
Note: If there is more than one entry in a schedule, each one represents an
incremental increase in the effect of the preceding entry for the period, allowing
processes to enter the schedule at any date.
For example, in a payment schedule, a student is required to pay 50% of an assessed
fee on or before 02-JAN-1999. On 25-JAN-1999, 75% of the fee is required. On
20-FEB-1999, the full amount is due.
A student notified of the fee assessment before 02-JAN-1999 can pay in three
installments: 50% by 02-JAN-1999, the next 25% by 25-JAN-1999, and the final 25%
by 20-FEB-1999. However, a student notified of the fee assessment on 12-JAN-1999
must pay in two installments: 75% by 25-JAN-1999 and the final 25% by
20-FEB-1999. A student notified of the fee assessment after 25-JAN-1999 must pay
the full amount by 20-FEB-1999.

Setting Up Fee Contracts and Predictive Fee Assessments

Fee contracts are established by the following methods:
■ For individual applicants, a fee contract is created within the Student Finance
subsystem using the Contract Fee Assessment Rates window. A rate is
established for each applicant.
■ For an identified group of applicants, a fee contract is established automatically
when the applicants are preenrolled through Admissions, using the Direct

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 Setting Up Fee Contracts and Predictive Fee Assessments

Admissions Program window when an offer is made or when the Batch

Preenrollment Process job is run.
■ Fee contracts are created on a person-by-person basis through the Admissions
subsystem once preenrollment occurs, using the Establish Fee Contracts
window, accessed through the Direct Admissions Program window.
A predictive or provisional fee assessment can also be initiated for an applicant
from the Admissions subsystem, whether or not a fee contract has been established
for that applicant. Predictive fee assessment can occur through the Establish Fee
Contracts window or when the Fee Assessment Routine and Trace job is run.
The following prerequisites apply to fee contracts and predictive fee assessments:
■ fee information must be set up for the relevant future fee periods
■ applicants must be preenrolled
■ default Effective Full Time Student Units, or EFTSU, for full-time and part-time
attendance types must be entered in the Program Attendance Types window to
create fee contracts and make predictive fee assessments for fees with an EFTSU
or CRPOINT charge method
The procedure for setting up the Admissions subsystem for Student Finance
functionality includes the following steps:
1. Associate admission categories with default fee categories and a set of HECS
payment options in the Admission Category window.
2. Record admission process steps for admission categories in the Admission
Process Category Detail window.
Table 198–2 shows the admission step types that affect fee contracts and
predictive fee assessment.
Table 198–2 Admission Step Types
Admission Step
Type Description
PRE-ENROL causes preenrollment to run when the outcome status of a program
application changes to either COND-OFFER or OFFER in the Direct
Admissions Program window
FEE-ASSESS allows access to the Fee Assessment T-list in the Direct Admissions
Program window to view and change the fee category for an
applicant, and to select a HECS payment option. A payment option
must be chosen if a fee contract is to be set or a predictive fee
assessment is to be made for a fee rate in which the payment option
is a selection criteria for the fee rate.

Student Finance Functions and Maintenance 198-21

Fee Disbursement

Table 198–2 Admission Step Types

Admission Step
Type Description
FEE-DETAIL allows access to the Establish Fee Contracts window to set a fee
contract or make a predictive fee assessment
FEE-CNTRCT causes a fee contract to be established automatically for relevant
tuition fees when preenrollment is run from the Direct Admissions
Program window or as a batch job

Fee Disbursement
Fee disbursement includes the following procedures:
■ Setting Up Disbursement Reference Data
■ Recording Fee Posting Accounts
■ Setting Up Disbursement Formulas
For information on fee disbursement, see Disbursing Fees, Chapter 197, Student
Finance Overview.

Setting Up Disbursement Reference Data

Table 198–3 lists fee disbursement reference data that must be created and
maintained.

Table 198–3 Disbursement Reference Data

Reference Data
organizational units
fee posting accounts
account classifications
Description Window
ensure that all Organizational Units
organizational units, or
budget centers that are
recipients of disbursed
income, are entered in the
system
used to disburse income Fee Posting Accounts
to organizational units
link the disbursement Account Classification
accounts of organizational
units and the formulas
used to disburse income
for a fee type

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Table 198–3 Disbursement Reference Data

disbursement categories if required, aggregate Disbursement Categories
disbursed amounts for
reporting purposes

Recording Fee Posting Accounts

Fee posting accounts hold income received from the payment of fees or income
received by budget centers from the disbursement of fees.
Fee posting accounts that hold income received from the payment of fees are
established as part of setting up fee types for fee assessment.
Fee posting accounts that hold income received from the disbursement of fees must
be set up for each financial period using the Fee Posting Accounts window.
Organizational units and account classifications must be entered for these fee
posting accounts in the Disbursement Accounts window and the Account
Classification window.

Setting Up Disbursement Formulas

Fee disbursement is based on records of assessed or paid institution-wide or
program based fees. For INSTITUTN fees, disbursement calculations are based on
each student's liability for the fee at the student level. For PROGRAM fees,
disbursement calculations are based on each program attempt for which a student is
liable.
This section includes the following topics:
■ Disbursement Formula Components
■ Disbursement Formula Set Up
■ Disbursement Formula Limitations

Disbursement Formula Components

Sets of disbursement formulas can be set up for each required fee type, providing a
great deal of disbursement flexibility.
The following components make up each disbursement formula:
■ allocation method, including STUDENT, PERCOURSE, PERUNIT, CRPOINT, or
EFTSU, that determines the nature of the elements used in the disbursement
formula calculation

Student Finance Functions and Maintenance 198-23

Rollover of Fee Data

■ fixed, predetermined currency amount or a percentage of either a gross, net, or

balance amount
■ disbursement method that indicates how amounts calculated should be
distributed, whether to the account of a single organizational unit, to the
account of an owner of a program, or to the account of a department or other
organizational unit with teaching responsibility for study units

Disbursement Formula Set Up

Disbursement formulas must be ranked in the order they should be performed, and
each disbursement formula should be assigned a classification code linking it to one
or more organizational units. Disbursement categories can be assigned to each
disbursement formula to allow aggregation of formula amounts for reporting
purposes.
In addition, rule and fee category overrides can be set up, further refining how a
formula is applied to a group of students.
Disbursement formulas and related data for each required fee type are set up in the
Fee Disbursement Formulas window and the following windows, accessed from the
Fee Disbursement Formulas window:
■ Fee Category Disbursement Formulas
■ Disbursement Categorization
■ Fee Disbursement Formula Rules

Disbursement Formula Limitations

Portions of fees retained with a retention schedule when a student's debt is reduced,
for example, when the student withdraws from a unit or program, cannot be
disbursed within this subsystem.
Situations can arise when an assessed or paid fee cannot be disbursed if the student
is not incurring load at the time of disbursement.

Rollover of Fee Data

Student Finance fee data, including reference, structural, and operational data,
created in one fee period can automatically be rolled over to a subsequent fee
period, and altered if necessary to reflect the requirements of the new fee period.
Rollover of fee data typically occurs on an annual basis.

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 Rollover of Fee Data

The rollover of fee structural data depends on the prior rollover of financial and fee
calendars and associated date aliases. Calendar rollovers are initiated from the
Rollover Calendar Instance window accessed from the Calendar Types window.
Because financial and fee calendars are subordinate to an academic year calendar,
they are typically rolled over as part of the rollover process based on an academic
year. The dates defining each rolled-over calendar instance and related date alias
instances can be checked in the Rollover Calendar Instance window and adjusted if
necessary.
Once financial and fee calendars have been rolled over, the Rollover Fee Data job
rolls over fee structures.
The status of calendars that are rolled over must be changed to active before fee
structural data for related fee calendar instances can be rolled over and become
active.

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Rollover of Fee Data

198-26 Oracle Student System User’s Guide

 199
Student Finance Concepts

This chapter provides information on Student Finance subsystem concepts.

The following sections are in this chapter:
■ Fee Type Levels
■ Fee Type Rates
■ Program Attributes
■ Government Classifications
■ Nominated and Derived Program Attributes
■ Fee Disbursement Formula Examples
For an introduction to the Student Finance subsystem, see Chapter 197, Student
Finance Overview.
For information on setup and maintenance of Student Finance reference data, see
Chapter 198, Student Finance Functions and Maintenance.

Student Finance Concepts 199-1

Fee Type Levels

Fee Type Levels

Calculation and schedule data can be stored at various levels, each level
determining the scope of a fee. Different windows and screens allow access to data
at one of the levels.
This section includes the following topics:
■ Example with Rate
■ Example with Schedules
■ Fee Data and Fee Type Levels

Example with Rate

A computer access fee with fee type COMP-ACC is assigned to two fee categories,
INTRNTL-UG and DOMESTC-UG, and charged at a flat rate of $75 in the
FEE-SEM1 fee period.
If the rate is entered using the Fee Types window, the rate applies to both the
INTRNTL-UG and DOMESTC-UG fee categories and to students in both these fee
categories.
If the rate is entered using the Fee Category Calendar Instance window with the
DOMESTC-UG fee category selected, the rate only applies to students in the
DOMESTC-UG fee category.

Example with Schedules

This section uses a payment schedule as an example of scheduling the COMP-ACC
fee, described in Example with Rate in this chapter.
If a payment schedule is set up using the Fee Types window, then students in both
the INTRNTL-UG and DOMESTC-UG fee categories pay the COMP-ACC fee at the
same time.
If a payment schedule is set up using the first screen of the Fee Category Calendar
Instance window with the DOMESTC-UG fee category selected, then students pay
the COMP-ACC charge when they pay other fees in the DOMESTC-UG fee
category.
If a payment schedule is set up using the second screen of the Fee Category
Calendar Instance window with the DOMESTC-UG fee category selected, then
students pay the COMP-ACC charge at a time specified by the fee category.

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 Fee Type Levels

Table 199–1 shows the fee types and fee type levels that apply to the Fee Type and
Fee Category windows and each scenario outlined in this section.
Table 199–1 Fee Types and Levels and Corresponding Windows
Window Fee Type Fee Type Level
Fee Types all fee types, regardless of FTCI, or Fee Type
category level
Fee Category Calendar all fee types in a particular FCCI, or Fee
Instance, first window category, schedules only Category level
Fee Category Calendar single fee type in a FCFL, or Fee
Instance, second window particular category Liability level

Fee Data and Fee Type Levels

Table 199–2 summarizes fee data, corresponding fee type levels, and additional
information related to fee data.

Table 199–2 Fee Data and Fee Type Levels

Fee Data Fee Type Level Additional Information
FTCI FCCI FCFL
Level Level Level
S = fee data can exist at these levels
simultaneously
E = fee data can exist at either level,
but not both
schedules S S see Schedules in this
chapter
S S
charge method E E charge method and rule
must be at same level
charge method E E
apportionment
payment rank E E
rule E E
rate E E see Rate in this chapter

Student Finance Concepts 199-3

Fee Type Levels

Table 199–2 Fee Data and Fee Type Levels

element ranges E E see Element Ranges in this
chapter
define trigger S see Define Trigger Type in
type this chapter
use triggers S not applicable to
INSTITUTN trigger
category

This section includes the following topics:

■ Schedules
■ Rate
■ Element Ranges
■ Define Trigger Type

Schedules
The following information applies to schedules:
■ For fees with a HECS system fee type or an INSTITUTN trigger category,
schedules must be set up to operate at the FTCI level. In these cases, if fees do
not have a schedule set up to operate at the FTCI level, they cannot have
schedules set up to operate at another level, even if they are included in a fee
category with a schedule set up to operate at another level.
■ If a fee type has a schedule set up to operate at the FTCI level, another schedule
cannot be set up to operate at the FCFL level, and vice versa.
■ If a fee type has a schedule set up to operate at the FTCI level, this schedule
overrides one set up to operate at the FCCI level for that fee type only.
■ If a fee type has a schedule set up to operate at the FCFL level, this schedule
overrides one set up to operate at the FCCI level.

Rate
The following information applies to rate:
■ Fees with a HECS system fee type or an INSTITUTN trigger category must have
calculation details set up to operate at the FTCI level.
■ Charge rate and element ranges must be set up to operate at the same level.

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■ Rates can be differentiated by level, by any combination of location, attendance

type, and attendance mode, by government HECS payment option, and for
options representing a HECS fee, by contribution band.
Note: If location, attendance type, and attendance mode attributes do not make
rates mutually exclusive, an order of precedence must be set. These attributes
are not applicable to HECS fees.

Element Ranges
The following information applies to element ranges:
■ Element ranges cannot be specified for a fee if the system fee type is HECS, or
the charge method is FLATRATE.
■ The element range can only be set up to operate at the FTCI level for institution
fees.

Define Trigger Type

The following information applies to define trigger types:
■ Fees with an INSTITUTN trigger category do not have triggers, can use any
charge method, must have all their details set up to operate at the FTCI level,
and are levied only once, even if a student has more than one current program
attempt.

Fee Type Rates

In this section, rates refer to standard contract rates established through the
Establish Fee Contracts window, not contract rates established with individual
students in the Contract Fee Assessment Rates window. They do include.
Fee type rates are set up in the Fee Assessment Rates window, accessed from the
Fee Types window, or from the Fee Category Calendar Instance window.
Multiple rates can be specified for a single fee type, depending on the following sets
of criteria:
■ how a program is offered, at different locations, and with different types and
modes of attendance
■ HECS payment option
■ HECS contribution band

Student Finance Concepts 199-5

Fee Type Rates

When setting a fee type rate, selections can be made from one set of criteria or the
other, or in the case of fees of system type TUITION, from both sets of criteria. The
set of criteria available for a fee type depends on its system fee type.
Note: If the criteria entered for a fee type rate do not cover all options, a fee is not
incurred for the options not covered. For example, in a multi-campus institution, a
fee type rate is defined for Campus A and Campus B. Students at Campus A and B
incur the fee. Students at Campus C, however, do not.
For fees with OTHER and External system fee types, selections are made from the
following criteria:
■ location code, and/or
■ attendance type, and/or
■ attendance mode
■ unit class
For fees with Tuition - Contribution system fee types, selections are made from the
following criteria:
■ government HECS payment option
■ government HECS contribution band
For fees with TUITION system fee types, selections are made from the following
criteria:
■ location code, and/or
■ attendance type, and/or
■ attendance mode
■ unit class
For information on government classifications, see Government Classifications in
this chapter.

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 Program Attributes

Program Attributes
Certain combinations of criteria are mutually exclusive, for example, two rates with
the values full-time and part-time set up with attendance type as the only criterion.
However, some combinations of criteria are not mutually exclusive. In these
instances, the system follows an order of precedence value given to each criteria
combination.
The following list indicates all possible mutually exclusive criteria combinations:
■ only criterion is location code, and a rate is given for each possible value of
location code
■ only criterion is attendance type, and a rate is given for each possible value of
attendance type
■ only criterion is attendance mode, and a rate is given for each possible value of
attendance mode
■ criteria are location code and attendance type only, and a rate is given for each
possible combination of values of the two criteria
■ criteria are location code and attendance mode only, and a rate is given for each
possible combination of values of the two criteria
■ criteria are attendance type and attendance mode only, and a rate is given for
each possible combination of values of the two criteria
■ criteria are location code, attendance type, and attendance mode, and a rate is
given for each possible combination of values of the three criteria
All other combinations must specify an order of precedence value.

Student Finance Concepts 199-7

Government Classifications

Institutions can set up one rate for programs studied at any location and for any
attendance type or mode, and other rates with particular criteria for a limited
number of exceptions. For example, one rate can be set up for all options, a second
rate can be specified for full-time students at Campus A, and a third rate for
on-campus students at Campus B. The exceptional cases must be set up to take
precedence over the general case, as shown in Table 199–3.
Table 199–3 Sample Order of Precedence Ranking
Order of Attendance Attendance
Precedence Location Code Type Mode Rate
1 Campus A full-time rate X
2 Campus B N rate Y
3 rate Z

The order of precedence for exceptional cases can be reversed, but the general case
must always be listed last. If the general case were listed first, the exceptional cases
would never take effect.
An empty criterion field in the Fee Assessment Rates window indicates that the rate
applies for any value of that criterion.

Government Classifications
A government HECS payment option can consist of a single criterion or be used
with a government HECS contribution band.
HECS fees have a government HECS payment option of 10, 11, or 12, and are
typically set up using 12 sets of criteria as shown in Table 199–4. This covers both
rates for students not liable for differential HECS as well as rates per contribution
band for those students to whom differential HECS applies.

Table 199–4 Government Classifications

Government
HECS
Government HECS Contribution
Payment Option Band Rate Sample Rate
10 - deferred payment Rate A $2520.00
1 rate B $3356.00
2 rate C $4779.00

199-8 Oracle Student System User’s Guide

 Nominated and Derived Program Attributes

Table 199–4 Government Classifications

3 rate D $5593.00
11 - up-front payment rate A $2520.00
with discount
1 rate B $3356.00
2 rate C $4779.00
3 rate D $5593.00
12 - up-front payment rate A $2520.00
without discount
1 rate B $3356.00
2 rate C $4779.00
3 rate D $5593.00

A flag is set in the Gov’t Contribution Payments window to indicate that a payment
option earns the discount shown in the Payment Schedules window.

Nominated and Derived Program Attributes

For some enrolled students, the values for location, attendance type, and attendance
mode entered for their student program attempts can differ from the values
obtained by examining their individual unit enrollments for the program. For
example, a student program attempt can have an off-campus attendance mode
entered, but for a majority of units, the student can study on campus.
For fee assessment, it is important to understand whether nominated program
attributes, those entered for the program attempt, or derived program attributes,
determined by examining units being studied, are used.

Program Fee Triggers

Program fee triggers can be created in the Program Fee Trigger window to match
any or all location, attendance type, and attendance mode attributes of a program
attempt. The program fee triggers are matched to nominated program attempt
attributes and if a match is made, the student is liable for the fee.

Student Finance Concepts 199-9

Nominated and Derived Program Attributes

Program Attributes for Rates

Program attributes for rates do not apply to HECS fees that can be differentiated
only by HECS payment options and contribution bands.
This section includes the following topics:
■ Single Program Attempt Fees
■ Multiple Program Attempt Fees

Single Program Attempt Fees

A fee with a trigger category of PROGRAM, UNIT, UNITSET, or COMPOSITE,
relates to a single program attempt.
A rate with a location specified is matched against a nominated location of the
student program attempt.
A rate with an attendance mode and attendance type specified is matched against a
derived attendance type or mode of the student program attempt.
The derived attendance mode is determined as follows:
■ for a student program attempt to match a rate for an institution-defined value
equivalent to on-campus attendance, all units must be on-campus
■ for a student program attempt to match a rate for an institution-defined value
equivalent to off-campus attendance, all units must be off-campus
■ if neither of these conditions is met, a rate for a value equivalent to multi-modal
attendance applies
The derived attendance type, in which the fee period is associated with only one
load calendar in the Charge Method Apportion window, is determined as follows:
■ for a student program attempt to match a rate for an institution-defined value
equivalent to full-time, the sum of the Effective Full Time Student Units, or
EFTSU, for each unit must be within the range specified by the institution as a
full-time load for that load calendar in the Program Attendance Types window
■ for a student program attempt to match a rate for an institution-defined value
equivalent to part-time, the sum of the Effective Full Time Student Units, or
EFTSU, for each unit must be within the range specified as a part-time load for
that load calendar in the Program Attendance Types window
The derived attendance type, in which the fee period is associated with more than
one load calendar in the Charge Method Apportion window, is determined as
follows:

199-10 Oracle Student System User’s Guide

 Nominated and Derived Program Attributes

■ for a student program attempt to match a rate for an institution-defined value

equivalent to full-time, the sum of the Effective Full Time Student Units, or
EFTSU, for each unit must be within the range specified as full-time for the
academic period in the Program Attendance Types window
■ for a student program attempt to match a rate for an institution-defined value
equivalent to part-time, the sum of the Effective Full Time Student Units, or
EFTSU, for each unit must be within the range specified as part-time for the
academic period in the Program Attendance Types window

Multiple Program Attempt Fees

When a student is enrolled in more than one program, an assessment for an
institution-wide fee must take into account all program attempts liable for the fee
when determining the rate.
A rate with a location specified is matched against a nominated location of the
major program attempt. The major program attempt is the one with the greatest
sum of the unit Effective Full Time Student Units, or EFTSU, for the student or, if
program attempts have equal EFTSU values, the program with the earliest
commencement.
A rate with an attendance mode or attendance type specified is matched against a
derived attendance type or mode of the major program attempt.
The derived attendance mode for each program is determined, as explained in
Single Program Attempt Fees in this chapter, for fees with a PROGRAM trigger
category, and then the following criteria are applied:
■ if all programs are on-campus, the on-campus rate applies
■ if all programs are off-campus, the off-campus rate applies
■ if neither of these criteria is met, a rate for multi-modal attendance applies
The derived attendance type for each program is determined by summing the unit
Effective Full Time Student Units, or EFTSU, for all program attempts and matching
the sum to either the load calendar attendance type range or the academic period
attendance type range, as described in Single Program Attempt Fees in this chapter,
depending on the charge method apportionment established in the Charge Method
Apportion window.

Student Finance Concepts 199-11

Fee Disbursement Formula Examples

Fee Disbursement Formula Examples

This section provides examples of fee disbursement formula applications for the
following fee types:
■ Program Specific Fees
■ Institution-Wide Fees

Program Specific Fees

Program specific fees have trigger categories of PROGRAM, UNIT, UNITSET, or
COMPOSITE.
For program specific fees, fee assessment and payment are based on a student
program attempt. Students with a liability for the same fee in more than one
program per fee period, for example, for a TUITION fee type in two programs in
the FEE-SEM2 fee period, are assessed for each program separately. Students have
separate records for fee assessment and payment related to each program attempt,
with separate fee disbursements also, based on each program attempt.
Table 199–5 shows sample applications of the fee disbursement formula for the
program specific fees.
Note: The sample applications in Table 199–5 are based on a fixed rate of $10.

Table 199–5 Sample Applications of Fee Disbursement Formula

for Program Specific Fees
Allocation Method Total Amount for Disbursement
PERCOURSE $10 multiplied by 1 when student has at
least one unit incurring load
PERUNIT $10 multiplied by number of load-incurring
units studied by student in the program
over the fee period
CRPOINT $10 multiplied by total credit point value of
load-incurring units studied
EFTSU $10 multiplied by total Effective Full Time
Student Units, or EFTSU, of units studied

Table 199–6 shows suggested combinations of fee disbursement formula

components for program specific fees.

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 Fee Disbursement Formula Examples

Note: The STUDENT allocation method is not used for program specific fees
because disbursement is based on a liability for a single program attempt.

Table 199–6 Suggested Combinations of Formula Components

for Program Specific Fees
Disbursement Allocation
Disbursement Method Rate Method Additional Information
DIRECT, total disbursed FIXED PERCOURSE see Table 199–5
amount goes directly to a PERUNIT
single specified CRPOINT
organizational unit EFTSU
PERCENTAGE PERCOURSE other allocation methods
are redundant because
only one recipient of the
disbursed amount exists
COURSEOWN, total FIXED PERCOURSE see Table 199–5
disbursed amount goes to PERUNIT
the owners of the relevant CRPOINT
program EFTSU
PERCENTAGE PERCOURSE other allocation methods
are inefficient because
disbursement is to one or
more owners of a single
program, regardless of
unit teaching
responsibility or
CRPOINT/EFTSU
breakdown
UNITTEACH, total FIXED PERCOURSE see Table 199–5
disbursed amount is split PERUNIT
across relevant units for CRPOINT
programs and goes to EFTSU
departments with
teaching responsibility for
those units
PERCENTAGE PERUNIT PERCOURSE achieves the
CRPOINT same result as PERUNIT
EFTSU because the split is always
across units

Student Finance Concepts 199-13

Fee Disbursement Formula Examples

For example, a student is enrolled in program M300 with three units: MA001,
MA002, MA003. The assessed debt for the TUITION fee type for the program in fee
period FEE-SEM2 1999 is $150.
Only one owner of the program, the Faculty of Business, exists. For each unit,
teaching responsibility rests with one department.
Unit details for this sample scenario are outlined in Table 199–7.

Table 199–7 Unit Details for Sample Scenario

Effective Full
Time Student Department
Unit Credit Units, or with Teaching
Code Points EFTSU Responsibility
MA001 2 0.25 Department of
Accounting
MA002 1 0.125 Department of
Economics
MA003 1 0.125 Department of
Economics

Table 199–8 shows suggested combinations of fee disbursement formula

components and fee disbursement formula outcomes for the sample scenario.
Although other combinations of formula components can be used, they are less
efficient in achieving the same results, and can result in slightly different totals
because of rounding amounts allocated lower.
Each row of the table represents a single formula. These formulas do not constitute
a set. All percentage disbursements are based on a gross assessed debt of $150.
Note: Disbursement of program specific fees is always based on a fee assessment or
payment for a single student program attempt.

Table 199–8 Fee Disbursement Formula Outcomes for Sample Scenario

Total
Disbursement Disbursement Allocation Funds to Amount
Method Rate Method Disburse Allocated Recipient
DIRECT FIXED, $10 PERCOURSE $10.00 $10.00 single specified
account
PERUNIT $30.00 $30.00

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 Fee Disbursement Formula Examples

Table 199–8 Fee Disbursement Formula Outcomes for Sample Scenario

CRPOINT $40.00 $40.00
EFTSU $5.00 $5.00
PERCENTAGE, PERCOURSE $15.00 $15.00 single specified
10% of $150 account
COURSEOWN FIXED, $10 PERCOURSE $10.00 $10.00 Faculty of Business
PERUNIT $30.00 $30.00
CRPOINT $40.00 $40.00
EFTSU $5.00 $5.00
PERCENTAGE, PERCOURSE $15.00 $15.00 Faculty of Business
10% of $150
UNITTEACH FIXED, $10 PERCOURSE $10.00 $3.33 Dept of Accounting
$6.66 Dept of Economics
PERUNIT $30.00 $10.00 Dept of Accounting
$20.00 Dept of Economic
CRPOINT $40.00 $20.00 Dept of Accounting
$20.00 Dept of Economics
EFTSU $5.00 $2.50 Dept of Accounting
$2.50 Dept of Economics
PERCENTAGE, PERUNIT $15.00 $5.00 Dept of Accounting
10% of $150 $10.00 Dept of Economics
CRPOINT $15.00 $7.50 Dept of Accounting
$7.50 Dept of Economics
EFTSU $15.00 $7.50 Dept of Accounting
$7.50 Dept of Economics

Note: Amounts allocated may not exactly equal the total funds to disburse.
Note: CRPOINT and EFTSU are mathematically equivalent, and in this situation,
the two are interchangeable for percentage disbursement. However, if overrides are
used for CRPOINT or EFTSU, and concurrence is not maintained between them,
using CRPOINT or EFTSU in a formula produces different results.
For information on enrolling in unit attempts, see Adding a Unit Attempt,
Chapter 168, Enrollments Overview.

Student Finance Concepts 199-15

Fee Disbursement Formula Examples

Institution-Wide Fees
Institution-wide fees have a trigger category of INSTITUTN.
Table 199–9 shows sample applications of the fee disbursement formula for
institution-wide fees.

Table 199–9 Sample Applications of Fee Disbursement Formula

for Institution-Wide Fees
Allocation Method Total Amount for Disbursement
STUDENT $10 multiplied by 1
PERCOURSE $10 multiplied by number of programs
studied by student in the fee period and
liable for the fee
PERUNIT $10 multiplied by number of units with load
studied by student over the fee period for all
liable programs
CRPOINT $10 multiplied by total credit point value of
units studied and liable for the fee
EFTSU $10 multiplied by total Effective Full Time
Student Units, or EFTSU, of units studied

Note: In all cases, load must be incurred according to charge method

apportionment calendars.

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 Fee Disbursement Formula Examples

Table 199–10 shows suggested combinations of fee disbursement formula

components for institution-wide fees.
Table 199–10 Suggested Combinations of Formula Components
for Institution-Wide Fees
Disbursement Allocation
Disbursement Method Rate Method Additional Information
DIRECT, total disbursed FIXED STUDENT see Table 199–9
amount goes directly to a PERCOURSE
single specified PERUNIT
organizational unit CRPOINT
EFTSU
PERCENTAGE STUDENT other allocation methods
are redundant because
only one recipient of the
disbursed amount exists
COURSEOWN, total FIXED STUDENT see Table 199–9
disbursed amount is split PERCOURSE
between programs PERUNIT
studied when the CRPOINT
institution fee was EFTSU
incurred
PERCENTAGE PERCOURSE STUDENT is redundant
PERUNIT because the result is the
CRPOINT same as for PERCOURSE
EFTSU
UNITTEACH, total FIXED STUDENT see Table 199–9
disbursed amount is split PERCOURSE
across relevant units for PERUNIT
programs and goes to CRPOINT
departments with EFTSU
teaching responsibility for
those units
PERCENTAGE STUDENT STUDENT and PERUNIT
PERCOURSE are interchangeable. The
PERUNIT total disbursed amount is
CRPOINT split equally between all
EFTSU units, regardless of
program. For
PERCOURSE, the total
disbursed amount is split
equally between programs
and across units within
programs.

Student Finance Concepts 199-17

Fee Disbursement Formula Examples

199-18 Oracle Student System User’s Guide

 200
Fee Structure Statuses Procedure

This chapter describes how to create fee structure statuses. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Fee Structure Statuses Procedure
■ Fee Structure Statuses Window

Fee Structure Statuses Procedure 200-1

Definition

Definition
The fee structure statuses procedure matches a fee structure status defined by the
institution to a system fee structure status.

Overview
Student finance data can vary in scope. It can affect the following:
■ a fee type in any category to which it belongs
■ all fee types in a fee category
■ a single fee type in a particular category
The different ranges for a particular fee apply within a specified fee period. They
are represented by different levels.
Fee structure statuses reflect the active, inactive, or planned activity of a fee at each
level. Statuses are entered in the Fee Types window for the first level and in the Fee
Category Calendar Instance window for the second and third levels.

200-2 Oracle Student System User’s Guide

 Creating Fee Structure Statuses Procedure

Creating Fee Structure Statuses Procedure

The following information applies to this procedure:
■ The system fee structure statuses are active, inactive, and planned.
■ Unless it is important to retain a term already in use in the institution, it is
recommended that institution-defined status names reflect system status names.
■ A status cannot be deleted after it is assigned to a level.
To create a fee structure status, perform the following steps.
1. In Oracle Student System, navigate to the Fee Structure Statuses window as
follows:
Student Finance - Fee Assess - Fee Structure Statuses
2. Enter data in appropriate fields.
3. In the Fee Structure Status field, create status names chosen by the institution to
map to system fee structure statuses.
One or more institution-defined statuses can map to each system status.
4. In the System Fee Structure Status field, select Active, Inactive, or Planned from
the drop-down list.
5. Select the Closed check box to close statuses that are no longer required.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Fee Structure Statuses Procedure 200-3

Fee Structure Statuses Window

Fee Structure Statuses Window

Figure 200–1 Fee Structure Statuses Window

200-4 Oracle Student System User’s Guide

 201
Fee Posting Accounts Procedure

This chapter describes how to create fee posting accounts. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Fee Posting Accounts Procedure
■ Fee Posting Accounts Window

Fee Posting Accounts Procedure 201-1

Definition

Definition
The fee posting accounts procedure creates the account codes that are assigned to
fee types and those used to receive disbursed income.

Overview
Account codes are used in procedures that enter assessments, receipt payments, and
disburse income.
Transactions originating in the Student Finance subsystem are posted to general
ledger accounts through Oracle Receivables in the institution’s finance system. If
Receivables is installed, external accounts, which are generally general ledger
accounts, can be attached to the student finance account codes for posting fee type
transactions or receiving disbursed income. The account codes, specific to a
financial reporting period, that are entered in this window, are the following:
■ those assigned to fee types in the Fee Types window with an aggregate of
transactions for a particular fee type being posted to the finance system
■ those used to receive income from fees as a result of disbursement. These
accounts are entered against budget centers or organizational units using either
the Disbursement Accounts window or the Account Classification window.
For example, one account code might be set up for general service fees and another
for all other tuition fees. Special accounts can be established for special fees such as
lab fees. Disbursement accounts can be set up for faculties and teaching
departments to receive disbursed income from fees.

201-2 Oracle Student System User’s Guide

 Creating Fee Posting Accounts Procedure

Creating Fee Posting Accounts Procedure

To create a fee posting account, perform the following steps.
1. In Student Finance, navigate to the Fee Posting Accounts window as follows:
Student Finance - Fee Assess - Fee Posting Accounts
2. Enter data in appropriate fields.
3. In the Account Code field, enter the account codes needed for posting fee type
transactions or receiving disbursed income.
Note: Accounts that are no longer operational can be closed, but they cannot be
deleted while they are associated with a fee type or while a dependent
disbursement journal detail exists.
4. In the Description field, enter descriptive text.
5. In the Calendar Type field, for each account code, select the financial calendar
instance to which it applies from the list of values.
Note: Calendar type must have a system status of ACTIVE or PLANNED and
be of system-defined calendar category FINANCE.
6. In the External Account field, select the external account to which the account
code applies.
Note: This field is not available unless Receivables is installed.
If Receivables is installed, external accounts, which are generally general ledger
accounts, can be attached to the standard finance account codes for posting fee
type transactions or receiving disbursed income.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Fee Posting Accounts Procedure 201-3

Fee Posting Accounts Window

Fee Posting Accounts Window

Figure 201–1 Fee Posting Accounts Window

201-4 Oracle Student System User’s Guide

 202
Fee Types Procedure

This chapter describes how to maintain fee types. The following sections are in this
chapter:
■ Definition
■ Overview
■ Maintaining Fee Types Procedures
■ Fee Types Window
■ Fee Types Window Description
■ Fee Type Calendar Instances Window
■ Fee Type Calendar Instances Window Description

Fee Types Procedure 202-1

Definition

Definition
A fee type defines a type of fee, such as Resident, Nonresident, Tuition, and Major
and links it to the fee period in which it operates. All other windows required to set
up fee type data are accessed at this level.

Overview
Appropriate active or planned fee calendar instances must be entered for each fee
type, together with their relevant date alias instances. These are selected from
instances already created in the Calendar subsystem. When fees are added to a fee
category in the Fee Category Calendar Instance window, only fees with a calendar
instance that matches a category calendar instance can be included in the category.
For information on fee calendars and date aliases, see Setting Up Calendars and
Date Aliases, Chapter 153, Student Finance Functions and Maintenance.
Attaching certain fee data at a particular level can vary its effective range. Fee data
entered in the Fee Types window, instead of the Fee Category Calendar Instance
window, has a range called Fee Type or FTCI level.
If the schedule and calculation windows are accessed from the Fee Types window,
data in the accessed windows applies at the FTCI level.
FTCI level data applies to students in all the categories to which the fee belongs.
The following types of data are entered in the Fee Types window:
■ data that defines a fee type and applies to that fee type in all circumstances
■ data that applies to a fee type only for a particular fee calendar instance
■ data that has the range described previously if entered at this level
For information on levels, see Fee Type Levels, Chapter 199, Student Finance
Concepts.
For information on fee calculations, see Setting Up Calculation Data, Chapter 198,
Student Finance Functions and Maintenance.
For information on scheduling, see Setting Up Schedules, Chapter 198, Student
Finance Functions and Maintenance.
Schedules can be set up both at this level and at the fee category level through the
Fee Category Calendar Instance window to operate complementarily.

202-2 Oracle Student System User’s Guide

 Maintaining Fee Types Procedures

Maintaining Fee Types Procedures

The Fee Types procedure includes the following parts:
■ Entering Data Applying to a Fee Type in All Contexts
■ Entering Data Applying to a Fee Type in All Contexts
■ Entering Data Applying to a Fee Type if FTCI Level is Chosen

Entering Data Applying to a Fee Type in All Contexts

To enter data applying to a fee type in all contexts, perform the following steps.
1. In Oracle Student System, navigate to the Fee Types window as follows:
Student Finance - Fee Assess - Fee Types
2. Enter data in appropriate fields as described in Table 202–1.
3. Select a system fee trigger category from the drop-down list.
For information on triggers, see Assigning Triggers to Fee Liabilities,
Chapter 153, Student Finance Functions and Maintenance.
4. Optionally, select the Optional Payment check box if the fee is not mandatory.
An example of such a fee is a noncompulsory student association fee
administered by the institution. Although the fee is still assessed and remains as
a debt if not paid, no debt management applies.
5. To link a fee type to the fee periods in which it operates, select one or more
instances of a fee calendar type from the list of values, which includes Planned
and Active calendars.
Note: Once assigned a calendar instance, a fee type cannot be deleted but can be
closed. Closing a fee type does not affect existing fee liabilities, which are fee
types assigned to fee categories, but does prevent an existing fee liability from
being assigned as a new fee liability.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Click Back to return to the Fee Types window.

Entering Data Applying to a Fee Type in a Calendar Instance

The following information applies to this procedure:

Fee Types Procedure 202-3

Maintaining Fee Types Procedures

■ A fee type and calendar instance status cannot be changed from Active to
Inactive while any fee liability is Active in a category.
■ The Fee Assessment job in Process Fee Assessments disregards fee types with a
status other than active.
■ When changing a planned fee type and calendar instance to active, first ensure
that the fee period instance and finance calendar instance are active in the
Calendar Types window.
■ Start date, end date, and retro date alias instances in the list of values are those
assigned to the fee calendar instance selected.
To enter data applying to a fee type in a calendar instance, perform the following
steps.
1. In Oracle Student System, navigate to the Fee Types window as follows:
Student Finance - Fee Assess - Fee Types
2. Query or enter data in appropriate fields as described in Table 202–1.
3. Click Fee Type Calendars.
The Fee Type Calendar Instances window appears.
4. Enter data in appropriate fields as described in Table 202–2.
5. In the Status field, select a fee structure status for each calendar instance
selected.
6. In the Start Date Alias and End Date Alias fields, select a date alias for each fee
type and calendar instance combination.
7. In the Account Code field, select an account code from the drop-down list.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Click Back to return to the Fee Types window.

Entering Data Applying to a Fee Type if FTCI Level is Chosen

The following information applies to this procedure:
■ The system provides fee calculation rules. To display either the formula or the
description of a rule, select the Rule or Description tab. For fees with a HECS
system fee type, select the HECS formula rule.

202-4 Oracle Student System User’s Guide

 Maintaining Fee Types Procedures

■ For fees with an Institution trigger category, the payment rank, charge method,
and rule must be specified at the FTCI level. Calculation and schedule windows
must be accessed from the Fee Types window. Data is entered at the FTCI level.
■ Element ranges in the Element Ranges window are not applicable to a HECS fee
or when the charge method is Flatrate.
■ Retention and encumbrance schedules are not applicable when payment is
optional.
To enter data applying to a fee type if the FTCI level is chosen, perform the
following steps.
1. In Oracle Student System, navigate to the Fee Types window as follows:
Student Finance - Fee Assess - Fee Types
2. Query or enter data in appropriate fields as described in Table 202–1.
3. Click Fee Type Calendars.
The Fee Type Calendar Instances window appears.
4. Click Charge Method Apportionment.
The Charge Method Apportion window appears.
5. Enter data in appropriate fields as described in Table 202–2.
For information on charge method apportionment, Creating Charge Method
Apportion Procedure, Chapter 216, Charge Method Apportion Procedure.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Optionally, click the buttons described in Table 202–2 and enter data in
appropriate fields.
8. Close the window.

Fee Types Procedure 202-5

Fee Types Window

Fee Types Window

Figure 202–1 Fee Types Window

202-6 Oracle Student System User’s Guide

 Fee Types Window Description

Fee Types Window Description

Table 202–1 Fee Types Window Description
Field Name Type Features Description
Fee Type required list of values fee type
System Fee Type required drop-down system fee type; must be assigned to each fee type
list
System Fee Trigger required drop-down restricts the type of fee triggers used to match a
Category list student program, unit, or unit set attempt to a fee for
which students in a particular category are liable; valid
values are Program, Institution, Unit, Composite, and
Unitset
Optional Payment optional check box indicates that a fee is not mandatory; no debt
management applies
Closed optional check box selection prevents an existing fee liability from being
assigned as a new fee liability
Description required describes fee type
Comments optional comments on fee type
Fee Type Calendars required button opens Fee Type Calendar Instances window

Fee Types Procedure 202-7

Fee Type Calendar Instances Window

Fee Type Calendar Instances Window

Figure 202–2 Fee Type Calendar Instances Window

202-8 Oracle Student System User’s Guide

 Fee Type Calendar Instances Window Description

Fee Type Calendar Instances Window Description

Table 202–2 Fee Type Calendar Instances Window Description
Field Name Type Features Description
Fee Type display only fee type entered in Fee Types window
System Fee Type display only system fee type entered in Fee Types window
System Fee Trigger display only system fee trigger category entered in Fee Types
Category window
Fee Type Calendar
Instances
Fee Calendar Type required list of values selection of one or more instances of fee calendar links
fee type to fee periods
Description default, description of fee calendar instance selected
display only
Start Date default, start date of fee calendar type; all-inclusive
display only
End Date default, end date of fee calendar type; all-inclusive
display only
Status required list of values status of fee type and calendar instance combination,
as distinct from status of the calendar instance itself;
statuses are Active, Inactive, Planned
Start Date Alias required list of values start date assigned to fee calendar instance
End Date Alias required list of values end date assigned to fee calendar instance
Retro Date Alias optional list of values retro date assigned to fee calendar instance
Payment Rank optional payment rank determines order for application of
payment amounts to a student’s fee liabilities
Account Code required refers to an external finance system and must be
selected for an active fee type and calendar instance;
must have a finance calendar instance that is also a
superior of the fee period or calendar instance selected
Charge Method required charge methods; system-defined as Crpoint, EFTSU,
Perunit, Flatrate
Note: When a fee has a HECS system fee type, the
charge method must be EFTSU.

Fee Types Procedure 202-9

Fee Type Calendar Instances Window Description

Table 202–2 Fee Type Calendar Instances Window Description

Field Name Type Features Description
Rule Sequence required HECS or standard fee assessment number; must be at
Number the same level as charge method
Description Tab default, displays formula for fee assessment
display only
Rule Tab default, displays rules governing fee assessment formula
display only
Payment Schedule button opens Payment Schedules window
Retention Schedule button opens Retention Schedules window
Charge Method button opens Charge Method Apportion window
Apportionment
Fee Encumbrance button opens Fee Hold window
Assessment Rates button opens Fee Assessment Rates window
Elements Range button opens Element Ranges window
Back button returns to Fee Types window

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 203
Fee Category Calendar Instance Procedure

This chapter describes how to create the fee category calendar instance. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Fee Category Calendar Instance Procedure
■ Fee Category Calendar Instance Window

Fee Category Calendar Instance Procedure 203-1

Definition

Definition
The fee category calendar instance procedure creates fee categories, links them to
relevant calendar instances and date aliases, assigns fee types to fee categories, and
accesses all other windows required to set up data at this level.

Overview
The Fee Category Calendar Instance window and the Fee Types window are central
windows in the Student Finance subsystem.
Fee categories are created and maintained in this window and are linked to fee
periods in which to operate. In the Fee Category Calendar Instance window, fees
are assigned to categories. The Fee Category Calendar Instance window also serves
as an access point to other windows.

Calendars
Appropriate active or planned fee calendar instances must be entered for each fee
category, together with their relevant date alias instances. These are selected from
instances already created in the Calendar subsystem. When fees are added to a fee
category in this window, only those fee types with a calendar instance that matches
a category calendar instance selected are available for inclusion.
For information on fee calculations, see Setting Up Calculation Data, Chapter 198,
Student Finance Functions and Maintenance.
For information on fee schedules, see Setting Up Schedules, Chapter 198, Student
Finance Functions and Maintenance.

Levels
The use of levels is introduced in the Specialist Overview and explained more fully
in the section on levels in Special Topics. Depending on the window in which data
is entered, it can vary in its effective range. These different ranges include the
following levels: Fee Type, FTCI; Fee Category, FCCI; and Fee Liability, FCFL.
The fee category and fee liability level data is defined using the Fee Category
Calendar Instance window and has a narrower range than data defined at the fee
type level in the Fee Types window.
Schedule data can be defined at both the FCCI and the FCFL levels, using windows
accessed from the Fee Category Calendar Instance window and the Fee Types
window. Calculation data is entered in and through the Fee Category Calendar

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 Overview

Instance window is at the FCFL level and applies only to a single fee within a single
category.
The following information distinguishes among kinds of data:
■ data that applies to the fee category in general
■ data that applies to a fee category in a particular fee calendar instance
■ data that applies to a fee category and calendar instance combination if the
FCCI level is chosen
■ creation of fee liabilities by assigning fee types to fee categories
■ data applying to a fee liability
■ data applying to a fee liability if the FCFL level is chosen
For information on levels, see Fee Type Levels, Chapter 199, Student Finance
Concepts.

Fee Category Calendar Instance Procedure 203-3

Creating Fee Category Calendar Instance Procedure

Creating Fee Category Calendar Instance Procedure

The Fee Category Calendar Instance procedure includes the following parts:
■ Creating Fee Categories
■ Creating Fee Liabilities

Creating Fee Categories

The following information applies to this procedure:
■ Once assigned a calendar instance, a fee category cannot be deleted but can be
closed to prevent further use.
■ A fee category and calendar instance status cannot be changed from ACTIVE to
INACTIVE while any fee liability is ACTIVE in the category. After a warning
message appears describing this, users are asked to confirm that liability
statuses should also be changed.
■ The Process Fee Assessment job processes only fee categories and fee liabilities
that have an active status.
■ Start date, end date, and, optionally, retro date aliases are also selected for a
particular fee in the Fee Types window. A start date can be entered at the fee
liability level. When considering a fee liability, the latest start date, the earliest
end date, and the earliest retro date apply.
To create a fee category, perform the following steps.
1. In Oracle Student System, navigate to the Fee Category Calendar Instance
window as follows:
Student Finance - Fee Assess - Fee Categories
The Fee Category Calendar Instances window appears.
2. Enter data in appropriate fields.
3. In the Fee Category field, enter a fee category.
Fee categories are created here but assigned to students through the
Admissions or Enrollments subsystems.
4. In the Description field, enter a description.
5. Optionally, for data applying to the fee category in general, select a code from
the list of values to specify the currency of the rates that apply in this category.

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 Creating Fee Category Calendar Instance Procedure

If the field is left blank, the local currency, as indicated in the International
Currency Codes window, is assumed.
6. For data applying to the fee category in general, link a fee category to the time
periods during which it is to operate by selecting one or more instances of a fee
calendar type from those in the list of values, which displays active and
planned fee calendar instances.
7. In the Status field, select a status from the list of values.
Note: For data applying to a fee category in a calendar instance, a status must
be entered for each calendar instance selected.
This status field refers to the status of the fee category and calendar instance
combination, as distinct from the status of the calendar instance itself.
8. For data applying to a fee category in a calendar instance, in the Start Date Alias
field and in the End Date Alias field, select an instance for each fee category and
calendar instance combination from the list of values.
Start date, end date, and retro date instances are all inclusive.
9. Optionally, for data applying to a fee category in a calendar instance, in the
Retroactive Date Alias field, select a retroactive date alias from the list of values.
10. For data applying if the FCCI level is chosen, click Fee Schedules to access the
relevant windows to specify schedules for payment, retention, and holds.
Note: These schedules apply to all active fee types in a category, unless
overridden by a corresponding schedule either at the FTCI or the FCFL level.
Defining schedules at the FCCI level is typical, and at that level, a single
schedule for one set of payment dates can be set up to be used in administering
all fees due from an individual student.
11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

Creating Fee Liabilities

The following information applies to this procedure:
■ The statuses ACTIVE, PLANNED, and INACTIVE control the operation of a fee
within a fee category. Active statuses cannot be set if the status of the
corresponding category is not active.

Fee Category Calendar Instance Procedure 203-5

Creating Fee Category Calendar Instance Procedure

■ The Process Fee Assessment job processes only fee liabilities that have an active
status.
■ It is recommended that calculation and schedule data be entered for an
individual liability only at the FCFL level if special circumstances exist.
■ When a fee has a HECS system fee type or an INSTITUTN trigger category, the
payment rank, charge method, and rule cannot be specified at the FCFL level.
They must be specified at the FTCI level. Calculation data cannot be specified in
windows accessed from this window. Assessment rates, charge method
apportionment, and element ranges must be set up at the FTCI level. Schedule
data cannot be specified in windows accessed from this window. Schedules
must be set up at the FTCI level.
■ Element ranges are not applicable when the charge method is FLATRATE.
■ Schedules at the FCFL level override schedules at the FCCI level for the
corresponding fee type.
■ Schedules cannot be defined both at the FCFL level and at the FTCI level for the
same fee type.
For information on fee calculations, see Setting Up Calculation Data, Chapter 198,
Student Finance Functions and Maintenance.
To create a fee liability, perform the following steps.
1. In Oracle Student System, navigate to the window as follows:
Student Finance - Fee Assess - Fee Categories
The Fee Category Calendar Instance window appears.
2. Click Fee Liabilities.
The Fee Category Fee Liability window appears.
3. Enter data in appropriate fields.
4. In the Fee Type field, select a fee type from the list of values for each fee
category and calendar instance.
5. In the Payment Rank field, enter a payment rank.
Note: A payment rank must be entered here or at the FTCI level, but not at both
levels for the same fee type. When entered at this level, the payment rank must
be unique with regard to any other liability in the same fee category, whether
the rank for another liability is also established at the FCFL level or at the FTCI
level.

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 Creating Fee Category Calendar Instance Procedure

Payment rank is used by the subsystem to provide integration with an external

finance system for determining the order in which payment amounts should be
applied to a student’s fee liabilities.
6. In the Fee Liability Status field, select a fee liability status from the list of values
for each fee liability.
7. Optionally, for data applying to a fee liability, in the Start Date Alias field, select
a start date alias from the list of values.
For the selected liability, a later start delays the start of assessment for this fee
relative to other fees in the category.
8. For data applying to a fee liability, specify triggers for liabilities for which the
fee type has a system fee trigger category of PROGRAM, UNIT, UNITSET, or
COMPOSITE, by clicking Fee Triggers.
Fees with a system fee trigger category of INSTITUTN do not require triggers.
Depending on the trigger category, other buttons may be presented for selection
of the correct trigger window.
9. For data applying if the FCFL level is chosen, select the charge method type
from the list in the Charge Method Type field.
10. For data applying if the FCFL level is chosen, select the rule from the list of
values in the Rule field.
The charge method and rule are selected here or at the Fee Type, FTCI, level in
the Fee Types window, but they cannot be selected at both levels for the same
fee type.
When charge method and rule have been entered at the Fee Type level,
information specified there can be viewed by clicking FTCI Defn.
Charge methods are system-defined. They are CRPOINT, EFTSU, FLATRATE,
and PERUNIT. Charge method and rule should be at the same level.
11. Specify further calculation data, such as assessment rates, charge method
apportionment, and element ranges, at the FCFL level by accessing the relevant
windows from the navigation buttons. Alternatively, specify calculation data at
the FTCI level.
12. Specify schedules for payment, retention, and encumbrances at the FCFL level
by accessing the relevant windows from the navigation buttons. Click Fee
Schedules to access further buttons. These schedules at the FCFL level apply
only to the selected liability, which is a single fee type in the selected category.

Fee Category Calendar Instance Procedure 203-7

Creating Fee Category Calendar Instance Procedure

Calculation and schedule data entered at the FTCI level can be seen in query
mode if the relevant windows are accessed from the FCFL level.
13. Save or save and continue as follows:

File - Save or Save and Proceed

14. Close the window.

203-8 Oracle Student System User’s Guide

 Fee Category Calendar Instance Window

Fee Category Calendar Instance Window

Figure 203–1 Fee Category Calendar Instance Window

Fee Category Calendar Instance Procedure 203-9

Fee Category Calendar Instance Window Description

Fee Category Calendar Instance Window Description

Table 203–1 Fee Category Calendar Instance Window Description
Field Name Type Features Description
Fee Category required fee category
Description required description of fee category
Closed optional if selected, indicates that fee category is no longer valid
Currency optional list of values currency associated with fee category
Fee Category
Calendar Instances
Region
Calendar Type required list of values calendar type to be associated with fee category
Description default, description of calendar type
display only
Start Date default, start date of calendar type
display only
End Date default, end date of fee calendar type
display only
Status required list of values status of calendar type; statuses are Active, Inactive,
Planned
Start Date Alias required list of values start date assigned to calendar type
End Date Alias required list of values end date assigned to fee calendar type
Retro Date Alias optional list of values retro date assigned to fee calendar type
Fee Schedules button dynamically changes display to show the following
buttons: Fee Payment Schedule, Fee Retention
Schedule, and Fee Hold
Fee Liabilities button opens Fee Category Fee Liability window
Fee Payment button opens Payment Schedule window
Schedule
Fee Retention button opens Retention Schedules window
Schedule
Fee Hold button opens Fee Hold window
[Back Arrow] button resets buttons displayed

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 204
Program Type Fee Trigger Procedure

This chapter describes how to create program type fee triggers. The following
sections are in this chapter:
■ Definition
■ Overview
■ Associating Program Types with Fees
■ Fee Category Fee Liability Window Description

Program Type Fee Trigger Procedure 204-1

Definition

Definition
The program type fee trigger procedure creates a link between a fee liability and the
set of programs constituting a program type, so that students in the specified
programs can be considered for the fee liability.

Overview
In the Process Fee Assessments job, triggers are used to decide whether a fee applies
to a particular program a student is studying. If a program trigger entered against a
fee liability matches a student program attempt, the student is eligible for
assessment.
The following windows are used to enter program triggers.
■ The Program Fee Trigger window is used to specify individual programs.
■ The Program Type Fee Trigger window can be used to set a single trigger to
operate for a particular grouping of a range of programs, as set up in the
Program Structure and Planning subsystem.
■ The Program Group Fee Trigger window, which deals with program groups,
can be used to set a single trigger to operate for a particular grouping of a range
of programs, as set up in the Program Structure and Planning subsystem.
The Program Type Fee Trigger window shows the fee liability, which is the fee
within a category in a fee period, in the Fee Category Fee Liability region and the
charge method for which triggers are entered in the Course Type Fee Trigger region.
The Program Type Fee Trigger window matches program types to fee liabilities, and
is typically the window used most frequently in allocating fee triggers. The
programs and versions that form a program type follow government classifications,
as explained in the documentation for the Program Types window in the Program
Structure and Planning subsystem. Program types are assigned to program versions
in the Program Ownership window.
The following are examples of government program types to which
institution-defined program types are allocated within the system:
■ 1 Higher Doctorate
■ 8 Bachelor’s Graduate Entry
■ 60 Open Learning Studies

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 Overview

Fees with a system fee type of HECS are commonly set up with triggers for all
award program types, which, in turn, map to government program types. TUITION
fees can also have program type triggers.
The Program Type Fee Trigger window is called from the Fee Category Calendar
Instances region of the Fee Category Calendar Instance window by clicking the Fee
Liabilities navigation button, then clicking Fee Triggers and Program Type Fee
Triggers in the Fee Category Fee Liability window.
For information on triggers, see Assigning Triggers to Fee Liabilities, Chapter 198,
Student Finance Functions and Maintenance.

Program Attributes
The Program Type Fee Trigger window does not accommodate different attributes
of the programs in question, but only the program versions established as a
particular program type. If only some attributes of the programs are to invoke fee
assessment, this must be handled by setting up rates only for those attributes in the
Fee Assessment Rates window. For example, in that window there may be just one
rate, which applies for an attendance type of full-time. Effectively, this prevents an
assessment from being made against the selected fee type for student program
attempts with any other attendance type.

Trigger Deletion
Logical deletion is a way to remove a trigger from further use while still enabling
transaction reversals to be made for those transactions that have already been
created as a result of the trigger.

Program Type Fee Trigger Procedure 204-3

Associating Program Types with Fees

Associating Program Types with Fees

The following information applies to this procedure:
■ Program types are allocated to program versions in the Program Ownership
window. Each program version is required to have a program type.
■ Only open program types can be selected.
■ The creation date of a record is automatically supplied by the system.
To associate a program type, created in the Program Structure and Planning
subsystem, with a particular fee, perform the following steps.
1. In Oracle Student System, navigate to the Program Type Fee Trigger window as
follows:
Student Finance - Fee Assess - Fee Categories
The Fee Category Calendar Instance window appears.
2. Query the appropriate record.
3. Click Fee Liabilities.
The Fee Category Fee Liability window appears. For information on this
window, see Fee Category Fee Liability Window Description in this chapter.
4. Select the appropriate record.
5. Click Fee Triggers.
6. Click Program Type Fee Triggers.
The Program Type Fee Trigger window appears.
7. Enter data in appropriate fields.
8. In the Program Type field, select the program type from the list of values.
The program type acts as a trigger, used by the fee assessment routine, to match
program versions of the appropriate type to program attempts of eligible
students to levy the selected fee.
Note: It is not possible to distinguish between different program offerings using
the Program Type Fee Trigger window.
9. Select the Include deleted triggers check box to display all triggers, including
those that have been logically deleted when the form is queried.

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 Associating Program Types with Fees

Note: Selecting the Include deleted triggers check box has no effect on
functionality in the fee assessment routine.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Program Type Fee Trigger Procedure 204-5

Fee Category Fee Liability Window Description

Fee Category Fee Liability Window Description

Table 204–1 Fee Category Fee Liability Window Description
Field Name Type Features Description
Calendar Type default, fee type entered in Fee Types window
display only
Effective Dates default, effective dates for calendar type
display only
Fee Category default, fee category for calendar type
display only
Currency default, currency associated with calendar type
display only
Fee Category Fee
Liability Region
Fee Type required list of values fee type associated with calendar type
System Fee Type default, System fee type associated with fee type
display only
Fee Trigger Type default, fee trigger type associated with fee type;
display only
Payment Rank default, payment rank associated with fee type
display only
Fee Liability Status required list of values status of fee type; statuses are Active, Inactive, Planned
Description default, description of fee type
display only
Start Date Alias required list of values start date assigned to fee type
Charge Method Type default, charge method type associated with fee type
display only
Rule default, number of charge method rule
display only
Syntax Tab default, displays formula for fee type
display only
Description Tab default, describes fee type
display only

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 Fee Category Fee Liability Window Description

Table 204–1 Fee Category Fee Liability Window Description

Field Name Type Features Description
Fee Schedule button dynamically changes display to show the following
buttons: Fee Payment Schedule, Fee Retention
Schedule, and Fee Hold
Fee Calculations button dynamically changes display to show the following
buttons: Charge Method Apportion, Fee Assessment
Rate, and Elements Range
Fee Triggers button opens appropriate fee trigger window if only one
associated with fee type, otherwise dynamically
changes display to show the following buttons:
Program Fee Triggers, Program Type Fee Triggers,
Program Group Fee Triggers
Fee Type Calendar button opens Charge Method window
Instance Definition
Back button returns to Fee Category Calendar Instance window
Fee Payment button opens Payment Schedules window
Schedule
Fee Retention button opens Retention Schedules window
Schedule
Fee Hold button opens Fee Hold window
[Back Arrow] button resets buttons displayed
Charge Method button opens Charge Method Apportion window
Apportion
Fee Assessment Rate button opens Fee Assessment Rates window
Elements Ranges button opens Element Ranges window
[Back Arrow] button resets buttons displayed
Program Fee Triggers button opens Program Fee Trigger window
Program Type Fee button opens Program Type Fee Trigger window
Triggers
Program Group Fee button opens Program Group Fee Triggers window
Triggers
[Back Arrow] button resets buttons displayed

Program Type Fee Trigger Procedure 204-7

Fee Category Fee Liability Window Description

Table 204–1 Fee Category Fee Liability Window Description

Field Name Type Features Description
Charge Method
Window
Charge Method Type default, name of charge method type
display only
Rule default, number of charge method type
display only
Description Tab default, displays formula for charge method
display only
Syntax Tab default, describes charge method
display only

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 205
Program Group Fee Trigger Procedure

This chapter describes how to create program group fee triggers. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Program Group Codes

Program Group Fee Trigger Procedure 205-1

Definition

Definition
The program type fee trigger procedure creates a link between a fee liability and the
set of programs constituting a program group, so that only students in the specified
programs are considered for the fee liability.

Overview
In the Process Fee Assessment job, triggers are used to decide whether a fee applies
to a particular program a student is studying. If a program trigger entered against a
fee liability matches a student program attempt, the student is eligible for
assessment.
The Program Group Fee Trigger window matches program groups to fee liabilities.
The programs and versions that form a program group are determined by an
institution according to its own administrative or academic requirements. There is
scope to set up groups relating specifically to the fees they attract. It is
recommended that users establish a specific program group type, for example
FEE-ASS, as a USERDEF type, to distinguish fee-related groups.
Three windows are used to enter program triggers. The Program Fee Trigger
window is used to specify individual programs. The Program Group Fee Trigger
window and the Program Type Fee Trigger window, which deals with program
types, can be used to set a single trigger to operate for a particular grouping of a
range of programs, as set up in the Program Structure and Planning subsystem.
The Program Group Fee Trigger window shows the fee liability, which is the fee
within a category in a fee period, in the Fee Category Fee Liability region and the
charge method for which triggers are entered in the Course Type Fee Trigger region.
The Program Fee Trigger window is called from the Fee Category Calendar
Instances region of the Fee Category Calendar Instance window, by clicking the Fee
Liabilities navigation button and then clicking Fee Triggers and Program Group
Fee Triggers in the Fee Category Fee Liability window.
For information on triggers, see Assigning Triggers to Fee Liabilities, Chapter 198,
Student Finance Functions and Maintenance.
For information on program groups, see Overview, Chapter 56, Program Groups
Procedures.
For information on program group types, see Overview, Chapter 51, Program
Group Types Procedure.

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 Overview

Program Attributes
The window does not accommodate different attributes of the programs in
question, but only the program versions making up a group. If only particular
attributes of the programs are to invoke fee assessment, this must be handled by
setting up rates only for those attributes in the Fee Assessment Rates window. For
example, in that window there may be just one rate, which applies for full-time
attendance type. This prevents an assessment being made against the selected fee
type for student program attempts with any other attendance type.

Deletion of Triggers
Logical deletion is a way to remove a trigger from further use while still enabling
transaction reversals to be made for those transactions that have already been
created as a result of the trigger.
For example, there may be some programs that attract a fee for laboratory use.
Program versions for these programs could be entered against a program group,
LAB-CRS, and this group assigned as a trigger to a liability with the fee type
LAB-FEE.

Program Group Fee Trigger Procedure 205-3

Creating Program Group Codes

Creating Program Group Codes

The following information applies to this procedure:
■ New versions of programs must be added to program groups in the Program
Groups window if they are intended also to act as triggers for the fee liability in
question.
■ Only open program groups can be selected.
■ The creation date of a record is automatically supplied by the system.
To create a program group code, perform the following steps.
1. In Oracle Student System, navigate to the Program Group Fee Trigger window
as follows:
Student Finance - Fee Assess - Fee Categories
The Fee Category Calendar Instance window appears.
2. Query the appropriate record.
3. Click Fee Liabilities.
The Fee Category Fee Liability window appears. For information on this
window, see Fee Category Fee Liability Window Description, Chapter 204,
Program Type Fee Trigger Procedure.
4. Select the appropriate record.
5. Click Fee Triggers.
6. Click Program Group Fee Triggers.
The Program Group Fee Trigger window appears.
7. Enter data in appropriate fields.
The following information applies to this step:
■ No save is necessary. Confirmation is requested before an automatic logical
deletion is performed. A deletion date is supplied by the system.
8. In the Program Group Code field, select a program group code from the list of
values.
The program group code indicates those program versions that are matched to
the program attempts of eligible students by the fee assessment routine to levy
the selected fee. Program groups are set up in the Program Groups window.

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 Creating Program Group Codes

Note: It is not possible to distinguish between different program offerings using

the Program Group Fee Trigger window.
9. Select the Include deleted trigger check box to display all triggers, including
those that have been logically deleted, when the window is queried.
Note: Selecting the Include deleted trigger check box has no effect on
functionality in the fee assessment routine.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Program Group Fee Trigger Procedure 205-5

Creating Program Group Codes

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 206
Program Fee Trigger Procedure

This chapter describes how to create program fee triggers. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Program Codes
■ Program Fee Trigger Window

Program Fee Trigger Procedure 206-1

Definition

Definition
The program fee trigger procedure includes a program as a member of a trigger
group and creates a link between a fee liability and a program or programs, so that
only students in the specified program are considered for the fee liability.

Overview
In the Process Fee Assessment job, program fee triggers match program-related fees
to corresponding student program attempts. If a program trigger entered against a
fee liability matches a student program attempt, the student is eligible for
assessment.
If triggers are entered in the Program Fee Trigger window, distinctions can be made
between program versions, and within versions, at the program offering and
offering option level. This is in contrast to the much broader groupings that are
possible when triggers are entered in the Program Group Fee Trigger window and
the Program Type Fee Trigger window at the program version level.
The Program Fee Trigger window is used to record, maintain, or view the programs,
and the combinations of criteria for programs, that determine the scope of the fee
liability selected.
The Program Fee Trigger window is most useful in setting up a small number of
programs with fees particular to the program, or to a specific method of studying
the program. Fees applying to a large number of programs are better set up within
program groups or program types. Distinguishing between program attributes is
discussed in the documentation for the relevant windows, Program Group Fee
Trigger and Program Type Fee Trigger.
When used for a fee liability with a COMPOSITE category, a recorded program can
be included as part of a trigger group. Trigger groups are established in the Fee
Trigger Groups window.
The Program Fee Trigger window is called from the Fee Category Calendar
Instances region of the Fee Category Fee Liability window by clicking the Fee
Liabilities navigation button and then clicking Fee Triggers and Program Fee
Triggers in the Fee Category Fee Liability window.
The Program Group Fee Trigger window shows the fee liability, which is the fee
within a category in a fee period, in the Fee Category Fee Liability region and the
charge method for which triggers are entered in the Course Type Fee Trigger region.
For information on triggers, see Assigning Triggers to Fee Liabilities, Chapter 198,
Student Finance Functions and Maintenance.

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 Overview

For information on program offerings, see Relationships Between Program Versions

and Offerings, Chapter 4, Program Structure and Planning Overview.

Program Attributes
The programs that act as triggers are entered in the Program Fee Trigger region.
Distinctions within programs are made depending on the values entered in optional
fields.

Trigger Deletion
Triggers are removed by deletion while still enabling transaction reversals to be
made for those transactions that are already created as a result of the trigger.
For example, for program A700, version 2 was established in 1995. With a
postgraduate tuition fee trigger set only for this version, the fee could be restricted
to students enrolling in the program in or after 1995.
For another example, a program for which a materials delivery fee is levied only for
off-campus students studying through the Warrnambool campus could be
represented in this window by entering an off-campus attendance mode and the
Warrnambool location code, but leaving all other optional fields blank. The fee
would apply to all off-campus students studying through Warrnambool, both
full-time and part-time. The fee would also apply to program attempts of any
program version and under any academic calendar.

Program Fee Trigger Procedure 206-3

Creating Program Codes

Creating Program Codes

The following information applies to this procedure:
■ The trigger group list of values presents all groups recorded for the liability
except those with a deletion date.
■ Open calendars with a system calendar category of ACADEMIC can be selected
in the Calendar Type field.
■ Only locations with a system location type of CAMPUS are shown in the list of
values.
■ The creation date of a record is automatically supplied by the system.
■ Changes in the application of fees to programs are accomplished by entering
values in any of the optional fields. If location code, attendance mode, or
attendance type have been selected, the fee assessment routine matches the
values given to values held against the student’s program attempt.
For information on program versions and program offerings, see Relationships
Between Program Versions and Offerings, Chapter 4, Student Finance Functions
and Maintenance.
To create a program code, perform the following steps.
1. In Oracle Student System, navigate to the Program Fee Trigger window as
follows:
Student Finance - Fee Assess - Fee Categories
The Fee Category Calendar Instance window appears.
2. Click Fee Liabilities.
The Fee Category Fee Liability window appears.
3. Click Fee Triggers and then click Program Fee Triggers.
The Program Fee Trigger window appears.
4. Enter data in appropriate fields.
The following information applies to this step:
■ No save is necessary. Confirmation is requested before an automatic logical
deletion is performed. A deletion date is supplied by the system.
5. Select the program code from the list of values.

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 Creating Program Codes

Only programs with a system program status of ACTIVE or PLANNED can be

selected here.
6. In the Version Number field, optionally select a version number from the list of
values.
The version number sets the trigger at the program version level.
7. In the Title field, enter a title.
8. In the Trigger Group field, optionally select a trigger group from the drop-down
list.
Note: For fee liabilities with a COMPOSITE trigger category, a recorded
program can be included as a member of a trigger group by selecting a trigger
group number. There is a limit of one program per trigger group. The same
program can be used as a member of more than one trigger group for the same
fee liability, if required.
9. Optionally, in the Calendar Type field, select a calendar type from the list of
values.
The calendar type sets the trigger at program offering level.
10. Optionally, in the Location Code field, select a location code from the list of
values.
11. Optionally, in the Attendance Mode field, select an attendance mode from the
list of values.
12. Optionally, in the Attendance Type field, select an attendance type from the list
of values.
The location code, attendance mode, and attendance type set the trigger at the
program offering option level.
13. Select the Include Deleted Triggers check box to display all triggers, including
those that have been logically deleted, when the window is queried.
Selecting the Include Deleted Triggers check box has no effect on functionality
in the fee assessment routine.
14. Save or save and continue as follows:

File - Save or Save and Proceed

15. Close the window.

Program Fee Trigger Procedure 206-5

Program Fee Trigger Window

Program Fee Trigger Window

Figure 206–1 Program Fee Trigger Window

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 207
Unit Fee Trigger Procedure

This chapter describes how to create unit fee triggers. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Unit Codes
■ Unit Fee Trigger Window

Unit Fee Trigger Procedure 207-1

Definition

Definition
The unit fee triggers procedure includes a unit or units as part of a fee trigger group
and creates a link between a fee liability and a unit or units, so that only students in
the specified units are considered for the fee liability.

Overview
In the Process Fee Assessment job, unit fee triggers match unit-related fees to
corresponding student unit attempts. If a unit trigger entered against a fee liability
matches a student unit attempt, the student is eligible for assessment for the fee.
Unit triggers can be assigned to fees with either a UNIT or a COMPOSITE trigger
category. With the UNIT category, the trigger is used for fees relating very
specifically to individual units, or a small number of units. An example might be a
laboratory charge for a particular unit or units. When used with a COMPOSITE
category, the window can be used to include units as part of a trigger group
established in the Fee Trigger Groups window. A different window, Unit Set Fee
Trigger, records triggers for unit sets.
A unit trigger can be set up to take effect only if a match is made on one or more
attributes. These include a particular teaching calendar, a specified instance of the
selected teaching calendar, the location where the unit is studied, and the class in
which the unit is undertaken.
The Unit Fee Trigger window is used to record, maintain, or view the units, and the
combinations of criteria for units, that determine the scope of the fee liability
selected.
The Unit Fee Trigger window is called from the Fee Category Fee Liability region of
the Fee Category Calendar Instance window, by clicking the Fee Triggers
navigation button. For composite fees, then click Unit Fee Triggers.
The Unit Fee Trigger window shows the fee liability, which is the fee within a
category in a fee period, in the Fee Category Fee Liability region and the charge
method for which triggers are entered in the Unit Fee Trigger region.
For information on triggers, see Assigning Triggers to Fee Liabilities, Chapter 198,
Student Finance Functions and Maintenance.

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 Overview

Trigger Deletion
Logical deletion is a way to remove triggers while still enabling transaction
reversals to be made for those transactions that have already been created as a result
of the trigger.

Unit Fee Trigger Procedure 207-3

Creating Unit Codes

Creating Unit Codes

The following information applies to this procedure:
■ The trigger group list of values presents all groups recorded for the liability
except those with a deletion date.
■ Open calendars with a system calendar category of TEACHING can be selected
in the Calendar Type field.
■ Only locations with a system location type of CAMPUS are shown in the list of
values.
■ The creation date of a record is automatically supplied by the system.
■ Changes in the application of fees to units are accomplished by entering values
in any of the optional fields. For any combination of attributes selected, a match
is required in the student’s unit attempt for the trigger to take effect.
For information on unit versions and unit offerings, see Relationships Required to
Define Unit Versions and Relationships Required to Define Unit Sections, Chapter 4,
Program Structure and Planning Overview.
To create a unit code, perform the following steps.
1. In Oracle Student System, navigate to the Unit Fee Trigger window as follows:
Student Finance - Fee Assess - Fee Categories
The Fee Category Calendar Instance window appears.
2. Query the appropriate record.
3. Click Fee Liabilities.
The Fee Category Fee Liability window appears.
4. Query the appropriate record.
5. Click Fee Triggers.
The Unit Fee Trigger window appears.
6. Enter data in appropriate fields.
The following information applies to this step:
■ No save is necessary. Confirmation is requested before an automatic logical
deletion is performed. A deletion date is supplied by the system.
7. Enter the unit code.

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 Creating Unit Codes

The unit code is matched by the Fee Assessment procedure to the unit attempts
of eligible students.
Only units with a system unit status of ACTIVE or PLANNED can be entered
here.
8. In the Version Number field, optionally select a version number from the
drop-down list.
The version number sets the trigger at the unit version level.
9. In the Title field, enter a title.
10. In the Trigger Group field, optionally select a trigger group from the drop-down
list.
Note: For fee liabilities with a COMPOSITE trigger category, enter a unit in a
trigger group by selecting a trigger group number. If desired, the same unit can
be entered more than once if included in a different trigger group.
11. In the Calendar Type field, optionally select a calendar type from the
drop-down list.
The calendar type sets the trigger at the unit offering level.
12. In the Alternate Code field, optionally select an alternate code from the
drop-down list.
13. In the Location field, optionally select a location from the drop-down list.

14. In the Unit Class field, optionally select a unit class from the drop-down list.

The location and unit class set the trigger at the unit offering option level.
15. Select the Include Deleted Triggers check box to display all triggers, including
those that have been logically deleted, when the window is queried.
Selecting the Include Deleted Triggers check box has no effect on functionality
in the fee assessment routine.
16. Save or save and continue as follows:

File - Save or Save and Proceed

17. Close the window.

Unit Fee Trigger Procedure 207-5

Unit Fee Trigger Window

Unit Fee Trigger Window

Figure 207–1 Unit Fee Trigger Window

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 208
Fee Trigger Groups Procedure

This chapter describes how to create fee trigger groups. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Fee Trigger Groups Procedure
■ Fee Trigger Groups Window

Fee Trigger Groups Procedure 208-1

Definition

Definition
The fee trigger groups procedure creates a group of triggers linked to a fee liability,
so that only students with enrollments matching all the member triggers of the
group are considered for the fee liability.

Overview
Trigger groups are created so that a set of programs, unit set, and unit triggers can
be used collectively as a single trigger for a fee liability. For this collective trigger to
take effect when the Process Fee Assessment job is run, all the member triggers of
the trigger group must match the student’s enrollment details. If this occurs, the
student is eligible for assessment for the fee.
Trigger groups can be used only for fees with a COMPOSITE trigger category. The
members can be any combination of program, unit set, and unit triggers, but only
one program trigger can be included per trigger group. Program type triggers and
program group triggers cannot be included in a trigger group.
The following are valid trigger groups:
■ trigger group 1: a program, one or more unit sets, one or more units
■ trigger group 2: a program and units
■ trigger group 3: a unit set or sets and a unit or units
The Fee Trigger Groups window is used to enter and maintain the trigger groups
whose members determine the scope of the fee liability selected.
The Fee Trigger Groups window shows the fee liability, which is the fee within a
category in a fee period, in the Fee Category Fee Liability region and the charge
method for which trigger groups are entered in the Fee Trigger Group region.
For information on trigger groups, see Assigning Triggers to Fee Liabilities,
Chapter 198, Student Finance Functions and Maintenance.

Method
Create a trigger group in the Fee Trigger Groups window and then add the member
to the group in the Program Fee Trigger window, the Unit Set Fee Trigger window,
or the Unit Fee Trigger window.
The Fee Trigger Groups window is called from the Fee Category Fee Liability region
of the Fee Category Calendar Instance window, by clicking the Fee Triggers
navigation button and then clicking Fee Trigger Groups.

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 Overview

Trigger Deletion
Logical deletion is a way to remove a trigger group while enabling transaction
reversals to be made for those transactions that have already been created as a result
of the trigger.

Fee Trigger Groups Procedure 208-3

Creating Fee Trigger Groups Procedure

Creating Fee Trigger Groups Procedure

The following information applies to this procedure:
■ Members of the group, once their membership is established in the relevant
windows, are displayed in the Fee Trigger Group region. No data entry or
update can be undertaken in this region.
■ Trigger groups can be logically deleted after all members of the group have
been logically deleted in the appropriate windows. A deletion date is supplied
by the system.
To create a fee trigger group, perform the following steps.
1. In Oracle Student System, navigate to the Fee Trigger Groups window as
follows:
Student Finance - Fee Assess - Fee Categories
The Fee Category Calendar Instance window appears.
2. Click Fee Liabilities.
The Fee Category Fee Liability window appears.
3. Query the appropriate record.
4. Click Fee Triggers and then click Fee Trigger Groups.
The Fee Trigger Groups window appears.
5. Enter data in appropriate fields.
6. In the Description field, enter a description of a trigger group.
A trigger group number is supplied automatically by the system when the
record is saved.
7. In the Comments field, optionally enter information about the trigger group.
8. Select the Include Deleted Groups check box to display all groups, including
those that have been logically deleted, when the form is queried.
Note: Selecting the Include Deleted Groups check box has no functional effect
in the fee assessment routine.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

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 Fee Trigger Groups Window

Fee Trigger Groups Window

Figure 208–1 Fee Trigger Groups Window

Fee Trigger Groups Procedure 208-5

Fee Trigger Groups Window

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 209
Contract Fee Assessment Rates Procedure

This chapter describes how to maintain contract fee assessment rates. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Contract Fee Assessment Rates Procedure
■ Contract Fee Assessment Rates Window

Contract Fee Assessment Rates Procedure 209-1

Definition

Definition
The contract fee assessment rates procedure creates and maintains a contract charge
rate for one or more fees in an individual student's designated program attempt.

Overview
The institution may agree to assess one or more fees for an individual student at a
different charge rate than normal. These different rates can be set using the Contract
Fee Assessment Rates window. Such agreed contract rates apply only to particular
program attempts and not to institution-wide fees.
If desired, a variety of conditions can further limit the circumstances in which a
contract rate applies. These include the way in which the program is studied and
the ability to revert to the normal rate if the student is disadvantaged under the
contract.
Contracts can also be set for intending students through the Admissions subsystem
in the Establish Fee Contracts window, once the applicants have been preenrolled in
a program. Such contract rates are automatically established for the normal
program duration at the rate current at the time of proposed program
commencement. They are displayed, and can be amended, in the Contract Fee
Assessment Rates window.
If contracts are established through admissions, they may be subsequently
end-dated automatically by the Clean Up Unconfirmed Student Program Attempt
Process job, if the applicant does not confirm enrollment in the relevant program.
For information on fee calculations, see Setting Up Calculation Data, Chapter 198,
Student Finance Functions and Maintenance.

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 Creating Contract Fee Assessment Rates Procedure

Creating Contract Fee Assessment Rates Procedure

To create a contract fee assessment rate, perform the following steps.
The following information applies to this procedure:
■ The Person region and the Student Program Attempt region operate in query
mode only.
■ The Student Program Attempt region displays the student’s fee category for the
selected program, it is also shown in the Student Enrollments window. The
Student Program Attempt region also displays the currency code for the
category, which is entered in the Fee Category Calendar Instance window.
■ If a currency code is not shown, the contract rate is entered in the local currency
as specified in the International Currency Codes window.
■ An ENCUMBERED indicator appears if any penalties apply to the student. The
nature of the encumbrance can be seen by accessing the student in the Person
Hold Details window.
For information on encumbrances, see Applying Holds, Chapter 168,
Enrollments Overview.
1. In Oracle Student System, navigate to the Contract Fee Assessment Rates
window as follows:
Student Finance - Fee Assess - Contract Fee Assessment Rates
2. Query the data.
3. In the Person Number field, select a person number to select the student to
whom a contract rate applies.
4. Select the student’s relevant program attempt from those presented in the
Student Program Attempts region.
5. Enter data in appropriate fields.
The following information applies to this procedure:
■ Any existing contract information is presented in the Contract Fee
Assessment Rate region.
■ The currency code, if shown, is for information only.
■ The contract rate is considered if the effective date for running the fee
assessment routine falls within the period specified for the contract.

Contract Fee Assessment Rates Procedure 209-3

Creating Contract Fee Assessment Rates Procedure

■ Contract rates cannot be established for fees with a system fee type of HECS
or a system fee trigger category of INSTITUTN.
■ The Process Fee Assessment job either derives a student’s program attempt
attributes from an examination of enrolled units in the relevant fee period,
or uses the attributes nominated by the student at the time of admission or
unconfirmed enrollment. In determining applicable contract rates, program
attributes in this window are matched to nominated student program
attempt attributes if the assessment is predictive or to derived student
program attempt attributes for enrolled students. When the assessment is
predictive, the student is not currently enrolled for the fee calendar instance
concerned.
■ Location code is specified in the Locations subsystem.
■ If a contract record is deleted, the rate reverts to the standard rate should
the student be reassessed, though a history of the contract is kept.
■ An indicator shows that a student is sponsored for a fee during the dates
displayed if the sponsorship period overlaps the contract period and the
period when the fee liability applies.
6. In the Fee Type field, select a fee type from the list of values.
7. In the Start Date field, enter a start date from which the contract is to run.
8. Optionally, in the End Date field, enter an end date to limit the period of a
contract.
9. In the Charge Rate field, enter the contract charge rate for this fee.
This is the rate per element used in the fee assessment calculation.
For information on fee calculations, see Setting Up Calculation Data,
Chapter 198, Student Finance Functions and Maintenance.
10. Select the Lower Normal Rate Override check box if the rate is to revert to the
standard rate, which is specified in the Fee Assessment Rates window, when
this rate is lower than the contract rate.
11. In the Location Code field, Attendance Type field, and the Attendance Mode
field, select any combination of items from the lists of values to limit the
contract rate to a program attempt with these attributes.
Note: Attendance mode and attendance type are specified in the Program
Attendance Modes window and the Program Attendance Types window.

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 Creating Contract Fee Assessment Rates Procedure

Note: If not all specified attributes are met, the rate reverts to the standard rate
as specified in the Fee Assessment Rates window.
12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Close the window.

Contract Fee Assessment Rates Procedure 209-5

Contract Fee Assessment Rates Window

Contract Fee Assessment Rates Window

Figure 209–1 Contract Fee Assessment Rates Window

209-6 Oracle Student System User’s Guide

 210
Fee Assessment Enrollment Procedure

This chapter describes how to maintain students’ fee assessment records. The
following sections are in this chapter:
■ Definition
■ Overview
■ Fee Assessment Enrollment Procedure
■ Fee Assessment Enrollment Window

Fee Assessment Enrollment Procedure 210-1

Definition

Definition
The fee assessment enrollment procedure queries a student’s fee assessment details
and makes manual adjustments.

Overview
The Fee Assessment Enrollment window can be used for inquiry on students’ fee
assessment records. For each of a student’s relevant program attempts, the window
displays fee information at a number of increasingly detailed levels. Totals for
unpaid and paid amounts and outstanding balances are shown for each active fee
period since the student commenced the program and then for each fee for which
the student is liable within that period. At the most detailed level, each transaction
for a fee liability is shown.

Related Processes
The assessment information shown is derived from transaction records created by
the Process Fee Assessment job. Outstanding balances are determined by
subtracting payments notified by an external cash receipting subsystem.

Manual Assessment and Adjustment

In exceptional circumstances, the window can be used by a fees administrator who
has the necessary security privileges to manually assess or adjust a particular
student’s liability for one or more fees. In the case of adjustment, this is achieved by
creating a new transaction for a fee, either for a positive or negative amount. The
assessed amount and balance are adjusted by the amount entered in the transaction.
Once a manual assessment or adjustment exists, this prevents further automatic
reassessment by the Process Fee Assessment job for the same student and fee
liability. All assessments after a manual adjustment must be completed manually.

Late Fees and Similar Fees

The ability to make initial manual assessments can be used to apply late fees to
individual students. To achieve this, it is necessary to set up an appropriate fee type
in the Fee Types window and assign it to all fee categories, in cases for which such a
fee might be required in the Fee Category Calendar Instance window, but not to
assign any triggers to the fee. Because there is no match between a trigger and a
program attempt, the fee assessment routine does not create a transaction record for

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 Overview

the fee. Such a record can be created in the Fee Assessment Enrollment window as
required.

Fee Assessment Enrollment Procedure 210-3

Fee Assessment Enrollment Procedure

Fee Assessment Enrollment Procedure

The Fee Assessment Enrollment procedure includes the following parts:
■ Querying Students Fee Assessment Records
■ Viewing a Transaction
■ Creating and Updating a Transaction

Querying Students Fee Assessment Records

The following information applies to this procedure:
■ The Person, Student Program Attempts, and Fee Category Calendar Instance
regions operate in query mode only.
■ If a student is enrolled in more than one program concurrently, fees with a
system fee trigger category of INSTITUTN are shown against both programs,
though the amounts shown represent a single assessment.
■ Currency codes are assigned to fee categories in the Fee Category Calendar
Instance window or reflect the institution’s local currency stipulated in the
International Currency Codes window.
■ An ENCUMBERED lamp appears in red if any penalties apply to the student.
The nature of the encumbrance can be seen by accessing the student in the
Person Hold Details window.
For information on encumbrances, see Applying Holds, Chapter 168,
Enrollments Overview.
To query the students’ fee assessment records, perform the following steps.
1. In Oracle Student System, navigate to the Fee Assessment Enrollment window
as follows:
Student Finance - Fee Assess - Manual Fee Assessment - Enroll
2. Query the data.
3. In the Person Number field, select a student by scrolling through the records.
4. Select the required student program attempt in the Student Program Attempts
region by scrolling through the available records.
The program attempts displayed are those with a fee category assigned in the
enrollment or admission process, those with a status indicating that the
program attempt is fee assessable, and those with a status of unconfirmed if the

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 Fee Assessment Enrollment Procedure

fee assessment is predictive. Currently enrolled, complete, intermission, or

discontinued statuses are potentially fee assessable and are set within the
system.
5. Select the required fee period in the Fee Category Calendar Instance region by
scrolling through the records presented.
The amounts shown for the student program attempt in this period are the
assessed amount total in the Total Amount Due field, total payments made, any
sponsored portion of the total assessment, and the outstanding balance for the
program attempt in this fee period.
The fee periods displayed are those with a fee structure status of ACTIVE, a
start date on or after the program attempt commencement date, and relevant
active or inactive fee liabilities.

Viewing a Transaction
The following information applies to this procedure:
■ The Person, Program, and Fee Calendar region and the Fee Category Fee
Liability region are query only.
■ The Person, Program, and Fee Calendar region summarizes important context
information indicated in the Fee Assessment Enrollment window.
■ The Fee Category Fee Liability region shows a further breakdown of the totals
shown in the Fee Assessment Enrollment window for each fee for which the
student is liable within a fee period.
■ The Fee Assessment region shows each existing transaction amount for a
selected fee, the date the transaction was created by the Process Fee Assessment
job or entered in the Fee Assessment Enrollment window, the effective date the
transaction was created, and the notification date.
The notification date is the date set by the CellParameter in the Person Payment
Schedule job. It is the date when the student is notified of this assessment.
■ Examples of typical transaction types include ASSESSMENT, MANUAL
ASSETS, MANUAL ADJ, RETENTION, and WRITEOFF. Assessment
transactions are calculated by the Process Fee Assessment job. Manually
assessed or adjusted amounts are entered using the Fee Assessment Enrollment
window. Retention transactions reflect amounts above assessed amounts that
the institution intends to retain. Minor debts can be written off in the Write Off
Minor Debts job.

Fee Assessment Enrollment Procedure 210-5

Fee Assessment Enrollment Procedure

For example, a student is initially assessed $100 for a lab fee. This assessment is
reduced to $30 when the student withdraws from 2 units. The institution wants
to retain 50% of this fee. The transactions are as follows:
ASSESSMENT $100
ASSESSMENT -$70
RETENTION $20
■ Once person payment schedules have been created or updated by the Process
Person Payment Schedule job, the notification date specified in that job is
entered against the relevant transaction records.
To view a transaction, perform the following steps.
1. In Oracle Student System, navigate to the Fee Assessment Enrollment window
as follows:
Student Finance - Fee Assess - Manual Fee Assessment - Enroll
2. Query the data.
3. To view detailed fee information for the program attempt in the fee period
selected, click Fee Assessments in the Fee Assessment Enrollment window.
4. Select a record in the Fee Category Fee Liability region to see the individual
transactions for a fee type, which are shown in the Fee Assessment region.
5. To display records that have been logically deleted in this window, select the
Include Deleted Transactions check box.
Deleted transactions are identified by a date in the Deletion Date field.

Creating and Updating a Transaction

The following information applies to this procedure:
■ For those with the required security privileges, and in exceptional
circumstances, transactions can be created and logically deleted in the Fee
Assessment region.
■ Transactions can be updated or logically deleted only if they have a transaction
type of MANUAL ASSETS or MANUAL ADJ. A comment can be added
against any transaction type.
■ Any transaction created in this window is of the type MANUAL ASSETS, if all
transactions are created in this window, or MANUAL ADJ, if an adjustment is
made to an assessment created by the Process Fee Assessment job. The list of
values defaults to the appropriate type.

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 Fee Assessment Enrollment Procedure

■ Manual adjustments cannot be made if the current date is past the retro date
shown.
■ For the student concerned, no further automatic assessment in the Process Fee
Assessment job is made for the same fee liability once a manual transaction has
been entered unless all such manual transactions have been subsequently
logically deleted.
■ For deletion, confirmation is required before the record is saved automatically.
The deletion date is entered by the system.
■ Indicators are displayed if the fee liability is sponsored or subject to a contract
rate. See the Direct Assignment of Sponsorships window and the Contract Fee
Assessment Rates window.
To create and update a transaction, perform the following steps.
1. In Oracle Student System, navigate to the Fee Assessment Enrollment window
as follows:
Student Finance - Fee Assess - Manual Fee Assessment - Enroll
2. Query the data.
3. To view detailed fee information for the program attempt in the fee period
selected, click the Fee Assessments button in the Fee Assessment Enrollment
window.
4. In the Transaction Type field, select the transaction type from the drop-down
list.
5. In the Date field, overwrite the effective date if required.
The date defaults to the current date. The effective date must be between the
start and end dates shown for the fee type in the category.
6. In the Amount field, enter the amount of the transaction as a positive or
negative value.
The value is understood as the currency of the selected category.
7. In the Comments field, enter descriptive text to explain the transaction.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Fee Assessment Enrollment Procedure 210-7

Fee Assessment Enrollment Window

Fee Assessment Enrollment Window

Figure 210–1 Fee Assessment Enrollment Window

210-8 Oracle Student System User’s Guide

 211
Person Payment Schedules Procedure

This chapter describes how to maintain person payment schedules. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Person Payment Schedules Procedure
■ Person Payment Schedules Window

Person Payment Schedules Procedure 211-1

Definition

Definition
The person payment schedules procedure queries a student's schedule for payment
of fees and make adjustments as required.

Overview
The Person Payment Schedules window can be used for inquiry on a student’s
payment history in a particular fee period. It indicates details of outstanding debt
and amounts already paid for each fee for which the student is liable, with a
separate entry for each date on which payment of a fee is required. The capability
exists for fees to be paid in installments. The person payment schedule forms the
basis of an invoice or statement of account sent to a student. Invoice extract records
are created by running the Statement of Account extract.

Editing
For those with the necessary security privileges, the Person Payment Schedules
window can also be used to amend and add entries to adjust a student’s payment
schedule. Amounts can be redistributed over different dates. However, the total
amounts involved cannot be changed except indirectly through an alteration of the
allowable discount.
The Person Payment Schedules window corrects an administrative error or, at the
discretion of the institution, postpones a student’s payment or spreads payment
over more installments.

Related Forms and Processes

The person payment schedule records are created and maintained by the Process
Person Payment Schedules job. This job supplies the Person Payment Schedules
window with the following new or updated information for each fee:
■ amounts reflecting a student’s most recent fee assessment, whether as a result of
running the Process Fee Assessment job, or after a manual assessment or
adjustment in the Fee Assessment Enrollment window
■ dates for payment that it derives from the appropriate template schedule
entered in the Payment Schedules window. These dates are calculated from a
notification date supplied when the Process Person Payment Schedule job is
run.

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For information on schedules, see Setting Up Schedules, Chapter 198, Student

Finance Functions and Maintenance.
The exception is the case in which a date has been adjusted using the Person
Payment Schedules window. Running the Process Person Payment Schedule job
does not alter dates or other adjusted data.
The Person Fee Assessment job, the job to create person payment schedules, and the
invoicing extract are run in sequence many times over a fee period. Depending on
the point within the cycle at which the Person Payment Schedules window is
accessed, it may not reflect a student’s most recent fee assessment. On the other
hand, it may be more up-to-date than the last invoice sent to the student.
For example, student has been assessed in the first semester fee period for tuition
and for a general service fee of $104. A person payment schedule has been created
in accordance with the template payment schedule set up for the student’s fee
category. The student has received an invoice for these fees, indicating a payment
due date of 21-MAR, ten days before the census date. This is shown when the
Person Payment Schedules window is used to make an inquiry.
Due to difficulties in meeting the payment by that date, the institution has agreed to
defer the payment of the student’s tuition fee until 10-APR, and to permit the
student to pay the general service fee in two installments of $52 each; one on
31-MAY and one on 30-JUN.
In the Person Payment Schedules window, this is achieved by performing the
following steps:
■ resetting the payment due date to 10-APR in the original tuition fee entry
■ resetting the payment due date to 31-MAY and changing the amount from $104
to $52 in the original general service fee entry
■ inserting an additional record with a payment due date of 30-JUN and an
assessed amount of $52 for general service fee

Person Payment Schedules Procedure 211-3

Maintaining Person Payment Schedules Procedure

Maintaining Person Payment Schedules Procedure

The Person Payment Schedules procedure includes the following parts:
■ Querying Payment Schedules
■ Editing a Fee

Querying Payment Schedules

The following information applies to this procedure:
■ The Person region and the Fee Calendar region operate in query mode only.
■ If a fee is payable in installments, there is more than one entry for each fee type.
■ For any student, the number of entries may change during a fee period. For
example, entries may be removed if a student’s debt decreases because of
withdrawal from study units. Extra entries may indicate an increased debt or
that an adjustment has been made in this window to spread a debt over more
installments.
■ For HECS fees, the amount in the Expected Payment field reflects the rules
governing HECS payment options. These options are entered in the Gov’t
Contribution Payments window.
For an assessed amount of $1,000 and according to current regulations (1998),
for option 10, deferred payment, no payment is expected; for option 11, which is
up-front payment with discount, $750 is expected for which a 25% discount has
been applied; and for option 12, which is up-front with no discount, $1,000 is
expected.
■ Lamps indicate when a CONTRACT rate exists, a SPONSORED amount is
applicable for a fee, or a MANUAL ASSESSMENT has been made.
To query payment schedules, perform the following steps.
1. In Oracle Student System, navigate to the Person Payment Schedules window
as follows:
Student Finance - Fee Assess - Person Payment Schedules
2. Query the data.
3. In the Person Number field, select a student by scrolling through the records.
4. In the Fee Calendar region, select the required fee period by scrolling through
the available records.

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The current payment history for the student in this fee period is displayed. It
includes fees in all categories and programs.
The details for each entry include the following:
■ date on which payment is due, which can be derived from the template
payment schedule or can represent a previous adjustment that was made
using the editing function in the Person Payment Schedules window
■ entry of the amount of each fee that a sponsor has undertaken to pay
■ assessed amount for a fee and the amount the student is expected to pay;
any difference between the two reflects a discount on the assessed amount
or for HECS fees, which is an indication that the student has deferred
payment
■ entry of any amounts already paid against the fee as notified by the cash
receipting system

Editing a Fee
The following information applies to this procedure:
■ Fees with a system fee type of HECS can have only one entry, reflecting 100%
payment, and cannot have discount percentages or amounts, discount
minimum payments, or sponsored amounts adjusted.
■ The Manual Entry check box is selected when an entry adjusted in this window
is saved.
■ Once an entry has been manually adjusted, that entry is not further updated by
the Create Person Payment Schedules job. If a debt has increased but no existing
records can be updated because they have been manually adjusted, an
additional record for the final due date is automatically created to reflect the
increase.
■ Fee type, fee category, and currency code fields are for information only.
■ The payment due date cannot be altered for an entry that has been partially
paid.
■ The balance owing on partially paid assessed amounts in an entry can be
altered to redistribute the debt.
■ Entering a notification date serves several purposes. It maintains an
administrative record of when the entry was altered or created, it is used by the

Person Payment Schedules Procedure 211-5

Maintaining Person Payment Schedules Procedure

statement of account extract, and in certain circumstances it is used by the Add

Grace Period to Person Payment Schedules job.
■ As part of adjusting a schedule, entries can be logically deleted as long as totals
remain consistent with the original totals. A deletion date is supplied by the
system.
To edit a fee, perform the following steps.
1. In Oracle Student System, navigate to the Person Payment Schedules window
as follows:
Student Finance - Fee Assess - Person Payment Schedules
2. Select the required entry before navigating to the editing region by clicking Edit
Schedule.
Current liability records for the fee and category are displayed.
3. To display logically deleted records, whether deleted in the Person Payment
Schedules window or by the Process Person Payment Schedule job, select the
Include Deleted Items check box.
Logically deleted records are identified by a date in the Deletion Date field.
4. To edit unpaid HECS fees, change the date in the Payment Due Date field and
the date in the Notification Date field.
5. To edit unpaid fees of other types, change the values in the Payment Due Date
field, the Discount % field, the Discount Amount field, the Discount Min
Payment field, and the Notification Date field.
6. To redistribute the amounts still to be paid across different entries, do the
following:
■ Alter the sponsored amounts or assessed amounts of existing records to
decrease the debt at a given date.
■ Insert a new entry or entries with a different date and enter amounts that
bring the totals back to the original totals.
■ Enter a notification date, which defaults to the current date when the field is
entered.
■ Optionally, enter comments in the Comments field.
7. Save the new and adjusted entries.
A set of altered entries can be saved only if the new totals for sponsored and
assessed amounts equal the original totals.

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8. Save or save and continue as follows:

File - Save or Save and Proceed
9. Close the window.

Person Payment Schedules Procedure 211-7

Person Payment Schedules Window

Person Payment Schedules Window

Figure 211–1 Person Payment Schedules Window

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 212
Payment Schedules

This chapter describes how to create payment schedules. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Payment Schedule Procedure
■ Payment Schedules Window

Payment Schedules 212-1

Definition

Definition
The payment schedules procedure creates a template used to specify the date or
dates for payment or partial payment of a fee and the conditions that apply in the
period prior to each date.

Overview
A payment schedule provides a template that is the basis for determining when
payment of an assessed fee is due; either in full or as a partial payment. Based on
this schedule, individual person payment schedules are created for each student by
running the Process Person Payment Schedules job. Dates stored in these individual
schedules appear on statements of account or invoices sent to students.
If Oracle Receivables is installed, payment schedules are set up in the Receivables
Payment Terms window. Once users run the Interface Receivables Payment Term
with Student System concurrent process, it imports the payment details from
Receivables into the Payment Schedules window in student finance. Users can then
map the information to fee types, fee calendars, and fee categories.
For information on schedules, see Setting Up Schedules, Chapter 198, Student
Finance Functions and Maintenance.

Schedule Entries
Each entry in a schedule represents a date on or before which a payment is due. If
there is only one entry, this signifies that full payment is required at a date
calculated from information given in the entry. It is recommended that Contribution
fees be confined to a single entry, although in certain cases this can affect
discounting.
Some fees can be paid in installments. An entry is set up for each installment, giving
the proportion of the full amount that is payable at a date determined by that entry.
An entry can include a discount and discount conditions that apply over the period
represented by the entry. It is also possible to specify a minimum amount payable.

Setting up Entries
Entries in a payment schedule can be set up in the following ways:
■ fixed dates only, which are selected from instances of one or more date aliases
already defined in the Calendar subsystem

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■ offsets signifying a number of days after a notification date supplied by the

Process Person Payment Schedules job
■ fixed dates and offsets used in combination in one entry
If one fixed date is used, then all entries in the same schedule must include a fixed
date.

Combination Entries
When actual dates are calculated in Process Person Payment Schedules using
combination fixed date and offset entries in the present schedule, the following
applies:
■ With a one-entry schedule, payment is due at the earliest date.
■ If there are several entries, a date calculated by offset is used if possible. If this
date is later than the fixed date, the current entry is disregarded and a
subsequent entry applies unless this is a disadvantage to the student.

Levels and Overrides

Payment schedules can be specified at any of the three levels. Payment schedules
can only be at two levels concurrently, as follows:
■ FTCI level and FCCI level concurrently, in which case the FTCI level overrides
that at the FCCI level for the corresponding fee only
■ FCCI level and FCFL level concurrently, in which case the schedule at the FCFL
level overrides that at the FCCI level for the corresponding fee only
In both cases, fees without schedules at the FTCI or FCFL level are typically due
according to the category schedule at the FCCI level, even if they are in a group
with other fees for which an override applies. However, note the important
exception described as a WARNING in the Contribution and Institution Fees
section.
If a fee is not covered by a schedule at any level, payment is due at the notification
date, that is to say, immediately.
For information on levels, see Fee Type Levels, Chapter 199, Student Finance
Concepts.

Payment Schedules 212-3

Overview

Contribution and Institution Fees

For a system fee trigger category of INSTITUTN, payment schedules must be at the
FTCI level.
WARNING: For these cases, the Person Payment Schedule job takes no account of
schedules at any other level. Lack of a schedule at the FTCI level means that no
schedule exists, and the payment is due at the notification date. This is true even in
cases in which a category that includes the corresponding fees as liabilities has a
schedule attached.
For Contribution fees, discount information must currently be set up to
accommodate government Contribution payment options 10, deferred payment,
and 11, which is up-front payment with a discount, for which the following occurs:
■ If the fee is assessed at $666 or more, a partial payment of $500 or more attracts
a discount of 25%. That is, a minimum payment of $500 is required.
■ If the assessed amount is less than $666, then full payment, less discount,
attracts the discount of 25%.
An example follows that reflects the current policy. A check box in the Gov’t
Contribution Payments window specifies the payment options that attract discount.
Under current policy, option 12 is excluded from discount calculations while still
operating under the same schedule as options 10 and 11, which would both have
the check box selected.

Level Access
The Payment Schedules window is accessed as follows:
■ at the FTCI level by the Payment Schedule button in the Fee Type Calendar
Instances window
■ at the FCCI level by the Fee Schedules button and then the Fee Payment
Schedule button in the Fee Category Calendar Instance window
■ at the FCFL level by the Fee Schedules button and then the Fee Payment
Schedule button or the Fee Type Calendar Instance Payment Schedule button
in the Fee Category Fee Liability window
The Fee Type Category Instance Payment Schedule button is displayed when a
schedule exists at the FTCI level. The window can still be accessed from the FCFL
level, but only to display the existing FTCI schedule.

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 Overview

Example 1
For example, in a payment schedule, date alias instances or fixed dates represent the
end of a period during which details in that entry apply.
Notification date = 26-JAN-99
Single entry: Date alias instance = 31-JAN-99, Offset days = 10, Charge % = 100%
Payment is required by 31-JAN-99 because an entry representing full payment
always uses the date alias instance as the absolute cutoff.

Example 2
Notification date = 26-JAN-99
First entry: Date alias instance = 31-JAN-99, Offset days = 10, Charge % = 50%
Second entry: Date alias instance = 31-MAR-99, Offset days = no entry, Charge % =
100%
For the first entry, the student has 10 days to pay the first installment, 50% of the
fee, after notification. However, this takes the due date (26-JAN-99 + 10 days = due
date of 5-FEB-99) past the date alias instance of 31-JAN-99 specified for this entry.
Therefore, the installment entry is ignored, and the student is asked to pay the full
amount by 31-MAR-99.

Example 3
Notification date = 25-1-99
First entry: Date alias instance = 31-JAN-99, Offset days = 10, Charge % = 50%
Second entry: Date alias instance = 31-MAR-99, Offset days = 5, Charge % = 100%
For the first entry, the student has 10 days to pay the first installment after
notification. However, this takes the due date (25-JAN-99 + 10 days = due date of
4-FEB-99) past the date alias instance of 31-JAN-99 specified for this entry. The next
entry is tested. But here the student would have to pay even earlier (25-JAN-99 + 5
days = due date of 30-JAN-99). So the first entry fixed date of 31-1-99 is used as the
due date for the first installment. The balance is due 5 days after the start of the
period represented by the second entry, which is 6-FEB-99.

Contribution Fees
The following is an example of setting up a single entry schedule to accommodate a
discount on Contribution fees, which reflects current policy.

Payment Schedules 212-5

Overview

Date alias instance = 31-MAR-99

Offset = 14 days
Charge % = 100%
Discount % = 25%
Discount Full Payment = check box selected
Discount Minimum Payment = $500
All other fields blank.
This indicates that the full fee, less discount if applicable, would be paid 14 days
after notification or by the census date, which is 100% by 31-MAR-99, whichever is
sooner.
If the full amount assessed, less discount, is paid and the Discount Full Payment
check box is selected, the discount applies to any amount.
If only a partial payment is made, the payment must be over $500 to benefit from
the discount. This means that the assessed amount must be $666 or over. Six
hundred sixty-six dollars less a 25% discount = $500.
Note that with a one-entry Contribution schedule, discounts cannot be applied to
fees notified after the end of the schedule and therefore payable immediately. To
overcome this, more entries can be recorded for Contribution, but the capability is
then lost to impose the census date, or any other single-entry desired date, as an
absolute cutoff.

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 Creating Payment Schedule Procedure

Creating Payment Schedule Procedure

The following information applies to this procedure:
■ The Fee Calendar Instance region identifies the fee period and level for which
the schedule is relevant. For a schedule at the FTCI level, the fee category is
blank. At the FCCI level, the Fee Type field is blank. At the FCFL level, there are
entries in both the Fee Type and the Fee Category fields.
■ The currency and the charge method are displayed if available to the calling
window.
■ Use the Fee Payment Schedule region to record one or more entries
representing payment due dates.
■ The purpose of the Minimum Amount Due field is to avoid the payment of
small installment amounts. For each entry, if the amount to be paid is less than
the value of the Minimum Amount Due field, the entry is ignored and the next
entry becomes applicable.
■ The start date and end date for each entry are supplied by the system and
indicate the inclusive period to which the entry applies. For the first entry in the
schedule, the start date is set to the start date alias instance attached to the
calendar instance for the schedule. For subsequent entries, the start date is the
day after the previous entry ends.
■ The schedule for a system fee trigger category of INSTITUTN must be specified
at the FTCI level.
■ If one date alias instance or fixed date is used, all records must use date alias
instances, but these can be combined with offsets. A date alias can be used more
than once. An instance can be used more than once in combination with
different offsets.
■ Warning indicators advising that exceptions exist at another level are shown at
the FCCI level if, for any fee in the category, a schedule exists at any other level
that overrides the FCCI schedule for a particular fee or a Contribution or
institution fee is included in the category.
To create a payment schedule, perform the following steps for each formula.
1. In Oracle Student System, navigate to the Payment Schedules window as
follows:
Student Finance - Fee Assess - Fee Types
2. Click the Fee Type Calendar button.

Payment Schedules 212-7

Creating Payment Schedule Procedure

The Fee Type Calendar Instance window appears.

3. Click the Payment Schedules button in the Fee Type Calendar Instance
window
The Payment Schedules window appears.
4. Enter data in appropriate fields.
5. In the External Payment Term window, select a payment term from the list of
values.
6. If Receivables is installed, users select a value from the list of values in the
Payment Terms field, then map it to the fee type, fee calendar, and fee category.
7. If Receivables is not installed, perform steps 8 through 19.
8. In the Date Alias field, select a date alias from the drop-down list.
Records can be entered and based on date aliases, with or without offsets.
9. In the Offset Days field, enter the number of offset days.
Records can be entered and based on offset days from the notification date, with
no date aliases.
10. In the Charge % field, enter a charge percentage.

In cases in which the schedule consists of several records, entries in the Charge
% field must be progressive. For example, the first record, 40%; the second
record, 70%; and the third record 100%. The last record, whether the only one or
last in the series, must have a Charge % of 100.00. More than one entry can be
set up for 100%.
11. If a discount applies and it is a percentage, enter the percentage in the Discount
% field.
12. If a discount applies and it is an amount, enter the fixed currency amount,
whatever the assessment, in the Discount Amount field.
13. If the Discount Full Payment check box is selected, a discount applies on receipt
of the total expected payment, whether as a single payment or paid in
installment payments.
14. If the Discount Min Payment check box is selected, a discount minimum
payment value indicates the least amount needed to secure a discount.
15. In the Start Date field, enter a start date. In the Minimum Amount Due field,
enter a minimum amount due.

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 Creating Payment Schedule Procedure

The following is an example of a suggested minimum payment strategy.

For a payment in three installments, set a minimum amount of $10 for the first
two entries, with the third entry minimum amount left blank. This results in the
first payment not being due until the date when the calculated installment
amount for the schedule entry is $10 or more, or the last entry is reached.
16. In the End Date field, enter an end date.

17. In the Minimum Amount Due field, enter a minimum amount due.

The following is an example of a suggested minimum payment strategy.

For a payment in three installments, set a minimum amount of $10 for the first
two entries, with the third entry minimum amount left blank. This results in the
first payment not being due until the date when the calculated installment
amount for the schedule entry is $10 or more, or the last entry is reached.
18. Save or save and continue as follows:

File - Save or Save and Proceed

19. Close the window.

Payment Schedules 212-9

Payment Schedules Window

Payment Schedules Window

Figure 212–1 Payment Schedules Window

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 213
Retention Schedules Procedure

This chapter describes how to create retention schedules. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Retention Schedule Procedure
■ Retention Schedules Window

Retention Schedules Procedure 213-1

Definition

Definition
The retention schedules procedure specifies the date or dates at which the
institution will retain a specified portion of an assessed fee.

Overview
A retention schedule is designed to operate in circumstances when, prior to a
teaching period census, a student’s liability for a fee reduces. This can happen
because the student withdraws from one or more units or discontinues program
enrollment altogether.
Entries in the retention schedule define a portion of the fee liability that is to be
retained after reassessment even though students have reduced their enrollment
load.
Retention can be specified as a percentage of a prior liability or as a fixed amount
and applies equally to paid and unpaid student fee liabilities. If a student’s liability
is reduced after payment is made, any refund due equals the balance after retained
amounts have been subtracted. For unpaid amounts, debt recovery applies to the
amount retained.
Providing that unit discontinuation criteria have been correctly established,
retention schedules do not operate if a student discontinues or reduces enrollment
after the teaching period census. When a student withdraws after the census, the
load has already been incurred and any assessed fees typically remain due for
payment. An institution wishing to approve a full or partial refund of fees after the
census can make a manual fee adjustment in the Fee Assessment Enrollment
window.
For information on schedules, see Setting Up Schedules, Chapter 198, Student
Finance Functions and Maintenance.
For information on unit discontinuation date criteria, see Overview, Chapter 185,
Unit Discontinuation Date Criteria Procedure.
For information on load calendar structure, see Overview, Chapter 192, Load
Calendar Structure Procedure.

Schedule Entries
One or more records are entered in a retention schedule. Each entry represents a
particular date, after which the corresponding retention conditions apply. Generally,
the amount or percentage retained will increase as the fee period progresses. The

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 Overview

effective date of the Process Fee Assessment job is compared to the dates in the
schedule to decide which entry is applicable when a student’s liability is reassessed.

Levels and Overrides

Retention schedules can be specified at any of the three levels. Retention schedules
can be at only two levels concurrently, as follows:
■ FTCI level and FCCI level concurrently, in which case the schedule at the FTCI
level overrides that at the FCCI level for the corresponding fee only
■ FCCI level and FCFL level concurrently, in which case the schedule at the FCFL
level overrides that at the FCCI level for the corresponding fee only
In both of the preceding cases, fees without schedules at the FTCI or FCFL level
have retention applied according to the category schedule at the FCCI level, even if
they are in a group with other fees for which an override applies. However, note the
important exception described in the Institution Fees section.
If a fee is not covered by a schedule at any level, retention does not apply.
For information on levels, see Fee Type Levels, Chapter 199, Student Finance
Concepts.

Institution Fees
Fees with a system fee trigger category of INSTITUTN can have retention schedules
defined only at the FTCI level.
WARNING: For institution fees, the fee assessment routine takes no account of
schedules at any other level. Lack of a schedule at the FTCI level means that no
schedule exists, and therefore that no retention applies. This is so, even in cases in
which a category that includes the corresponding fees as liabilities has a schedule
attached.

Level Access
The Fee Assessment Enrollment window is accessed as follows:
■ FTCI level by the Retention Schedule button in the Fee Type Calendar
Instances window
■ FCCI level by the Fee Schedules button and then the Fee Retention Schedule
button in the Fee Category Calendar Instance window

Retention Schedules Procedure 213-3

Overview

■ FCFL level by the Fee Schedules button and then the Fee Retention Schedule
button or the Fee Type Calendar Instance Retention Schedule button in the
Fee Category Fee Liability region window
The Fee Type Calendar Instance Retention Schedule button is displayed when a
schedule exists at the FTCI level. The window can still be accessed from the FCFL
level, but only to display the existing FTCI schedule.

Example 1
A university applies a fee retention and refund policy to tuition fees:
Semester 1
■ Discontinuation up to and including 31-DEC of the preceding year:
Nil retention. 100% refund of fees paid.
■ Discontinuation between 01-JAN and up to the start of teaching:
50% retention of assessed fees. All monies in excess of 50% refunded.
■ Discontinuation between the start of teaching and the teaching period census:
80% retention of assessed fees. All monies in excess of 80% refunded.
■ Discontinuation after the teaching period census:
No refund applicable
This policy can be defined in a retention schedule as follows:
First entry: Date alias instance = 01-JAN-99, Retention% = 50.00, Retention Amount
= no entry
Second entry: Date alias instance = 01-MAR-99, Retention % = 80.00, Retention
Amount = no entry

Example 2
First entry: Date alias instance = 01-FEB-99, Retention % = no entry, Retention
Amount = 50.00
Second entry: Date alias instance = 01-MAR-99, Retention % = no entry, Retention
Amount = 75.00
Third entry: Date alias instance = 25-MAR-99, Retention % = 100, Retention Amount
= no entry
With an effective assessment date of 15-FEB-99, the first entry applies. If an assessed
fee liability is reduced at that time from $120 to $10, then the fee assessment is
reduced to $10, an additional debt of $40 is retained, and the student is liable for $50
in total.

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 Overview

With an effective assessment date of 27-MAR-99, the third entry applies. If an

assessed fee liability is reduced at that time from $120 to $90, then the fee
assessment is entered as $90, an additional debt of $30 is retained, and the student is
liable for $120 in total or 100% of the original assessment.

Retention Schedules Procedure 213-5

Creating Retention Schedule Procedure

Creating Retention Schedule Procedure

The following information applies to this procedure:
■ The Fee Calendar Instances region identifies the fee period and level for which
the schedule is relevant. For a schedule at the FTCI level, the fee category is
blank. At the FCCI level, the Fee Type field is blank. At the FCFL level, there are
entries in both the Fee Type and the Fee Category fields.
■ The currency is displayed if available to the calling window.
■ Schedules for fees with a system fee trigger category of INSTITUTN must be
specified at the FTCI level.
■ Warnings advising that exceptions exist at another level are shown at the FCCI
level if, for any fee in the category, a schedule exists, at any other level, that
overrides the FCCI schedule for that fee or a HECS or institution fee is included
in the category.
To create a retention schedule, perform the following steps.
1. In Oracle Student System, navigate to the Retention Schedules window as
follows:
Student Finance - Fee Assess - Fee Types
The Fee Types window appears.
2. Click Fee Type Calendars.
The Fee Type Calendar Instances window appears.
3. Click Retention Schedule.
The Retention Schedules window appears.
4. Enter data in appropriate fields.
5. Use the Retention Schedules window to record one or more entries representing
dates after which the corresponding retention applies.
6. In the Date Alias field, select a date alias from the list of values, which shows
those available in the fee period.
A date alias can be used more than once, as long as a different instance is
selected.
7. If the amount to be retained is a percentage, enter a proportion of a previous
assessment in the Retention % field.

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 Creating Retention Schedule Procedure

The assessed liability to which percentage retention applies can differ,

depending on the student’s pattern of enrollment and withdrawal in units
before the census date. In cases in which a student progressively discontinues
units, retention applies to the assessment immediately prior to the date of the
first retention schedule entry. In cases in which a student’s enrollment
fluctuates, retention applies on the highest assessment made whether
immediately prior to, or during, the period when retention operates.
8. If the amount to be retained is a fixed amount, enter the amount in the
Retention Amount field.
Amounts not retained are available for refund.
9. To levy an administrative charge on a refund, enter an amount in the Deduction
Amount field.
10. In the Effective Date fields, a start date and end date are entered by default.

The start date is the date alias instance for the entry. The start date and end date
for each entry indicate the inclusive period during which the entry applies.
The end date is the day before the start of the next entry.
11. Optionally, for the last entry, set the end date to the end date of the fee period.

12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Close the window.

Retention Schedules Procedure 213-7

Retention Schedules Window

Retention Schedules Window

Figure 213–1 Retention Schedules Window

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 214
Fee Hold Procedure

This chapter describes how to create fee holds. The following sections are in this
chapter:
■ Definition
■ Overview
■ Creating Fee Holds Procedure
■ Fee Hold Window

Fee Hold Procedure 214-1

Definition

Definition
The fee hold procedure specifies the date or dates at which particular types of holds
apply if a fee is unpaid.

Overview
The hold schedules come into effect when the Process Overdue Payment Penalties
job determines that a student has an unpaid debt for a fee after a payment due date.
In this situation, the job consults the hold schedule to discover which hold applies.
It then creates a pending fee hold record, which is confirmed or cancelled by a fees
administrator in the Authorize Fee Hold window.
If Oracle Account Receivables is installed, the finance hold is placed automatically.
When a student makes a payment in Oracle Account Receivables, the Extract
Payments from Receivables concurrent process brings payment data from Oracle
Account Receivables to the Oracle Student System Invoice Payment Interface table,
and the Maintain Student Payment Schedule concurrent process updates student
payment schedules based on data in the Oracle Student System invoice, and creates
the student hold based on the payment schedules imported from Oracle Account
Receivables.
For information on setting up and managing holds and their effects, see Applying
Holds, Chapter 168, Enrollments Overview.
For information on schedules, see Setting Up Schedules, Chapter 198, Student
Finance Functions and Maintenance.

Schedule Entries
A hold schedule consists of one or more records. If there is more than one, the
records can be set up to distinguish between the following:
■ different dates, after which the accumulated hold effects up to that point apply
in cases in which effects of each succeeding entry normally become more severe
■ different holds apply, depending on the amount to be paid at a single date.

Setting Up Entries
Entries represent dates in the following ways:
■ fixed dates only, if these are selected from instances of one or more date aliases
that must be defined in the Calendar subsystem

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 Overview

■ offsets signifying a number of days after the payment due date in a student’s
individual payment schedule; these can be seen in the Person Payment
Schedules window
■ fixed dates and offsets used in combination in one entry, if the recommendation
is that the date alias instances follow those in the payment schedule for the
corresponding fee liability, with an offset of one or more days.
The applicable hold is decided by comparing the entries in the schedule against the
effective run date of the Process Overdue Payment Penalties job.

Levels and Overrides

Hold schedules can be specified at any of the three levels. Hold schedules can be
only at two levels concurrently as follows:
■ FTCI level and the FCCI level concurrently, in which case the schedule at the
FTCI level overrides that at the FCCI level for the corresponding fee only
■ FCCI level and FCFL level concurrently, in which case the schedule at the FCFL
level overrides that at the FCCI level for the corresponding fee only
In both of the preceding cases, fees without schedules at either the FTCI or the FCFL
level have holds applied according to the category schedule at the FCCI level, even
if they are in a group with other fees for which an override applies. However, note
the important exception described in the Institution Fees section.
If a fee is not covered by a schedule at any level, hold effects do not apply.
For information on levels, see Fee Type Levels, Chapter 199, Student Finance
Concepts.

Institution Fees
For fees with a system fee trigger category of INSTITUTN, hold schedules must be
at the FTCI level.
WARNING: For these two cases, the fee assessment routine takes no account of
schedules at any other level. Lack of a schedule at the FTCI level means that no
schedule exists and no hold applies. This is so even in cases in which a category has
a schedule attached that includes the corresponding fees as liabilities.

Level Access
The Hold window is accessed as follows:

Fee Hold Procedure 214-3

Overview

■ FTCI level by the Fee Hold button in the Fee Type Calendar Instances window
■ FCCI level by the Fee Schedules button and then the Fee Hold button in the
Fee Category Calendar Instance window
■ FCFL level by the Fee Schedules button and then the Fee Hold button or the
Fee Type Calendar Instance Fee Hold button in the Fee Category Fee Liability
window
The Fee Type Calendar Instance Fee Hold button is displayed when a schedule
exists at the FTCI level. The window can be accessed from the FCFL level, but only
to display the existing FTCI schedule.
For example, payment of $300 due 11-JUN-99 has an unpaid amount of $175. The
effective run date of the Process Overdue Payment Penalties job is 22-JUN-99.

Table 214–1 Example

Offset Days Minimum
Date Alias (Days Minimum Overdue Encum-
Instance Overdue) Overdue % Amount brance Type
First Entry 5 100 FEE-ENC1
Second Entry 10 50 FEE-ENC2
Third Entry 15 75 FEE-ENC3

The debt is 11 days overdue at the effective run date, so the job enters the schedule
at the second entry. For both the first and second entry, the conditions apply. For the
first entry, the debt is over $100. For the second entry, the debt is over 50% so both
FEE-ENC1 and FEE-ENC2 are created as pending fee holds. In this situation, the
more severe of the two pending fee holds is typically authorized in the Authorize
Fee Hold window and the other one is cancelled.
If the debt had been assessed at $100 and the unpaid amount was $55, only
FEE-ENC2 would apply, since the outstanding amount would not meet the
condition set in the first entry.
If the effective run date was 14-JUN-99, no holds would apply since this is less than
five days after the due date, and no entries would take effect.

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 Creating Fee Holds Procedure

Creating Fee Holds Procedure

The following information applies to this procedure:
■ The Fee Calendar Instances region identifies the fee period and level for which
the schedule is relevant. For a schedule at the FTCI level, the fee category is
blank. At the FCCI level, the Fee Type field is blank. At the FCFL level, there are
entries in both the Fee Type and the Fee Category fields.
■ The currency is displayed, if available to the calling window.
■ Use the Fee hold region to record one or more entries representing dates, after
which the corresponding pending hold applies.
■ Schedules for fees with a system fee trigger category of INSTITUTN must be
specified at the FTCI level.
■ A date alias instance can be used more than once, as long as different overdue
percentages or amounts are specified. For example, holds of different severity
can be indicated for the same date, depending on the sum overdue.
■ Warning lamps advising that exceptions exist at another level are shown at the
FCCI level if, for any fee in the category, a schedule exists at any other level,
that overrides the FCCI schedule for that fee, or an institution fee is included in
the category.
To create a fee holds, perform the following steps.
1. In Oracle Student System, navigate to the Fee Hold window as follows:
Student Finance - Fee Assess- Fee Types
The Fee Types window appears.
2. Click Fee Type Calendars.
The Fee Type Calendar Instances window appears.
3. Click Fee Hold.
The Fee Hold window appears.
4. Enter data in appropriate fields.
5. In the Date Alias field, select a date alias from the list of values.
Records can be entered and based on date aliases, with or without offsets.
6. In the Offset Days field, enter the number of offset days.

Fee Hold Procedure 214-5

Creating Fee Holds Procedure

Records can be entered and based on offset days from a date shown in the
Person Payment Schedules window, with no date aliases.
7. In the Minimum Overdue % field, enter a proportion of the amount due for
each entry, an amount below which an hold is not to apply for an overdue
payment.
The Minimum Overdue % field can be left blank. An hold applies to any
amount overdue.
8. In the Minimum Overdue Amount field, enter a proportion of the amount due
for each entry, an amount below which, an hold is not to apply for an overdue
payment.
The Minimum Overdue Amount field can be left blank. An hold applies to any
amount overdue.
9. In the Hold Type field, select a Hold Type from the list of values.
10. To discontinue a student’s enrollment, select the Discontinue Enrollment check
box.
This alerts staff authorizing holds in the Authorize Fee Hold window.
Some hold effects require that a student’s enrollment be discontinued. These
can be viewed in the list of all hold effects.
11. To write off bad debt, select the Write Off Bad Debt check box.

12. Save or save and continue as follows:

File - Save or Save and Proceed

13. Close the window.

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 Fee Hold Window

Fee Hold Window

Figure 214–1 Fee Hold Window

Fee Hold Procedure 214-7

Fee Hold Window

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 215
Fee Sponsorship Statuses Procedure

This chapter describes how to create fee sponsorship statuses. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Fee Sponsorship Statuses Procedure
■ Fee Sponsorship Statuses Window

Fee Sponsorship Statuses Procedure 215-1

Definition

Definition
The fee sponsorship statuses procedure creates a fee sponsorship status defined by
the institution to a system fee sponsorship status.

Overview
A sponsor undertakes to make payment for all or part of a student’s fee liabilities
for a particular program. Fee sponsorship statuses reflect the state of activity of a
particular sponsorship of a student undertaken by an individual or an organization.
The status of a sponsorship can be planned, active, expired, cancelled by the
institution, or infringed by the student. These statuses are entered against a student
program attempt or a particular fee liability in that attempt in the Direct
Assignment of Sponsorships window. The Expire Fee Sponsorship procedure can be
run to automatically change a sponsorship status to expired once the end date for
the sponsorship is reached.
The Fee Sponsorship Statuses window is used to match an institution-defined
sponsorship status to a system sponsorship status. System statuses provide
functionality within Oracle Student System.

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 Creating Fee Sponsorship Statuses Procedure

Creating Fee Sponsorship Statuses Procedure

The following information applies to this procedure:
■ System sponsorship statuses are set to ACTIVE as the default.
■ The system fee sponsorship statuses are ACTIVE, EXPIRED, INFRINGED,
CANCELLED, and PLANNED.
■ Once entered against a sponsorship record, a status cannot be deleted.
To create a fee sponsorship status, perform the following steps.
1. In Oracle Student System, navigate to the Fee Sponsorship Statuses window as
follows:
Student Finance - Sponsor - Fee Sponsorship Statuses
2. Enter data in appropriate fields.
3. In the Fee Sponsor Status field, assign sponsorship status names chosen by the
institution to system sponsorship statuses.
One or more institution-defined statuses can map to each system status.
Unless it is important to retain a term already in use in the institution, it is
recommended that institution-defined status names reflect system status names.
4. In the Description field, insert descriptive text.
5. In the Sponsorship Status field, select Active, Cancelled, Expired, Infringed, or
Planned from the drop-down list.
6. Select the Closed check box to close statuses no longer required.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Fee Sponsorship Statuses Procedure 215-3

Fee Sponsorship Statuses Window

Fee Sponsorship Statuses Window

Figure 215–1 Fee Sponsorship Statuses Window

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 216
Charge Method Apportion Procedure

This chapter describes how to create charge method apportionment. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Charge Method Apportion Procedure
■ Charge Method Apportion Window

Charge Method Apportion Procedure 216-1

Definition

Definition
The charge method apportion procedure makes a link between fee calendars and
load calendars. This link is used by the Fee Assessment job in determining a
student’s fee liability.

Overview
For each fee, the Charge Method Apportion window makes a link between a fee
calendar instance and one or more load calendar instances. This link between fee
and load periods enables the Fee Assessment job in the Process Fee Assessments
window to determine the following:
■ whether an assessment for a student should be made in the corresponding fee
period, based on load incurred, by examining relevant student unit attempts for
the load periods
■ what the value is for the elements used in the fee calculation if an assessment is
made and the charge method is EFTSU, CRPOINT, or PERUNIT
In many cases, only one load calendar instance is linked to each fee calendar
instance for a fee, since it is recommended that fee periods closely follow the
structure of load calendars. However, it can be a requirement to create some fees
with a fee period that spans several load calendars. In this case, all the relevant load
calendars must be entered in the Charge Method Apportion region.
For information on load calendar instances, see Load Calendar Structure,
Chapter 168, Enrollments Overview.
For information on fee calculations, see Setting Up Calculation Data, Chapter 198,
Student Finance Functions and Maintenance.
The following list includes examples of using the Charge Method Apportion
procedure.
■ A HECS fee always needs to be assessed in accordance with the load calendar
structure. This fee might be allocated a fee calendar type of FEE-SEM1 for first
semester assessment and linked in this window to a single load calendar,
LOAD-CAL-1, which relates to the same semester.
■ A general service fee, GSF, might be assessed only once yearly and therefore be
allocated a fee calendar type of FEE-YR. For this fee, LOAD-CAL-1 and
LOAD-CAL-2 both are linked to FEE-YR, so that the student loads returned by
the load calendars for both first and second semester are taken into account.

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 Overview

Levels
Charge method apportionment is specified at the following levels:
■ FTCI, in which the link between fee and load periods relates to the selected fee
regardless of category
■ FCFL, in which the link applies to the fee only within the category selected
institution fees must have their apportionment data specified at the FTCI level
For information on levels, see Fee Type Levels, Chapter 199, Student Finance
Concepts.

Level Access
The Charge Method Apportion window is accessed at the following levels:
■ FTCI by the Charge Method Apportionment button in the Fee Type Calendar
Instances window
■ FCFL by the Fee Calculations button and then the Charge Method Apportion
button or the Fee Type Calendar Instance Charge Method Apportion button in
the Fee Category Fee Liability window
The Fee Type Calendar Instance Charge Method Apportion button is displayed
when apportionment data is already entered at the FTCI level. The Charge Method
Apportion window can still be accessed from the FCFL level, but only to display the
existing data.

Charge Method Apportion Procedure 216-3

Creating Charge Method Apportion Procedure

Creating Charge Method Apportion Procedure

The following information applies to this procedure:
■ The Fee Calendar Instance region identifies the fee period and level for which
the apportionment is relevant. If the Fee Category field is blank, apportionment
data is operating at the FTCI level, but with a category shown, the data operates
at the FCFL level.
■ The currency is displayed, if available, in the calling window.
To create a charge method apportionment, perform the following steps.
1. In Oracle Student System, navigate to the Charge Method Apportion window
as follows:
Student Finance - Fee Assess - Fee Types
The Fee Types window appears.
2. Click Fee Type Calendars.
The Fee Type Calendar Instances window appears.
3. Click Charge Method Apportionment.
The Charge Method Apportion window appears.
4. Enter data in appropriate fields.
5. For each fee, in the Load Calendar Type field, select load calendar instance that
is related to the fee calendar instance shown in the context region from the list
of values.
WARNING: Although deletion of load calendar records is possible, do not to
make changes once fee assessment has started for a fee period.
The instance in the Load Calendar Type field is selected from calendars with a
system calendar category LOAD and a calendar status of ACTIVE.
A system fee trigger category of INSTITUTN must have apportionment
specified at the FTCI level.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

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 Charge Method Apportion Window

Charge Method Apportion Window

Figure 216–1 Charge Method Apportion Window

Charge Method Apportion Procedure 216-5

Charge Method Apportion Window

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 217
Fee Assessment Rates Procedure

This chapter describes how to define fee assessment rates. The following sections
are in this chapter:
■ Definition
■ Overview
■ Defining Fee Assessment Rates Procedure
■ Fee Assessment Rates Window

Fee Assessment Rates Procedure 217-1

Definition

Definition
The fee assessment rates procedure creates and maintains a fee assessment rate or
set of rates applying to a fee.

Overview
The rates shown in the Fee Assessment Rates window are used by the Process Fee
Assessment job in the basic number of elements times rate calculation to arrive at a
student’s liability for a particular fee. A rate is always a rate per element.
For information on fee calculations, see Setting Up Calculation Data, Chapter 198,
Student Finance Functions and Maintenance.

Levels
Assessment rate data can be attached at the FTCI level, with the rates for a fee
applying regardless of category, or at the FCFL level, with the rate or rates applying
to the fee only within the category selected. The following fees must be specified
only at the FTCI level:
■ fees with a system fee trigger category of INSTITUTN, because these fees are
levied once across all the program attempts of students at the institution,
regardless of their fee category
Other than these, rates can exist at either level, but not at both levels for the same
fee type.
For information on levels, see Fee Type Levels, Chapter 199, Student Finance
Concepts.

Level Access
The Fee Assessment Rates window is accessed at the following levels:
■ FTCI level by the Assessment Rates button in the Fee Type Calendar Instances
window
■ FCFL level by the Fee Calculations button and then the Fee Assessment Rate
button or the Fee Type Calendar Instance Assessment Rate button in the Fee
Category Fee Liability window
The Fee Type Calendar Instance Assessment Rate button is displayed when
apportionment data is already entered at the FTCI level. The Fee Assessment Rates

217-2 Oracle Student System User’s Guide

 Overview

window can still be accessed from the FCFL level, but only to display the existing
data.

Multiple Rates
Within a level, multiple charge rates can be set up for a single fee, depending on
various program attempt attributes such as location, attendance type, attendance
mode, or government payment classifications. For example, the rate of a general
service fee may depend on the location at which a student is studying. When setting
up these attributes and payment characteristics, the circumstances of all students
due to pay the fee must be covered.
For information on using the program attributes and government classifications, see
Fee Type Rates, Chapter 199, Student Finance Concepts.

Reference
In some circumstances, rates specified in the Fee Assessment Rates window affect
individual assessment contracts with a student. See documentation in the Contract
Fee Assessment Rates window for details.
For information on using the program attributes and government classifications, see
Fee Type Rates, Chapter 199, Student Finance Concepts.

Fee Assessment Rates Procedure 217-3

Defining Fee Assessment Rates Procedure

Defining Fee Assessment Rates Procedure

The Fee Assessment Rates procedure
■ Defining Fee Assessment Rates
■ Viewing Deleted Assessment Rates

Defining Fee Assessment Rates

The following information applies to this procedure:
■ The Process Fee Assessment job either derives a student’s program attempt
attributes from an examination of enrolled units in the relevant fee period or
uses the attributes nominated by the student at the time of admission or
unconfirmed enrollment. In determining applicable charge rates, program
attributes in the Fee Assessment Rates window are matched to nominated
student program attempt attributes in cases in which the assessment is
predictive and the student is not currently enrolled for the fee calendar instance
concerned or the derived student program attempt attributes for enrolled
students.
■ The Fee Calendar Instance region identifies the fee period and level for which
the rate or rates are relevant for the selected fee. If the Fee Category field is
blank, the rate data is operating at the FTCI level. With a category shown, the
data operates at the FCFL level.
■ The currency is displayed, if available, in the Fee Assessment Rates window. If
not shown, the local currency applies to any rate entered and can be found in
the International Currency Codes window.
■ The charge method shown in the Fee Calendar Instance region indicates the
kind of element involved in the calculation. For example, if the charge method
is CRPOINT, the rate applies per credit point.
■ Rates specified in the Fee Assessment Rates window are available to the
Element Ranges window, which must be defined at the same level.
■ A TUITION rate can combine elements from both program attributes or HECS
payment characteristics.
■ Fees with a HECS system fee type can only use the Government HECS payment
option and the Government HECS Contribution Band criteria. Fees with an
OTHER system fee type can use only program attributes.
■ Locations available have a system location type of CAMPUS.

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 Defining Fee Assessment Rates Procedure

To define fee assessment rates, perform the following steps.

1. In Oracle Student System, navigate to the Fee Assessment Rates window as
follows:
Student Finance - Fee Assess - Fee Categories
The Fee Category Calendar Instance window appears.
2. Click Fee Liabilities.
The Fee Category Fee Liability window appears.
3. Click Fee Calculations.
4. Click Fee Type Calendar Instance Assessment Rate.
The Fee Assessment Rates window opens.
5. Click in the Rate Number field.
One or more rates can be entered in the Fee Assessment Rate region. A different
rate number is assigned by the system to each rate for the fee.
6. Cycle through existing rates by using the up and down arrow keys or the Next
and Previous Record buttons or menu commands.
7. In the Location Code field, select a location code from the list of values.
Location codes are specified in the Organizational Structure subsystem in the
Locations window.
8. In the Attendance Type field, select an attendance type from the list of values.
9. In the Attendance Mode field, select an attendance mode from the list of values.
Attendance Mode and Attendance Type are specified in the Program Structure
Planning subsystem in the Program Attendance Modes window and the
Program Attendance Types window.
10. In the Order of Precedence field, enter a precedence number.

Fees with a system fee type of TUITION or OTHER can have rates that vary
according to changes in the attributes location code, attendance type, and
attendance mode. When any of these attributes are used to define a rate, and
these attributes are not mutually exclusive, an order of precedence must be
specified. For example, a rate with the precedence number 1 is used in
preference to one with the precedence number 2, in cases for which both might
apply.

Fee Assessment Rates Procedure 217-5

Defining Fee Assessment Rates Procedure

If a record with identical criteria but a different rate is required for use against
an element range, the rate for use against a range should have an order of
precedence of lower priority than the corresponding normal rate.
11. In the Unit Class field, select a unit class from the list of values.

12. In the Government Contribution Payment Option field, select a government

HECS payment option from the list of values.
Available government contribution payment options are listed in the Gov’t
Contribution Payments window.
Note: Perform this step only if HECS is selected.
13. In the Government Contribution Band field, select a government contribution
band from the list of values.
Fees with a system fee type of HECS or TUITION can vary by government
HECS payment option. HECS fees can vary by government HECS contribution
band within a payment option.
Note: Perform this step only if HECS is selected.
14. In the Charge Rate field, enter a charge rate.

The charge rate defined in the Fee Assessment Rates window is the rate per
element used in the calculation, if the corresponding rule is indicated in the
calling window. An element may be a credit point, a unit, or an EFTSU value,
depending on the charge method stipulated for the fee. For fees with a charge
method of FLATRATE, the element value is always 1.
15. Save or save and continue as follows:

File - Save or Save and Proceed

16. Close the window.

Viewing Deleted Assessment Rates

The following information applies to this procedure:
■ Rates can be logically deleted.
■ If rates are deleted, any dependent element range rates are also logically
deleted. A deletion date is supplied by the system.
■ Logically deleted rates are not rolled over. Rates are not renumbered to take
account of deletions.

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 Defining Fee Assessment Rates Procedure

To view rates that have been logically deleted, perform the following steps.
1. In Oracle Student System, navigate to the Fee Assessment Rates window as
follows:
Student Finance - Fee Assess - Fee Type
The Fee Type Calendar Instance window appears.
2. Click Fee Liabilities.
The Fee Type Fee Liability window appears.
3. Click Fee Calculations.
4. Click Fee Assessment Rate.
The Fee Assessment Rates window opens.
5. Select the Include Deleted Rates check box.
6. Re-query.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Fee Assessment Rates Procedure 217-7

Fee Assessment Rates Window

Fee Assessment Rates Window

Figure 217–1 Fee Assessment Rates Window

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 218
Element Ranges Procedure

This chapter describes how to create element ranges. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Element Ranges Procedure
■ Element Ranges Window
■ Element Ranges Window Description

Element Ranges Procedure 218-1

Definition

Definition
The element ranges procedure creates element ranges for a fee type within which
specific charge rates apply.

Overview
The Element Ranges window has a specialist application, enabling a single flat rate
for a fee to be charged if a student’s load falls within a specific load range. Note that
entering data in this window have an effect on the functioning of assessment rate
records.
The Element Ranges window works in conjunction with the Fee Assessment Rates
window. Associated data in the two windows must be set up at the same level.
For fee types with a charge method of EFTSU, CRPOINT, or PERUNIT, rates already
entered in the Fee Assessment Rates window can be assigned to the particular
element ranges entered in the Element Ranges window. For example, if the charge
method is EFTSU, a range of 0.001 to 0.375 can be set up, with a rate applied
specifically to eligible students whose total calculated load for the relevant fee
period falls within that range.
An important feature of the Element Ranges window is the ability to override the
standard charge method for the fee by setting a FLATRATE charge method for one
or more ranges. In this case, all eligible students with a load falling within the range
are charged the same amount for the fee. If the flat rate override is not applied to a
range, the calculation is based on the value of charge elements as normal, so that
even within a range, a student’s liability for the fee varies, depending on his or her
load, but at the rate associated with the range, rather than at the standard rate.
If the decision is made to use element ranges, they must be set up to cover all load
possibilities required. If the load calculated for the student in relation to a fee, and
therefore the charge element value, does not fall within a range specified in this
window, or a range rate does not match the student’s program or payment
attributes, no assessment is entered.
The Element Ranges window cannot be accessed if the existing charge method for
the fee is FLATRATE.
For information on fee calculations, see Setting Up Calculation Data, Chapter 198,
Student Finance Functions and Maintenance.
For information on levels, see Fee Type Levels, Chapter 199, Student Finance
Concepts.

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 Overview

Levels
For a particular fee, element ranges are specified at the FTCI level, if the ranges
operate for the selected fee regardless of category, or at the FCFL level, if the ranges
apply only to the fee within the category selected. They cannot be specified at both
levels for the same fee type. Fees with a trigger category of INSTITUTN can have
element ranges entered only at the FTCI level.
The window is accessed at the following levels:
■ FTCI level by the Elements Range button in the Fee Type Calendar Instances
window
■ FCFL level by the Fee Calculations button and then the Elements Range
button, or the FTCI Elements Range button, in the Fee Category Fee Liability
window
The FTCI Elements Range button is displayed when ranges are already entered at
the FTCI level. The window can still be accessed from the FCFL level, but only to
display the existing data.

Recording Range Rates

For each range specified in the Elements Range region, a rate or rates from those
already entered in the Fee Assessment Rates window can be assigned in the
Elements Range Rate region. An element range rate record is created when a rate is
assigned to an element range.

Example 1
The institution offers international students studying full-time a tuition fee of $5,000
a semester. However, this arrangement holds only if students study three or four
units per semester. If they drop below this load, or take more than four units, a fee
of $1,700 per unit is used.
To implement this in a one-semester fee period for TUITION fee type in the
INTERNATNL category with a PERUNIT charge method, do the following:
■ In the Fee Assessment Rates window, set up Rate Number 1 for $1,700 and Rate
Number 2 for $5,000.
■ In the Element Ranges window, define three range entries.
Define the following range entries:
■ Lower Range value = no entry; Upper Range value = 2; Rate Number 1

Element Ranges Procedure 218-3

Overview

■ Lower Range value = 3; Upper Range value = 4; FLATRATE Override Charge

Method Type; Rate Number 2
■ Lower Range value = 5; Upper Range value = no entry; Rate Number 1
The fee assessment calculation is as follows:
Student with a load of 1 unit: 1 times 1700 = $1,700
Student with a load of 2 units: 2 times 1700 = $3,400
Student with a load of 3 or 4 units: 1 times 5000 = $5,000, which is the flat rate for
this element range
Student with a load of 5 units: 5 times 1700 = $8,500

Example 2
A discount on a computer access fee is to apply to students in computer science
programs if their credit point load is over a certain value. Note that discounts,
working in a different way, can also be applied through payment schedules.
To implement a discount in a one-semester fee period for a COMP-ACC fee type
with a CRPOINT charge method and triggered by computer science programs, do
the following:
■ In the Fee Assessment Rates window, set up Rate Number 1 for $10 and Rate
Number 2 for $8.
■ In the Element Ranges window, assign Rate Number 1 to a range with a Lower
Range value of 1 and an Upper Range value of 9. Assign Rate Number 2 to a
range with a Lower Range value of 10 and an Upper Range value of 12.
The fee assessment calculation is as follows:
Student with a load of 3 credit points: 3 times 10 = $30
Student with a load of 4 credit points: 4 times 10 = $40
Student with a load of 9 credit points: 9 times 10 = $90
Student with a load of 10 credit points: 10 times 8 = $80
Student with a load of 11 credit points: 11 times 8 = $88
Student with a load of 12 credit points: 12 times 8 = $96

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 Creating Element Ranges Procedure

Creating Element Ranges Procedure

The following information applies to this procedure:
■ The Fee Calendar Instance region identifies the fee period and level to which
the element ranges apply for the selected fee. If the Fee Category field is blank,
the range data is operating at the FTCI level. With a category shown, the data
operates at the FCFL level.
■ The Fee Calendar Instance region includes a description of the currency
applying to the rate, if available, and the applicable charge method. The local
currency applies to the rate if a currency description is unavailable.
■ Element ranges and assessment rates in the Fee Assessment Rates window
must be specified at the same level for a particular fee.
■ Element ranges for fees with an INSTITUTN system fee trigger category shown
in the Fee Types window must be at the FTCI level.
To create an element range, perform the following steps.
1. Use the Elements Range window for a fee with an EFTSU, CRPOINT, or
PERUNIT charge method.
2. In Oracle Student System, navigate to the Element Ranges window in one of the
following ways:
1. Student Finance - Fee Assess - Fee Types
The Fee Types window appears.
2. Click Fee Type Calendars.
The Fee Type Calendar Instances window appears.
3. Click Elements Range.
The Element Ranges window appears.
3. In the Element Ranges window, enter data in appropriate fields.
The following information applies to this procedure:
■ Both element range records and dependent element range rate records can
be logically deleted.
■ If fee assessment rates are logically deleted, so are any dependent element
range rates.

Element Ranges Procedure 218-5

Creating Element Ranges Procedure

■ More than one rate can be linked to a given range. The fee assessment
routine selects the rate according to the relevant program or payment
attributes.
■ Values in the Charge Rate, Location Code, Attendance Type, Attendance
Mode, Govt Contribution Payment Option, and Govt Contribution Band
fields are those entered in the Fee Assessment Rates window and are
information only.
4. Optionally, select the include deleted ranges check box in the Elements Range
region to include deleted ranges.
5. In the Lower Range and Upper Range fields, specify an element range or ranges
within which either a FLATRATE charge method is applied to a fee in the
Override Charge Method Type field or the original charge method is still used,
but applied at the rate associated with the element range.
Ranges can be open-ended. For any record, specify only one lower range and
upper range. Both Lower Range and Upper Range fields are inclusive. Element
ranges cannot overlap. One range cannot encompass another.
Where the Override Charge Method Type field is blank, the charge method
used is the one already assigned to the fee type.
FLATRATE is the only charge method that can be used as an override.
Note: A range number is supplied automatically by the system when a range is
saved.
6. Optionally, select the include deleted ranges check box in the Elements Range
Rate region to include deleted ranges.
7. In the Rate Number field, select the rate associated with the range selected in
the Elements Range region by selecting each rate required from the list of
values. The list of values shows only those rates existing at the same level.
8. Optionally, in the Deletion Date field, select a deletion date from the pop-up
calendar.
9. Save or save and continue as follows:
File - Save or Save and Proceed
Note: The creation date is supplied by the system when the element range rate
record is saved.
10. Close the window.

218-6 Oracle Student System User’s Guide

 Element Ranges Window

Element Ranges Window

Figure 218–1 Element Ranges Window

Element Ranges Procedure 218-7

Element Ranges Window Description

Element Ranges Window Description

Table 218–1 Element Ranges Window Description
Field Name Type Features Description
Calendar Type default, calendar type associated with fee
display only
Effective Dates default, effective dates of calendar type
display only
Fee Type default, fee type associated with calendar type
display only
Fee Category default, fee category associated with calendar type
display only
Currency default, currency associated with calendar type
display only
Charge Method default, charge method associated with calendar type
display only
Elements Range
Region
Include deleted optional check box if selected, deleted ranges are included
ranges
Range Number default, system-assigned number for range
display only
Lower Range required beginning of element range associated with rate
Upper Range optional end of element range associated with rate
Override Charge optional list of values charge method type to be overridden
Method Type
Deletion Date default, deletion date for element range
display only
Elements Range
Rate Region
Include deleted optional check box if selected, deleted element range rates are included
ranges
Rate Number required list of values rate number associated with elements range
Creation Date optional list of values date created; default is current date
Deletion Date optional deletion date for element range rate

218-8 Oracle Student System User’s Guide

 Element Ranges Window Description

Table 218–1 Element Ranges Window Description

Field Name Type Features Description
Charge Rate default, charge rate associated with fee assessment rate
display only
Footer Region
Location Code default, location code associated with fee assessment rate
display only
Attendance Type default, attendance type associated with fee assessment rate
display only
Attendance Mode default, attendance mode associated with fee assessment rate
display only
Govt Contribution default, government contribution payment option associated
Payment Option display only with fee assessment rate
Govt Contribution default, government band contribution associated with fee
Band display only assessment rate
Back button returns to previous window

Element Ranges Procedure 218-9

Element Ranges Window Description

218-10 Oracle Student System User’s Guide

 219
Unit Set Fee Trigger Procedure

This chapter describes how to create unit set fee triggers. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Unit Set Codes
■ Unit Set Fee Trigger Window

Unit Set Fee Trigger Procedure 219-1

Definition

Definition
The unit set fee triggers procedure includes one or more unit sets as part of a fee
trigger group and creates a link between a fee liability and a unit set or sets, so that
only students in the specified unit sets are considered for the fee liability.

Overview
Unit set fee triggers enable the Process Fee Assessment job to match fees related to
unit sets to corresponding student unit set attempts. If a unit set trigger entered
against a fee liability matches a student unit set attempt, the student is eligible for
assessment for the fee.
Unit set triggers can be assigned to fees with either a UNITSET or a COMPOSITE
trigger category. An example of using a trigger with a UNITSET category is to
charge a fee only to students undertaking a certain major sequence. When the Unit
Set Fee Trigger window is used with a COMPOSITE category, unit sets can be
included as part of a trigger group, which is established in the Fee Trigger Groups
window. For example, a particular stream for a program can be associated with a
fee liability.
The Unit Fee Trigger window records triggers for units.
The Unit Set Fee Trigger window is called from the Fee Category Fee Liability
region of the Fee Category Calendar Instance window by clicking Fee Triggers and
then clicking Unit Set Fee Triggers for composite fees.
Use the to Unit Set Fee Trigger window to record, maintain, or view the unit sets
that determine the scope of the fee liability selected.
The Unit Set Fee Trigger window shows the fee liability, which is the fee within a
category in a fee period, in the Fee Category Fee Liability region and the charge
method for which triggers are entered in the Unit Set Fee Trigger region.
For information on triggers, see Assigning Triggers to Fee Liabilities, Chapter 198,
Student Finance Functions and Maintenance.

Trigger Deletion
Logical deletion is a way to remove a trigger while enabling transaction reversals to
be made for those transactions that have already been created as a result of the
trigger.

219-2 Oracle Student System User’s Guide

 Creating Unit Set Codes

Creating Unit Set Codes

The following information applies to this procedure:
■ The trigger group list of values presents all groups entered for the liability
except those with a deletion date.
■ The creation date of a record is automatically supplied by the system.
To create a unit set code, perform the following steps.
1. In Oracle Student System, navigate to the Unit Set Fee Trigger window as
follows:
Student Finance - Fee Assess - Fee Categories
The Fee Category Calendar Instance window appears.
2. Query the appropriate record.
3. Click Fee Liabilities.
The Fee Category Fee Liability window appears.
4. Query the appropriate record.
5. Click Fee Triggers.
6. Click Unit Set Fee Triggers.
The Unit Set Fee Trigger window appears.
7. Enter data in appropriate fields.
The following information applies to this step:
■ No save is necessary. Confirmation is requested before an automatic logical
deletion is performed. A deletion date is supplied by the system.
8. In the Unit Set Code field, select a unit set code from the list of values.
Only unit sets with a system unit set status of ACTIVE or PLANNED can be
entered here.
The Version Number, Title, and Trigger Group fields populate automatically.
The unit set code and version number are matched by the fee assessment
routine to unit set attempts of eligible students.
Note: For fee liabilities with a COMPOSITE trigger category, a recorded unit set
can be included as a member of a trigger group by selecting a trigger group

Unit Set Fee Trigger Procedure 219-3

Creating Unit Set Codes

number. The same unit set can be used as a member of more than one trigger
group for the same fee liability, if required.
9. Select the Include Deleted Triggers check box to display all triggers, including
those that have been logically deleted, when the form is queried.
Selecting the Include Deleted Triggers check box has no effect on functionality
in the fee assessment routine.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

219-4 Oracle Student System User’s Guide

 Unit Set Fee Trigger Window

Unit Set Fee Trigger Window

Figure 219–1 Unit Set Fee Trigger Window

Unit Set Fee Trigger Procedure 219-5

Unit Set Fee Trigger Window

219-6 Oracle Student System User’s Guide

 220
Student Fee Sponsor Types Procedure

This chapter describes how to create student fee sponsor types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Student Fee Sponsor Types Procedure
■ Student Fee Sponsor Types Window

Student Fee Sponsor Types Procedure 220-1

Definition

Definition
The student fee sponsor types procedure creates institution-defined sponsor types.

Overview
A sponsor undertakes to make payment for all or part of a student’s fee liabilities
for a particular program.
The Student Fee Sponsor Types window is used to enter sponsor types, which are
then assigned to organizations or individuals that act as sponsors in the Record
Sponsor Details window. The sponsor type classification is intended for
administrative reference.

220-2 Oracle Student System User’s Guide

 Creating Student Fee Sponsor Types Procedure

Creating Student Fee Sponsor Types Procedure

The following information applies to this procedure:
■ A type cannot be deleted once it is entered against a sponsor.
To create a student fee sponsor type, perform the following steps.
1. In Oracle Student System, navigate to the Student Fee Sponsor Types window
as follows:
Student Finance - Sponsor - Student Fee Sponsor Types
2. Enter data in appropriate fields.
3. In the Sponsor Type field, create sponsor types used to distinguish different
kinds of sponsors.
Examples of sponsor types include CORPORATE, FACULTY, GOVERNMENT,
and PRIVATE.
4. In the Description field, enter descriptive text.
5. Select the Closed check box to close a type if it is no longer required.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Student Fee Sponsor Types Procedure 220-3

Student Fee Sponsor Types Window

Student Fee Sponsor Types Window

Figure 220–1 Student Fee Sponsor Types Window

220-4 Oracle Student System User’s Guide

 221
Fee Sponsor Statuses Procedure

This chapter describes how to create fee sponsor statuses. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Fee Sponsor Statuses Procedure
■ Fee Sponsor Statuses Window

Fee Sponsor Statuses Procedure 221-1

Definition

Definition
The fee sponsor statuses procedure creates a fee sponsor status defined by the
institution to a system fee sponsor status.

Overview
Sponsors undertake to make payment of all or part of the fee liabilities of one or
more students. Sponsor statuses reflect an individual or organization’s standing as a
sponsor within the institution.
The Fee Sponsor Statuses window is used to link an institution-defined sponsor
status to a system sponsor status. System statuses provide functionality within
Oracle Student System.
Sponsor statuses are entered against sponsors in the Record Sponsor Details
window.

221-2 Oracle Student System User’s Guide

 Creating Fee Sponsor Statuses Procedure

Creating Fee Sponsor Statuses Procedure

The following information applies to this procedure:
■ System sponsorship statuses are set to ACTIVE as the default.
■ System-defined statuses are ACTIVE, EXPIRED, INFRINGED, and
CANCELLED.
■ System fee sponsor statuses that currently have operational functionality are
ACTIVE and CANCELLED. It is recommended that other statuses be set to
closed.
■ Once entered against a sponsor, a status cannot be deleted.
To create a fee sponsor status, perform the following steps.
1. In Oracle Student System, navigate to the Fee Sponsor Statuses window as
follows:
Student Finance - Sponsor - Fee Sponsor Statuses
2. Enter data in appropriate fields.
3. In the Sponsor Status field, enter sponsor status names chosen by the institution
to map to system sponsor statuses.
One or more institution-defined statuses can map to each system status.
Unless it is important to retain a term already in use in the institution, it is
recommended that institution-defined status names reflect system status
names.
4. In the Description field, enter descriptive text.
5. In the System Sponsor Status field, select Active, Cancelled, Expired, or
Infringed from the drop-down list.
6. Select the Closed check box to close statuses no longer required.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Fee Sponsor Statuses Procedure 221-3

Fee Sponsor Statuses Window

Fee Sponsor Statuses Window

Figure 221–1 Fee Sponsor Statuses Window

221-4 Oracle Student System User’s Guide

 222
Record Sponsor Details Procedure

This chapter describes how to create sponsor details. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Sponsor Details Procedure
■ Record Sponsor Details Window

Record Sponsor Details Procedure 222-1

Definition

Definition
The record sponsor details procedure records organizations or individuals who
sponsor students.

Overview
A sponsor undertakes to make payment of all or part of a student’s fee liabilities for
a particular program.
The Record Sponsor Details window is used to register organizations or individuals
as sponsors and indicate their current status in this capacity. A person registered in
the Record Sponsor Details window must first be entered using the Find Program
window. An organization must have previously been entered in the Organizational
Units window.
If a student is sponsored by more than one individual, corporation, or other body,
each sponsor must take responsibility for different fee liabilities. It is not possible
within the system to split the cost of the program attempt as a whole between two
or more sponsors.
Use the Record Sponsor Details window to register individuals or organizations
already in the Student Finance subsystem as sponsors.

Payment Advice Number

Users are strongly advised not to enter a value in the Payment Advice Number field
or to delete any number recorded there.
The payment advice number is intended to identify the sponsor when a fee
payment is received through a bank. A unique number is generated by the system
the first time a person’s payment schedule is created for a student relevant to the
sponsor and displayed in the Record Sponsor Details window. The unique number
is not subsequently altered by the system. The number is imported through the
integration modules into an external finance system.
If the unique number is deleted, it is not possible for Oracle Student System to
match payments received to invoices. If the sponsor has multiple payment advice
numbers, the statement of account extract fails, with a message to this effect
displayed in the job scheduler run log.

222-2 Oracle Student System User’s Guide

 Creating Sponsor Details Procedure

Creating Sponsor Details Procedure

The following information applies to this procedure:
■ Users are strongly advised not to enter a payment advice number in the Record
Sponsor Details window.
To create a sponsor detail, perform the following steps.
1. In Oracle Student System, navigate to the Record Sponsor Details window as
follows:
Student Finance - Sponsor - Record Sponsor Details
2. Enter data in appropriate fields.
3. In the Sponsor Code field, enter a sponsor code.
4. Assign sponsor type and sponsor status from the respective lists of values.
Sponsor type values are maintained in the Student Fee Sponsor Types window.
Sponsor status values are maintained in the Fee Sponsor Statuses window.
5. To register a sponsor under the sponsor code supplied, enter the person
Number, if known, or access the Find Person window to use that window’s
query facility.
6. Optionally, in the Org Unit Code field, select an organizational unit code from
the list of values.
7. Optionally, in the Comments field, enter descriptive text.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Record Sponsor Details Procedure 222-3

Record Sponsor Details Window

Record Sponsor Details Window

Figure 222–1 Record Sponsor Details Window

222-4 Oracle Student System User’s Guide

 223
Direct Assignment of Sponsorships
Procedures

This chapter describes how to perform direct assignment of sponsorships. The

following sections are in this chapter:
■ Definition
■ Overview
■ Direct Assignment of Sponsorships Procedure
■ Direct Assignment of Sponsorships Window

Direct Assignment of Sponsorships Procedures 223-1

Definition

Definition
The direct assignment of sponsorships procedure assigns sponsors and records
sponsorship details if students are sponsored either for individual fees or for all fees
within a program attempt.

Overview
A sponsor agrees to make payment of all or some of a student’s fee costs for a
particular program. The Direct Assignment of Sponsorships window is used to
assign a sponsor or sponsors to individual student program attempts and to
maintain the sponsorship records. Sponsorships can be cancelled in this window.
Sponsors can undertake to pay, in part or in full, all fees pertaining to a program
attempt or only individual fees within the attempt. For example, a sponsor may
agree to pay 75% of a student’s tuition fee, but not contribute to his general service
fee. A sponsor can also place a limit on the total amount the sponsor is prepared to
contribute for the program attempt.
Before they can be assigned in the Direct Assignment of Sponsorships window,
sponsors must be entered in the Record Sponsor Details window. If a student is
sponsored by more than one individual, corporation, or other body, each sponsor
must take responsibility for different fee liabilities relevant to the program attempt.
It is not possible within the system to split the cost of the program attempt as a
whole between two or more sponsors.
To take full effect, sponsorships must be assigned before the assessment cycle for a
fee period begins.
The Expire Fee Sponsorship job is run to automatically change the status for those
sponsorships for which the end date has passed to one equivalent to the system
value EXPIRED.
Note that sponsorships can be end-dated automatically by the Clean Up
Unconfirmed Student Program Attempt Process job, if applicants through
Admissions do not confirm enrollment in the relevant programs.

223-2 Oracle Student System User’s Guide

 Direct Assignment of Sponsorships Procedure

Direct Assignment of Sponsorships Procedure

The Direct Assignment of Sponsorships includes the following parts:
■ Entering Data in the Student Program Attempt Region
■ Assigning a Single Sponsor
■ Assigning Specific Fees to a Single Sponsor
■ Assigning Multiple Sponsors
■ Canceling Sponsorships or a Sponsor’s Commitment for Individual Fee
Liabilities

Entering Data in the Student Program Attempt Region

The following information applies to this procedure:
■ The Student Program Attempt region operates in query mode only.
■ To take effect, a sponsorship must be in place before a person’s payment
schedule is created in the Process Person Payment Schedule job for the student
concerned. If a sponsorship is created after the job has run and any relevant fee
liability for the student is subsequently reassessed upward, sponsorship applies
only to that portion of the assessment that represents an increase on the
presponsorship assessment. The amount of the original assessment is not
sponsored.
■ A student must have a fee category assigned during admission or enrollment
before a sponsorship can be entered.
■ A single sponsor can undertake to pay all or a proportion of every fee for which
a student is liable in a program attempt. This is achieved by entering details
only in the Student Program Attempt Fee Sponsorship region.
■ A single sponsor can undertake to pay only part or all of a specific fee or fees
for the program attempt. This is achieved by additionally entering details in the
Fee Liability Sponsorship region.
■ If a student has more than one sponsor for a program attempt, each sponsor
must take responsibility for a different fee or fees. Details must be entered in
both the Student Program Attempt Fee Sponsorship region and the Fee Liability
Sponsorship region for each sponsor.
To enter data in the Student Program Attempt region, perform the following steps.

Direct Assignment of Sponsorships Procedures 223-3

Direct Assignment of Sponsorships Procedure

1. In Oracle Student System, navigate to the Direct Assignment of Sponsorships

window as follows:
Student Finance - Sponsor - Direct Assignment of Sponsorships
2. Query the data.
3. In the Person Number field, select the student to whom a sponsorship applies
by scrolling through the retrieved records.
4. Select the student’s relevant program attempt by scrolling through the retrieved
records using the down arrows or the Page Down key on the keyboard.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Assigning a Single Sponsor

The following information applies to this procedure:
■ Sponsors are liable only for sponsorships that have a status equivalent to the
system value ACTIVE when the Process Person Payment Schedule job is run.
■ For a fee potentially to be sponsored, sponsorship applies to those installments
for which the corresponding payment due date of the fee liability falls within
the sponsorship period at the time when the Process Person Payment Schedule
job runs. The sponsorship period is inclusive of the sponsorship start and end
dates.
■ An indicator is displayed if a contract rate is effective at any time within the
sponsorship period for any fee sponsored.
To assign a single sponsor, perform the following steps in the Student Program
Attempt Fee Sponsorship region.
1. In Oracle Student System, navigate to the Direct Assignment of Sponsorships
window as follows:
Student Finance - Sponsor - Direct Assignment of Sponsorships
2. Query the data.
3. In the Sponsor Code field, select the sponsor code from the list of values.

223-4 Oracle Student System User’s Guide

 Direct Assignment of Sponsorships Procedure

4. Select a fee sponsorship status from the list of values, setting the fee
sponsorship status to an equivalent of the system value of ACTIVE or
PLANNED.
5. In the [Start] Effective Dates field, enter a start date for the sponsorship, or
accept the default of the current date.
A sponsorship cannot be created with a start date before the current date.
6. Optionally, in the [End] Effective Dates field, enter an end date, beyond which
the sponsorship is not valid.
The end date can be left open.
Start and end dates should normally encompass all payment due dates for the
sponsored fee liabilities.
7. Optionally, in the Sponsorship Limit field, enter a currency amount as a
sponsorship limit.
The total of all fee amounts that the sponsor has undertaken to pay in the
program attempt cannot exceed this limit.
If a sponsorship limit applies, this is in the currency of the fee category shown
in the Student Program Attempt region. Currencies are entered for fee
categories in the Fee Category Calendar Instance window.
If a sponsorship limit has been set, the sponsor undertakes to pay whichever is
the lesser of the amount given as a sponsorship limit across all relevant fee
liabilities during the entire period of the sponsorship or the total when the
agreed percentage of each sponsored fee is calculated.
8. Optionally, in the Percentage Contribution field, enter a percentage representing
the proportion the sponsor is prepared to pay of each fee for which the sponsor
has undertaken responsibility.
The default is 100%.
If a single sponsor intends to pay only specific fees, access the overlay region
by clicking Fee Liability Sponsorship.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Direct Assignment of Sponsorships Procedures 223-5

Direct Assignment of Sponsorships Procedure

Assigning Specific Fees to a Single Sponsor

The following information applies to this procedure:
■ Sponsors are liable only for fees with a fee sponsorship status equivalent to the
system value ACTIVE when the Process Person Payment Schedule job is run.
■ The list of values against fee type displays only those fee liabilities entered
against the fee category shown for the student.
■ An indicator is displayed if a contract rate is effective at any time within the
sponsorship period for a sponsored fee. The dates of the contract are shown.
■ If fee structures have been rolled over several years in advance, future fee
liabilities can be selected from the list of values. Alternatively, for a
long-running sponsorship, the relevant fee liabilities for the upcoming year
need to be selected in this window after each yearly rollover. Refer to the Fee
Rollover job.
To assign specific fees to a single sponsor, perform the following steps in the Fee
Liability Sponsorship region.
1. In Oracle Student System, navigate to the Direct Assignment of Sponsorships
window as follows:
Student Finance - Sponsor - Direct Assignment of Sponsorships
2. Query the data.
3. Click the Fee Liabilities Sponsorship button
4. Select the fee liabilities or fee type in a fee period for each fee the sponsor is
prepared to pay in full or in part, as indicated by the percentage value entered
in the previous region.
A warning is given if inactive fee types are selected, but these can still be
entered against a sponsorship.
A liability must be entered for each required fee period within the span of the
sponsorship. For example, if a sponsorship for HECS fees is to run from 1998 -
2000, a fee liability for HECS must be selected for each fee period within that
span. That is, the fee type should have instances representing each applicable
semester in 1998, 1999, and 2000.
5. Record a fee sponsorship status against a fee. A status equivalent to the system
value PLANNED can be entered for planned or active sponsorships.
6. Save or save and continue as follows:

223-6 Oracle Student System User’s Guide

 Direct Assignment of Sponsorships Procedure

File - Save or Save and Proceed

7. Close the window.

Assigning Multiple Sponsors

The following information applies to this procedure:
■ Because two or more sponsors of a program attempt must each take
responsibility for different fee liabilities, existing active sponsors must have fees
assigned in the Fee Liability Sponsorship region before subsequent sponsors
can be made active in the Student Program Attempt Fee Sponsorship region.
To assign multiple sponsors, perform the following steps.
1. In Oracle Student System, navigate to the Direct Assignment of Sponsorships
window as follows:
Student Finance - Sponsor - Direct Assignment of Sponsorships
2. Query the data.
3. Click the Fee Liability Sponsorship button
4. Assign a fee liability or liabilities to an existing active sponsor as indicated in
the Assigning Specific Fees to a Single Sponsor section.
5. Create each subsequent sponsor with a status equivalent to the system value of
PLANNED, but otherwise follow the method indicated in the Assigning a
Single Sponsor section.
6. In the Fee Liability Sponsorship region, assign different fee liabilities for each
subsequent sponsor with statuses equivalent to PLANNED.
7. In the Student Program Attempt Fee Sponsorship region, set the sponsorship
status of each sponsor to the equivalent of the system value ACTIVE.
A message asks if dependent fee liabilities should also be activated.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Canceling Sponsorships or a Sponsor’s Commitment for Individual Fee Liabilities

The following information applies to this procedure:

Direct Assignment of Sponsorships Procedures 223-7

Direct Assignment of Sponsorships Procedure

■ Unpaid amounts are reassigned to the student if a sponsorship is cancelled.

■ Records can be deleted once cancelled, but this is not recommended except to
rectify initial data entry errors.
■ If cancellation is not authorized, the status reverts to an active state.
To cancel sponsorships or a sponsor’s commitment for individual fee liabilities,
perform the following steps.
1. In Oracle Student System, navigate to the Direct Assignment of Sponsorships
window as follows:
Student Finance - Sponsor - Direct Assignment of Sponsorships
2. Query the data.
3. In the Student Program Attempt Fee Sponsorship region, cancel a sponsorship
by changing an active status shown against a sponsor code to the equivalent of
the system value CANCELLED.
A message invites the user to authorize cancellation of related fee liabilities and
any unpaid sponsored amounts for this sponsorship.
4. Click OK to authorize.
5. In the Fee Liability Sponsorship window, cancel a sponsor’s responsibility for a
specific fee by changing an active status shown against a fee type to the
equivalent of the system value CANCELLED.
Note: A message invites the user to authorize the cancellation of any unpaid
sponsored amounts for this fee.
6. Click OK to authorize.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

223-8 Oracle Student System User’s Guide

 Direct Assignment of Sponsorships Window

Direct Assignment of Sponsorships Window

Figure 223–1 Direct Assignment of Sponsorships Window

Direct Assignment of Sponsorships Procedures 223-9

Direct Assignment of Sponsorships Window

223-10 Oracle Student System User’s Guide

 224
Disbursement Categories Procedure

This chapter describes how to create disbursement categories. The following

sections are in this chapter:
■ Definition
■ Overview
■ Creating Disbursement Categories Procedure
■ Disbursement Categories Window

Disbursement Categories Procedure 224-1

Definition

Definition
The disbursement categories procedure creates institution-defined disbursement
categories.

Overview
Disbursement categories are used to aggregate amounts calculated at the level of
individual fee disbursement allocations for reporting purposes. The use of
disbursement categories is optional.

224-2 Oracle Student System User’s Guide

 Creating Disbursement Categories Procedure

Creating Disbursement Categories Procedure

The following information applies to this optional procedure:
■ Disbursement categories are defined by the institution.
■ One or more disbursement categories can be assigned to each disbursement
formula from the set of formulas for a fee type in a fee period.
To create a disbursement category, perform the following steps.
1. In Oracle Student System, navigate to the Disbursement Categories window as
follows:
Student Finance - Disburse - Disbursement Categories
Note: The Disbursement Categories window can also be accessed from the Fee
Disbursement Formulas window by clicking Categorization.
2. Enter data in appropriate fields.
3. To indicate that a category is no longer valid, select the Closed check box
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Disbursement Categories Procedure 224-3

Disbursement Categories Window

Disbursement Categories Window

Figure 224–1 Disbursement Categories Window

224-4 Oracle Student System User’s Guide

 225
Disbursement Accounts Procedure

This chapter describes how to create disbursement accounts. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Disbursement Accounts Procedure
■ Disbursement Accounts Window

Disbursement Accounts Procedure 225-1

Definition

Definition
The disbursement accounts procedure creates account codes and corresponding
classification codes to organizational units.

Overview
Disbursement accounts assigned to organizational units receive income from fees
distributed across the various budget centers of an institution. Distribution is
according to a set of formulas for each fee type, and the mechanism for this
disbursement is by classifications entered against formulas and accounts.
An institution’s organizational units are entered and maintained in the
Organizational Units window. The accounts to receive disbursed income are set up
using the Fee Posting Accounts window, and classification codes are entered in the
Account Classification window.
This is one of two windows that can be used to set up the links between
organizational units, accounts, and classification codes. The other window is the
Account Classification window. The difference is in the grouping. Data is entered
and displayed by organizational unit in the Disbursement Accounts window, but by
classification code in the Account Classification window. Once entered, the same
data appears in both windows.
The formulas used to assign income to organizational units by classification are
entered using the Fee Disbursement Formulas window.
Table 225–1 represents a sample of fee posting accounts due to receive income from
a specific fee.

Table 225–1 Fee Posting Account Sample Due to Receive Income from a Specific Fee
Organization Unit Account Code Classification Code
Student Services 01/66/44/666 VC-ADMIN
Buildings & Grounds 01/21/45/444 VC-ADMIN
Library 01/66/53/111 LIBRARY
Faculty of Business 02/99/67/555 CRSE-OWNER
Dept of Accounting 01/99/56/777 TEACHING
Dept of Economics 01/99/56/999 TEACHING

225-2 Oracle Student System User’s Guide

 Overview

The accounts have been entered against organizational units and a classification
nominated for each account. For each student liable for the fee in a specific fee
period, the income is divided, according to a set of formulas, across accounts with
the relevant classification codes.
For example, a student's tuition fee is to be divided across the organizational unit
accounts shown in Table 225–1. The formulas entered for tuition fees determine that
the fee is divided in the following manner:
■ A portion of each fee goes directly to organizational units with accounts
classified as VC-ADMIN and LIBRARY. In the example, these are Student
Services, Buildings & Grounds, and the Library. Disbursement to faculties and
teaching departments depends on the programs and units studied by particular
students. For a student taking an accounting degree, a proportion of the tuition
fee goes to the CRSE-OWNER account of the Faculty of Business. The
disbursement for an arts student would be made to the account classified as
CRSE-OWNER in the Faculty of Arts.
■ Teaching departments with accounts classified as TEACHING receive a portion
of a student’s tuition fee according to their teaching responsibility for the units
studied by the student. In the preceding example, the departments of
Accounting and Economics fall in this category.

Disbursement Accounts Procedure 225-3

Creating Disbursement Accounts Procedure

Creating Disbursement Accounts Procedure

The following information applies to this procedure:
■ The Organizational Unit Accounts region can be used only in query mode.
■ The Account Classification window provides an alternative way to link
organizational units, accounts, and classifications.
■ Existing data, whether entered in the Disbursement Accounts window or in the
Account Classification window, can be queried in both windows.
To create a disbursement account, perform the following steps.
1. In Oracle Student System, navigate to the Disbursement Accounts window as
follows:
Student Finance - Disburse - Disbursement Accounts
2. Enter data in appropriate fields.
3. Record the account codes to which fee income is to be disbursed in each
financial period.
4. Assign a classification code to each account.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

225-4 Oracle Student System User’s Guide

 Disbursement Accounts Window

Disbursement Accounts Window

Figure 225–1 Disbursement Accounts Window

Disbursement Accounts Procedure 225-5

Disbursement Accounts Window

225-6 Oracle Student System User’s Guide

 226
Fee Disbursement Formulas Procedure

This chapter describes how to create fee disbursement formulas. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Fee Disbursement Formulas Procedure
■ Fee Disbursement Formulas Window

Fee Disbursement Formulas Procedure 226-1

Definition

Definition
The fee disbursement formula procedure creates the formulas that determine how
income from fees is distributed between organizational unit accounts by their
account classifications.

Overview
The formulas entered in the Fee Disbursement Formulas window are used to
specify how income from fees assessed in particular fee periods is distributed across
various budget centers of the institution. A set of formulas determines the amounts
and distribution patterns for each fee type specified. Each formula is matched,
either directly or by virtue of the classification to which it relates, to one or more
accounts owned by an organizational unit or units.
Income is disbursed on a student-by-student basis for institution-wide fees and on a
program-by-program basis for a fee liability that has been incurred for a single
program attempt. Depending on the method used, those of the student’s study
units with loads in the fee period under consideration are also taken into account.
For each student with an assessed liability for a particular fee type, the income
derived from that liability, whether anticipated or actual, is distributed according to
the appropriate set of formulas.

Evaluating Formulas
Each formula in the set applying to a fee type and calendar instance is given an
evaluation order number, and the set is processed in the sequence indicated by
these numbers. The sequence is important in the following instances:
■ if formulas are operating on balances after previous formulas have been
applied, rather than on the gross amount
■ if the amount to be disbursed cannot satisfy all allocations indicated by the
formulas

Components of a Formula
Results of formula calculations are determined by the disbursement method, the
allocation method, and whether the disbursement is based on a fixed amount or on
a percentage. These components, and the base balances on which percentage
formulas can operate, are described in this section.
When creating a set of formulas, ensure that the following conditions apply:

226-2 Oracle Student System User’s Guide

 Overview

■ The sum of all percentage NET or GROSS disbursements is less than or equal to
100.
■ Only one formula should have 100% disbursement using REMAINDER.
■ A fee category override should not have the same components as the formula it
overrides.

Scope
Disbursement for a formula can be confined to income derived from a particular
group of students liable for the fee type. This is achieved by applying a formula
rule. Access the Fee Disbursement Formula Rules window by clicking Formula
Rules.
There is also an ability to vary a disbursement formula depending on the fee
category under which a student became liable for the fee. Fee category formulas are
set up in the Fee Category Disbursement Formulas window accessed by clicking
Fee Category Formula.

Duration
By default, each formula operates for the period between the start date alias
instance and end date alias instance of the relevant fee period for the fee type.
However, this time can be reduced by overriding either or both dates. Using this
facility, the set of formulas can vary over the fee assessment period.
For information on setup, see Chapter 198,Student Finance Functions and
Maintenance.
For fee disbursement formula examples, see Fee Disbursement Formula Examples,
Chapter 199, Student Finance Concepts.

Fee Disbursement Formulas Procedure 226-3

Creating Fee Disbursement Formulas Procedure

Creating Fee Disbursement Formulas Procedure

The following information applies to this procedure:
■ Disbursement formulas can be created for fee type and calendar instance
combinations of statuses ACTIVE, INACTIVE, and PLANNED.
■ Each record is regarded as a single formula within the set of formulas applying
to the fee type and calendar instance combination. A formula number is
provided by the system.
■ Disbursement formulas are in local currency.
■ If a program is jointly owned, disbursed income due for that program, once the
formula has been applied, is split according to the percentages entered in the
Teaching Responsibilities window through the Basic Program Details window
or the Teaching Responsibility Overrides window.
■ If teaching responsibility for a study unit rests with more than one
organizational unit, disbursed income due for that unit, once the formula has
been applied, is split according to the percentages indicated in the Teaching
Responsibilities window through the Basic Unit Details window.
■ Formulas are resolved in order until the assessed or payment amount equals
zero. If the balance drops below the amount needed to satisfy a particular
formula, an adjustment is made to divide the reduced amount in accord with
the formula.
■ An indicator displays if fee category overrides exist for a formula.
To create a fee disbursement formula for the selected fee type and calendar instance,
perform the following steps for each formula.
1. In Oracle Student System, navigate to the Fee Disbursement Formulas window
as follows:
Student Finance - Disburse - Fee Disbursement Formulas
The Fee Disbursement Formulae window opens in query mode
2. Query the data to find the required fee type and select the fee type calendar
instance to which the set of formulas in the Fee Disbursement Formulas region
apply.
3. In the Evaluation Order field, enter an evaluation order number to determine
the position of this formula in the evaluation sequence.
Numeral 1 is evaluated first.

226-4 Oracle Student System User’s Guide

 Creating Fee Disbursement Formulas Procedure

Note: The following is a sample evaluation of a set of six formulas, ordered top
to bottom, on an assessed amount of $1,000. The balance is shown at the right.
Note that NET calculations are based on the last fixed amount.
10% - GROSS - ($100) - $900
$100 fixed - GROSS - ($100) - $800
10% - NET - ($80) - $720
10% - NET - ($80) - $640
20% - REMAINDER - ($128) - $512
100% - REMAINDER - ($512) - $000
4. Create the formula by supplying values for the following fields:
■ In the Disbursement Method field, select a disbursement method from the
list of values. The value in the Disbursement Method field dispenses a
proportion of the income from a liability directly to an account owned by a
named organizational unit, DIRECT; or to any organizational unit with an
account classification signifying that it is the owner of a program for which
the fee liability was incurred, COURSEOWN; or to any organizational unit
that has teaching responsibility for a unit that was studied by the student
and that contributed to the fee liability, UNITTEACH.
Note: Disbursement amount can be calculated in two ways. If a fixed
amount is entered, this amount is multiplied by the number of elements
associated with the allocation method. For fixed amounts, the base balance
value does not affect functionality. Alternatively, a percentage can apply
with the percentage being the original amount of the liability, with a base
balance of GROSS; or the balance after the last formula for a fixed
disbursement was calculated, with a base balance of NET; or the balance
after all formulas with a higher evaluation order number have been
evaluated, with a base balance of REMAINDER.
■ If a percentage is specified, the amount is split across the number of
elements associated with the allocation method.
In the Allocation Method field, select an allocation method from the list of
values.
Note: Allocation methods are system-defined and are FORMULA APPLIED
- ONCE PER STUDENT, PERCOURSE, PER PROGRAM PERUNIT, UNIT
CRPOINT, and ON UNIT EFTSU. It is advisable that the allocation method
match the fee assessment charge method.
Note: The following are examples of fixed and percentage disbursements. A
program-based tuition fee liability is to be disbursed by UNITTEACH with

Fee Disbursement Formulas Procedure 226-5

Creating Fee Disbursement Formulas Procedure

an allocation method of EFTSU. The student has studied two units taught
by different departments with EFTSU of 0.25 and 0.125 respectively. The
total EFTSU = 0.375.
With a fixed amount of $200, one department gets $50, 200 times 0.25, and
the other $25, 200 times 0.125, for this student.
With a percentage of 10%, GROSS, on a liability of $350, one department
gets $23.33, 0.25 divided by 0.375 times 35, and the other $11.67, 0.125
divided by 0.375 times 35. Calculations are rounded to two decimal places.
5. To override the default period during which the formula operates, enter a start
or end date in the Override Period field to indicate the override period. If only
one date is entered, the default completes the pair.
Note: For each formula, the default formula period shown in red is derived
from the start and end date aliases for effective assessment, as distinct from the
start and end dates of the fee period, which are entered against the fee type in
the Fee Types window.
Note: Override periods must be within the period specified by default.
6. In the Classification Code field, select a classification code from the list of
values. This is used to direct disbursed amounts calculated by the formula to
the accounts of organizational units eligible to receive disbursement for the fee
type. Refer to documentation for the Account Classification window.
7. If the disbursement method is DIRECT, in the Organizational Unit field, select
the code of the organizational unit that is to receive the amount calculated from
the list of values.
8. To maintain or view categorizations for the formula, click Categorization to
access the Disbursement Categorization window.
9. To specify or view the rule that applies in determining students or programs to
which the formula applies, click Formula Rules to access the Fee Disbursement
Formula Rules window.
10. To supply different formulas for specific fee categories in which the fee type is a
liability in the fee period selected, access the Fee Category Disbursement
Formulas window.
11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

226-6 Oracle Student System User’s Guide

 Fee Disbursement Formulas Window

Fee Disbursement Formulas Window

Figure 226–1 Fee Disbursement Formulas Window

Fee Disbursement Formulas Procedure 226-7

Fee Disbursement Formulas Window

226-8 Oracle Student System User’s Guide

 227
Authorize Fee Disbursement Journal
Procedure

This chapter describes how to create fee disbursement journal entries. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Journal Entries
■ Authorize Fee Disbursement Journal Window

Authorize Fee Disbursement Journal Procedure 227-1

Definition

Definition
The authorize fee disbursement journal procedure creates journal entries of
disbursement amounts, projected or actual, for a fee type.

Overview
Journal entry records are the means by which disbursement amounts calculated in
Oracle Student System’s Student Finance subsystem are made available to an
institution’s Finance system. Before these amounts are available for allocation to
budget centers or organizational units by the Finance system, the journal entries
must be authorized in the Authorize Fee Disbursement Journal window.
Journal entries as created by the Process Disbursement Journal job are summarized
in the following list:
■ Entries are at two levels. The first represents the percentage of the calculated
disbursement amount that is disbursed for a fee type and calendar instance. The
second shows the division of that amount between organizational unit
accounts.
■ Balances may or may not take prior journals into account, as determined by
parameter choice in the Process Disbursement Journal job.
■ A journal entry is for an assessed amount, DEBT amount or a PAYMENT
amount.

227-2 Oracle Student System User’s Guide

 Overview

Journal Entry Amounts

The amounts shown in the Journal Total, Prior Journals, and Balance fields depend
on whether prior journals are taken into account when the Process Disbursement
Journal job is run:
■ Ignore Prior Journals = N
Journal Total = Difference between previous balance and the currently specified
percentage of the calculated amount available for disbursement
Prior Journal = Previous balance
Balance = Sum of journal total and prior journals

■ Ignore Prior Journals = Y

Journal Total = Percentage of the calculated amount available for disbursement
Prior Journal = 0
Balance = Journal total

Authorize Fee Disbursement Journal Procedure 227-3

Creating Journal Entries

Creating Journal Entries

The following information applies to this procedure:
■ The most recent journal entry is the first entry shown in the region.
■ The account code in the Account Code field is that entered in the Fee Types
window against the fee type and calendar instance.
■ To see allocation to organizational unit accounts for each journal entry, click the
adjacent Detail button.
■ The data in the Snapshot Creation Date field indicates the date and time when
the Process Disbursement Snapshot job was run to create the source snapshot
for this journal entry.
■ The Disbursement Journal External Reference region displays references
generated in the institution’s Finance system and notified to Oracle Student
System.
To create a journal entry, perform the following steps.
1. In Oracle Student System, navigate to the Authorize Fee Disbursement Journal
window as follows:
Student Finance - Disburse - Authorize Fee Disbursement Journal
2. Enter data in appropriate fields.
The following information applies to this step:
■ Authorization cannot be revoked once external references that denote a
transfer to a Finance system exist.
3. Select the required fee and period in the Fee Type Calendar Instance region.
4. Select the required entry in the Disbursement Journal region.
5. In the Authorizing Person Number field, enter a person number or click the
Find Person button.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

227-4 Oracle Student System User’s Guide

 Authorize Fee Disbursement Journal Window

Authorize Fee Disbursement Journal Window

Figure 227–1 Authorize Fee Disbursement Journal Window

Authorize Fee Disbursement Journal Procedure 227-5

Authorize Fee Disbursement Journal Window

227-6 Oracle Student System User’s Guide

 228
International Currency Codes Procedure

This chapter describes how to create international currency codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating International Currency Codes Procedure
■ International Currency Codes Window

International Currency Codes Procedure 228-1

Definition

Definition
The international currency codes procedure sets the local currency and records
exchange rates of other currencies.

Overview
Assessment rates can be entered using any of the currencies recorded in the
International Currency Codes window. The appropriate currency for a fee category
is set in the Maintain Fee Categories window. The fees of students in that category
are calculated by the Process Fee Assessment job in the Process Fee Assessments
window, which uses the rate entered in the appropriate currency in the Define Fee
Assessment Rates window.
For example, an institution offers a study module taught in another country, with
fees charged in that country’s currency. For example, an Australian university
teaching a unit hosted by a Hong Kong university charges fees in Hong Kong
dollars. The students are assigned the fee category HKU, which has a currency code
of HKD for Hong Kong dollars. The Process Fee Assessment job interprets the rate
as Hong Kong dollars for fees in category HKU. The assessment is made in the
same currency, but the exchange rate is entered, as shown in the window at the time
of the assessment.

228-2 Oracle Student System User’s Guide

 Creating International Currency Codes Procedure

Creating International Currency Codes Procedure

To create an international currency code, perform the following steps.
1. In Oracle Student System, navigate to the International Currency Codes
window as follows:
Student Finance - Other - International Currency Codes
2. Enter data in appropriate fields.
3. In the Currency Code field, select a currency code from the list of values.
The effective date default is the current date, but users can change it.
4. In the Description field, enter a description of the currency code.
5. Select one currency as the local currency for the institution by selecting the
Local Currency check box.
Note: The exchange rate must be 1.0.
This is the default for fee assessment calculations unless another currency has
been specified in the Fee Category Calendar Instance window.
Note: Only one currency can be set as the local currency.
6. Record exchange rates between the local currency and any currencies used in
charging fees.
It is recommended that users enter current exchange rates in the International
Currency Codes window before assessments for the relevant categories are
made.
Historical data on exchange rates can be saved in the International Currency
Codes window. The exchange rate current at the time of assessment or
reassessment is entered in the transaction record.
7. In the Effective Date field, select an effective start date from the list of values
pop-up calendar.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

International Currency Codes Procedure 228-3

International Currency Codes Window

International Currency Codes Window

Figure 228–1 International Currency Codes Window

228-4 Oracle Student System User’s Guide

 229
Student Finance External Reference Types
Procedure

This chapter describes how to create student finance external reference types. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Student Finance External Reference Types Procedure
■ Student Finance External Reference Types Window

Student Finance External Reference Types Procedure 229-1

Definition

Definition
The student finance external reference types procedure creates the types of
references, relating to fee assessments, that originate outside the Student Finance
subsystem.

Overview
The Student Finance External Reference Types window is provided in preparation
for future implementation of a cash receipting system. It is anticipated that
reference numbers or codes will be associated with individual fee assessment
transactions.
Examples of types of external reference documents or data relating to fee
assessments are invoices, debit notes, credit notes, refund checks, and journal.

229-2 Oracle Student System User’s Guide

 Creating Student Finance External Reference Types Procedure

Creating Student Finance External Reference Types Procedure

To create a student finance external reference type, perform the following steps.
1. In Oracle Student System, navigate to the Student Finance External Reference
Types window as follows:
Student Finance - Other - External Reference Types
2. Enter data in appropriate fields.
3. Select the Closed check box for types that no longer apply.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Student Finance External Reference Types Procedure 229-3

Student Finance External Reference Types Window

Student Finance External Reference Types Window

Figure 229–1 Student Finance External Reference Types Window

229-4 Oracle Student System User’s Guide

 230
Fee Hold Status Procedure

■ Definition
■ Overview
■ Creating Fee Hold Status Procedure
■ Fee Hold Status Window

Fee Hold Status Procedure 230-1

Definition

Definition
The fee hold status procedure matches a fee hold status defined by the institution to
a system fee hold status.

Overview
Fee holds can be applied to a student within the Student Finance subsystem for
nonpayment or underpayment of fees. Effects of an hold can range from having
results blocked to a withdrawal of all services by the institution. Hold types are set
up in the Person Hold Types window and effects attached through that window.
Situations in which fee holds might apply are detected by running the Process
Overdue Payment Penalties job. This creates pending hold records with a status
indicating that authorization is pending. Further statuses are then available to a
user to approve or cancel a pending hold. These are entered using the Authorize
Fee Hold window.
The window is used to link an institution-defined fee hold status to a system fee
hold status. System statuses provide functionality within Oracle Student System.

230-2 Oracle Student System User’s Guide

 Creating Fee Hold Status Procedure

Creating Fee Hold Status Procedure

The following information applies to this procedure:
■ System fee hold statuses are set to Wait Approval as the default.
■ The system fee hold statuses are WAIT APPROVAL, APPLIED, and
CANCELLED.
■ Once entered against an hold record, a status cannot be deleted.
To create a fee hold status, perform the following steps.
1. In Oracle Student System, navigate to the Fee Hold Status window as follows:
Student Finance - Other - Pending Fee Hold Status
2. Enter data in appropriate fields.
3. In the Fee Hold Status field, assign hold status names chosen by the institution
to system fee hold statuses.
Note: Unless it is important to retain a term already in use in the institution, it is
recommended that institution-defined status names reflect system status
names.
One or more institution-defined statuses can map to each system status. For
example, the term PENDING can be mapped to the system term WAIT
APPROVAL.
4. In the Description field, enter descriptive text.
5. In the System Fee Hold Status field, select WAIT APPROVAL, APPLIED, or
CANCELLED from the drop-down list.
6. Select the Closed check box to close statuses no longer required.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Fee Hold Status Procedure 230-3

Fee Hold Status Window

Fee Hold Status Window

Figure 230–1 Fee Hold Status Window

230-4 Oracle Student System User’s Guide

 231
Account Classification Procedure

This section describes how to create account classifications. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Account Classifications Procedure
■ Account Classification Window

Account Classification Procedure 231-1

Definition

Definition
The account classification procedure creates account classifications and
organizational unit accounts corresponding to each classification code.

Overview
Account classifications provide a link between fees to be disbursed and the
organizational units due to receive disbursed amounts. Each organizational unit’s
accounts are classified according to purpose, and corresponding classifications are
entered against the appropriate fee disbursement formulas.

Sample of Fee Posting Accounts

Table 231–1 represents a sample of fee posting accounts that are due to receive
disbursed income from a specific fee. The income is divided according to the fee’s
set of formulas for each student liable in a specific fee period. The division is made
according to an account’s classification codes.

Table 231–1 Sample Income Disbursement

Classification Code Account Code Organizational Unit
VC-ADMIN 01/66/44/666 Student Services
VC-ADMIN 01/21/45/444 Buildings and Grounds
LIBRARY 01/66/53/111 Library
CRSE-OWNER 02/99/67/555 Faculty of Business
TEACHING 01/99/56/777 Department of Accounting
TEACHING 01/99/56/999 Department of Economics

A student's tuition fee is divided across the organizational unit accounts shown in
Table 231–1. The formulas for tuition fees have been set up so that the fee is divided
in the following manner:
■ A portion of each fee goes directly to organizational units with accounts
classified as VC-ADMIN and LIBRARY. In this example, the units are Student
Services, Buildings and Grounds, and Library.
■ Disbursement to faculties and teaching departments depends on the programs
and units studied by particular students. For a student taking an accounting

231-2 Oracle Student System User’s Guide

 Overview

degree, a proportion of the tuition fee goes to the CRSE-OWNER account of the
Faculty of Business.
Note: If the student is taking an Arts degree, the disbursement is made to the
account classified as CRSE-OWNER in the Faculty of Arts.
■ Teaching departments with accounts classified as TEACHING receive a portion
of a student’s tuition fee according to their teaching responsibility for the units
studied by the student.

Account Classification Procedure 231-3

Creating Account Classifications Procedure

Creating Account Classifications Procedure

The following information applies to this procedure:
■ The organizational unit accounts that receive disbursed income are set up in the
Fee Posting Accounts window. These accounts can be matched to
organizational units and entered against the different classifications using this
procedure.
■ The accounts and their classifications can also be entered against organizational
units in the Disbursement Accounts window. Once entered, the same data is
displayed in both windows.
■ The formulas used to assign income to organizational units by classification are
entered in the Fee Disbursement Formulas window.
■ Existing data, whether entered in the Account Classification window or in the
Disbursement Accounts window, can be queried in both windows.
To create an account classification, perform the following steps.
1. In Oracle Student System, navigate to the Account Classification window as
follows:
Student Finance - Other - Account Classifications
2. Enter data in appropriate fields.
3. In the Account Classification region of the Account Classification window, enter
all required classification codes, as defined by the institution.
4. Optionally, for each classification code, from the list of values, select the
organizational units whose fee posting accounts require this classification.
5. For each organizational unit selected, select the calendar type from the list of
values.
Note: The account code for each calendar type appears by default.
6. The Financial Period Effective Dates appear by default.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

231-4 Oracle Student System User’s Guide

 Account Classification Window

Account Classification Window

Figure 231–1 Account Classification Window

Account Classification Procedure 231-5

Account Classification Window

231-6 Oracle Student System User’s Guide

 232
Authorize Fee Hold Procedure

This chapter describes how to authorize fee holds. The following sections are in this
chapter:
■ Definition
■ Overview
■ Authorizing Fee Holds Procedure
■ Authorize Fee Hold Window
■ Authorize Fee Hold Description

Authorize Fee Hold Procedure 232-1

Definition

Definition
The authorize fee holds procedure authorizes or cancels individual student fee
holds that are pending.

Overview
Fee holds can be applied to a student within the Student Finance subsystem for
nonpayment or underpayment of fees. Effects of an hold can range from having
results blocked to a withdrawal of all services by the institution. If Oracle
Receivables is installed, the finance holds are placed automatically.
Pending fee holds are created for students automatically by the Process Overdue
Payment Penalties job when it detects outstanding debts for fee liabilities.
In the Authorize Fee Hold window, users can query a student’s record and either
confirm that such an hold should be applied or cancel it. In the window, action can
be decided only on pending holds. All work on holds, once they have been applied,
must be undertaken in the Enrollments subsystem. Navigation buttons in this
window give easy access to relevant windows in Enrollments.
For fee holds, lamps displayed in the Authorize Fee Hold window indicate the
status of the hold. For instance, users can see that an hold has expired or has been
deleted in enrollments.
In some cases, the effects designated for an hold require that some action be taken
before the hold can be applied. For example, one penalty is to revoke the student’s
access to all institution services. A required precondition of this effect is that all the
student’s existing program attempts are discontinued. This must be done in the
Enrollments subsystem before the fee hold can be confirmed in the Authorize Fee
Hold window.
For information on hold effect types, see System Hold Effect Types, Chapter 252,
Authorize Fee Hold Procedure.

232-2 Oracle Student System User’s Guide

 Authorizing Fee Holds Procedure

Authorizing Fee Holds Procedure

The following information applies to querying the system:
■ The Person region operates in query mode only.
To query the system in the Person region, perform the following steps.
1. In Oracle Student System, navigate to the Authorize Fee Hold window as
follows:
Student Finance - Other - Authorize Fee Hold
2. Query the data.
3. Select the student to whom a pending hold applies.
Note: If an hold already exists for this student, an ENCUMBERED lamp
appears in red.
For information on holds, see Applying Holds, Chapter 168, Enrollments
Overview.
The following information applies to authorizing fee holds:
■ The Fee Hold region presents details of the fee liabilities for which pending fee
holds have been created.
■ For each fee, details of the hold and the student program attempt in which the
fee is outstanding are displayed in the overflow box for that fee.
■ Person details, program details, and program attempt details are for
information only.
■ A lamp display indicates that the fee is sponsored, providing the administrator
with a reminder to use discretion in placing an hold against a student in this
situation.
■ The same fee type can be displayed more than once if two or more pending fee
hold types have been entered against the fee. This is because more than one
penalty date has passed or if increasingly severe holds relative to the magnitude
of the debt are entered for the fee type. Typically, the pending fee hold with the
more severe effects would be authorized and the others cancelled. The system
prevents holds at different levels from being applied simultaneously.
■ The hold type is derived from the Fee Hold window, which is used to match
suitable holds to situations in which penalties apply for nonpayment of fees.

Authorize Fee Hold Procedure 232-3

Authorizing Fee Holds Procedure

■ The Discontinue Enrollment and Write Off Bad Debt check boxes, set in the Fee
Hold window, are for information only.
■ Values in the Days Overdue and Amt Overdue fields represent the number of
days and the amount by which the student’s fee liability is overdue.
■ The fee hold date is the date the pending fee hold was created by the Process
Overdue Payment Penalties job.
To authorize fee holds, perform the following steps.
4. In the Authorizer field, enter the ID of the staff member authorized to apply or
cancel an hold. Alternatively, click the Find Person button.
When a fee hold has been applied, a lamp indicates that the hold is ACTIVE.
If the hold is EXPIRED or DELETED in the Person Hold Details window, lamps
in this window reflect such conditions.
5. Change the fee hold status from one indicating that approval is pending to one
indicating that the hold must be applied or to one indicating that it must be
cancelled.
Fee hold statuses equate to the following system statuses for fee holds: WAIT
APRVL, APPLIED, or CANCELLED.
6. Optionally, to add comments, click Comments.
7. To access the Student Enrollments window to discontinue a student’s
enrollment, click Enrollment Details.
Note: The student number must be reentered in the Student Enrollments
window.
8. To access the Person Hold Details window to maintain holds, click Person
Hold.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

232-4 Oracle Student System User’s Guide

 Authorize Fee Hold Window

Authorize Fee Hold Window

Figure 232–1 Authorize Fee Hold Window

Authorize Fee Hold Procedure 232-5

Authorize Fee Hold Description

Authorize Fee Hold Description

Table 232–1 Authorize Fee Hold Window Description
Field Name Type Features Description
Person Number default, number associated with student
display only
SSN default, student’s social security number
display only
Full Name default, student’s full name
display only
Sex default, student’s gender
display only
Date of Birth default, student’s birth date
display only
Fee Hold Region
[Data Coordination optional check box if selected, data is refreshed and coordinated with date
Check Box] in the Authorize Fee Hold window
Fee Type default, fee type associated with hold
display only
Calendar Type default, calendar type associated with hold
display only
Start Date default, start date of calendar type
display only
End Date default, end date of fee calendar type
display only
Fee Category required list of values fee category associated with hole
Hold Details
Hold Type default, type of hold placed
display only
Discontinue default, check box if selected, indicated that enrollment is discontinued
Enrollment display only
Write Off Bad Debt default, check box if selected, indicates that debt is written off
display only
Days Overdue default, number of days fee is overdue
display only

232-6 Oracle Student System User’s Guide

 Authorize Fee Hold Description

Table 232–1 Authorize Fee Hold Window Description

Field Name Type Features Description
Amount Overdue default, amount of overdue fee
display only
Authorizer required person number for authorizer
[Find Person] button opens Find Person window
Fee Hold Date default date hold is placed
Pending Fee Hold required drop down status of fee hold
Status list
Note: The hold status must be such that the hold is
either applied or cancelled
Program Details
Region
Program default, student’s program of study
display only
Version default, version of program
display only
Calendar Type default, calendar type associated with program
display only
Location default, program location
display only
Attendance Mode default, program attendance mode
display only
Attendance Type default, program attendance type
display only
Start Date default, program start date
display only
Status default, program status
display only
Comments button opens Comments window
Person Hold button opens Student Enrollment window
Enrollment Details button opens Basic Person Hold Details window

Authorize Fee Hold Procedure 232-7

Authorize Fee Hold Description

232-8 Oracle Student System User’s Guide

 233
Receivables Control
Procedure

This chapter describes the Receivables control procedure. The following sections are
in this chapter:
■ Definition
■ Overview
■ Monitoring Receivables Control Maintenance Procedure
■ Receivables Control Window

Receivables Control Procedure 233-1

Definition

Definition
The Receivables control procedure maintains the control table for the Oracle
Receivables interface and tracks the transfer of payments between Oracle Student
System and Receivables.

Overview
The Receivables Control window indicates whether Receivables is installed or not.
When Receivables is installed, the Receivables Control window provides
information on the latest transfer for accounts, payment terms, and student
payments. Users can track payments, billing, and automatic placement of financial
holds. The Receivables Control window is an important setup step and is
performed once during the implementation of Oracle Student System.

233-2 Oracle Student System User’s Guide

 Monitoring Receivables Control Maintenance Procedure

Monitoring Receivables Control Maintenance Procedure

To monitor Receivables control, perform the following steps.
1. In Oracle Student System, navigate to the Receivables Control window as
follows:
Student Finance - Other - Receivables Control
2. Query the data.
3. If Oracle Receivables is installed, select the Receivables Installed check box.
Note: Once the check box is selected and saved, it cannot be deselected. This
setup step is performed once only during Receivables implementation.
4. In the Last Account Transfer field, the time of the last account transfer appears.
Note: Users can change the value in the field.
5. In the Last Payment Term Transfer field, the time of the last payment term
transfer appears.
Note: Users can change the value in the field.
6. In the Last Student Payment Transfer field, the time of the last student payment
transfer appears.
Note: Users can change the value in the field.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Receivables Control Procedure 233-3

Receivables Control Window

Receivables Control Window

Figure 233–1 Receivables Control Window

233-4 Oracle Student System User’s Guide

 234
External Charges Procedure

This chapter describes how to maintain external charges. The following sections are
in this chapter:
■ Definition
■ Overview
■ Maintaining External Charges Procedure
■ External Changes Window

External Charges Procedure 234-1

Definition

Definition
The maintaining external charges procedure allows users to add or modify external
charges.

Overview
Institutions can account for charges from external sources, including other student
finance systems, by using the External Changes window.
With the External Changes window, users can modify those charges that can also be
loaded into Student Finance from other third-party products. Users can only enter
charges for a system fee type of EXTERNAL in this window.

234-2 Oracle Student System User’s Guide

 Maintaining External Charges Procedure

Maintaining External Charges Procedure

To maintain external charges, perform the following steps.
1. In Oracle Student System, navigate to the External Charges window as follows:
Student Finance - Other - External Charges
2. Enter data in appropriate fields.
3. In the Person Number field, select a person number from the list of values.
4. In the Program field, selected the required program from the list of values.
5. In the Fee Type field, select a fee type from the list of values.
Note: Only fee types with the system fee type of External are available.
6. In the Fee Calendar field, the current active fee calendar appears.
7. The Transaction Type field populates by default.
8. In the Transaction Date field, select a date from the list of values.
9. In the Currency Code field, select a currency code from the list of values.
10. In the Exchange Rate field, enter the exchange rate for the external charge.

Note: The exchange rate must be higher than zero.

11. In the Charge Rate field, enter the charge rate.

12. In the Charge Items field, enter the charge items.

13. In the Effective Date field, select a date from the list of values.

14. The Transaction Amount field displays the total, calculated from the exchange
rate, charge rate, and charge items.
15. Optionally, in the Comments field, enter comments.

16. Select a date from the list of values to delete the external charges.

17. Select the Deleted check box to indicate that the record is deleted.

18. Save or save and continue as follows:

File - Save or Save and Proceed

19. Close the window.

External Charges Procedure 234-3

External Changes Window

External Changes Window

Figure 234–1 External Changes Window

234-4 Oracle Student System User’s Guide

 235
Student Finance Concurrent Processes
Procedures

This chapter describes how to run Student Finance concurrent processes. The
following sections are in this chapter:
■ Definition
■ Overview
■ Student Finance Concurrent Processes Procedure
■ Fee Rollover Concurrent Process
■ Process Fee Assessments from To Do Entries Concurrent Process
■ Write Off Minor Debts Concurrent Process
■ Expire Fee Sponsorship Concurrent Process
■ Process Person Payment Schedules Concurrent Process
■ Add Grace Period to Payment Schedules Concurrent Process
■ Statement of Account Extract Concurrent Process
■ Process Overdue Payment Penalties Concurrent Process
■ Process Student Contribution Payment Option Concurrent Process
■ Process Disbursement Snapshot Concurrent Process
■ Delete Disbursement Snapshots Concurrent Process
■ Process Disbursement Journal Concurrent Process
■ Delete Disbursement Journals Concurrent Process
■ Sponsored Student Report Concurrent Process

Student Finance Concurrent Processes Procedures 235-1

 ■ Contribution Option Change Report Concurrent Process
■ Fee Hold Report Concurrent Process
■ Fee Type Validation Report Concurrent Process
■ Fee Structure Rollover Report Concurrent Process
■ Process Fee Assessments Concurrent Process
■ Minor Debts Write-Off Report Concurrent Process
■ Fee Disbursement Snapshot Exception Report Concurrent Process
■ Reproduce Previous Fee Assessment Trace Concurrent Process
■ Interface Receivables Account Details with Student System Concurrent Process
■ Interface Receivables Payment Term with Student System Concurrent Process
■ Load Invoice Interface Concurrent Process
■ Transfer to Receivables Interface Concurrent Process
■ Extract Payments from Receivables Concurrent Process
■ Maintain Student Payment Schedule Concurrent Process

235-2 Oracle Student System User’s Guide

 Overview

Definition
Student Finance concurrent processes calculate tuition and fees. Several Student
Finance concurrent processes also interface with Oracle Account Receivables.

Overview
The following concurrent processes interface with Oracle Account Receivables:
■ Interface Receivables Account Details with Student System Concurrent Process
■ Interface Receivables Payment Term with Student System Concurrent Process
■ Load Invoice Interface Concurrent Process
■ Transfer to Receivables Interface Concurrent Process
■ Extract Payments from Receivables Concurrent Process
■ Maintain Student Payment Schedule Concurrent Process

Student Finance Concurrent Processes Procedures 235-3

Student Finance Concurrent Processes Procedure

Student Finance Concurrent Processes Procedure

To run a Student Finance concurrent process, perform the following steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Request window appears.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the tables in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

235-4 Oracle Student System User’s Guide

 Fee Rollover Concurrent Process

Fee Rollover Concurrent Process

The Fee Rollover concurrent process rolls over reference and operational fee data
from one period to another, depending on a previous fee calendar rollover, and
creates a set of structural fee data for each year a rollover occurs.

Table 235–1 Fee Rollover Concurrent Process Parameters

Parameter Description
Rollover Fee Type fee type calendar instances to be rolled over
Calendar Instances
Rollover Fee Category fee category calendar instances to be rolled over
Calendar Instances
Rollover Source fee period to be rolled over
Calendar Instance
Rollover Destination target fee period in future
Calendar Instance
Fee Type fee type to be rolled over
Fee Category fee category and associated liabilities to be rolled over
Fee Type Calendar fee type status in target fee period; can be Active, Planned, or
Instance Status All; default setting, All, sets target status to status defined in
source data
Fee Category Calendar fee category status in target fee period; can be Active, Planned,
Instance Status or All; default setting, All, sets target status to status defined in
source data
Fee Category Fee fee liability status in target fee period; can be Active, Planned, or
Liability Status All; default setting, All, sets target status to status defined in
source data

By default, the following data is rolled over:

■ all active fee types
■ all active fee categories
■ all active fee liabilities
■ all related data, including triggers, calculation data, including rates, element
ranges, and load apportionment, and schedules, including payment, retention,
and encumbrances

Student Finance Concurrent Processes Procedures 235-5

Fee Rollover Concurrent Process

To roll over only fee types without corresponding fee liabilities, the Rollover Fee
Type Calendar Instances is selected and the Rollover Fee Category Calendar
Instances is not.
To roll over only one fee type, for example, HECS, both the Rollover Fee Type
Calendar Instances and the Rollover Fee Category Calendar Instances parameters
are selected, the fee type is entered in the Fee Type field, and All is selected in the
Fee Category field. For HECS, only categories in which HECS is a liability, and only
the HECS liabilities within those categories, are rolled over.
Sponsorship and contract data are not rolled over. Data rolled over can have a
Planned status or an Active status.
A separate rollover is required for each fee period. For example, if first semester,
second semester, summer semester, and full-year fee periods are created in 1999,
each must be rolled over for 2000.
Before this concurrent process can be performed, a calendar rollover must be
initiated from the Calendar Types window. An academic calendar rollover in the
Calendar Types window rolls over all financial and fee calendars. The calendar
status must be changed from Planned to Active if active fee data must be rolled
over.
Before active fee data can be rolled over, account codes for financial calendars must
be created in the Fee Posting Accounts window. For planned fee data, account codes
can be created when fee data is made active.
Fee assessment rates must be rolled over into the new fee period without changes
and revised before the first assessment.
The Fee Rollover concurrent process is run in batch mode only by a student fees
specialist yearly, or fee structures, typically with a Planned status, can be rolled over
several years in advance.
The Rollover Calendar Instance window initiates this concurrent process. The Fee
Structure Rollover Report is generated indicating whether the concurrent process
was successful.

235-6 Oracle Student System User’s Guide

 Process Fee Assessments from To Do Entries Concurrent Process

Process Fee Assessments from To Do Entries Concurrent Process

The Process Fee Assessments from To Do Entries concurrent process assesses fees
due from students with Student To Do entries recorded, indicating they enrolled or
changed their enrollment since the concurrent process last ran.

Table 235–2 Process Fee Assessments from To Do Entries Concurrent Process

Parameters

Parameter Description
Financial Period financial period
Fee Assessment Period fee assessment period

The Process Fee Assessments from To Do Entries concurrent process and the Process
Fee Assessments concurrent process both run the fee assessment process.
The Process Fee Assessments from To Do Entries concurrent process creates
transactions reflecting initial assessments or adjustments to previous assessments
for each fee students recorded in a Student To Do list owe.
The fee assessment process checks the validity of parameter values at the run date
and finds all student program attempts with Student To Do entries and a fee
assessable status. Program attempt statuses of Enrolled, Completed, Discontin, and
Intermit are fee assessable.
Students with program attempt statuses of Discontin, Completed, or Intermit can be
enrolled during part of the fee period, and the date when a student discontinues
enrollment is checked. A completed enrollment is fee assessable if the census date of
its teaching period falls within the fee period.
For each fee period relevant to a student’s fee category, the concurrent process
checks that the current data is before the retro date.
For each active fee liability in the fee period, the concurrent process performs the
following tasks:
■ checks for a match between a student program attempt, unit set attempt, or unit
attempt and a trigger
■ for a unit trigger, including a unit within a trigger group, checks that the
student's unit attempt is fee assessable
Note: Unit attempt statuses of Discontin, Enrolled, Completed, and Invalid are
fee assessable.

Student Finance Concurrent Processes Procedures 235-7

Process Fee Assessments from To Do Entries Concurrent Process

■ for a unit set trigger, including a unit set within a trigger group, checks that the
effective date is on or after the student unit set attempt selection date, and not
after the end date or completion date, if set
■ determines the appropriate load calendars
For each unit for which load is incurred, the concurrent process performs the
following tasks:
■ determines the value of the charge elements represented by the unit in terms of
the charge method for the fee, and keeps a running total of charge elements
across units
Note: For HECS, a unit’s Equivalent Full Time Student Unit is split by discipline
group.
■ calculates the fee’s assessed amount
Note: The rate is determined by the following items:
■ different program attributes, such as location code, attendance type, and
attendance mode, or payment options, such as government HECS payment
option and HECS contribution band
■ element range values
■ contract agreement with the student
Note: For HECS, the calculation is based on the rate for each relevant
contribution band if students are liable for differential HECS. Discipline groups
match to particular contribution bands, and a running total is made of the
student's HECS fee across different bands.
For each fee liability assessed, the concurrent process writes an assessment
transaction record representing the student’s liability for the fee to the database for
a first time assessment.
If assessments already exist, the concurrent process performs the following tasks:
■ checks the student's current debt situation
Note: If the last assessment was a manual fee assessment or if a more recent
assessment exists, the student’s record is not updated.
Note: If the current assessment is different from the previous one, a negative or
positive adjustment is made and an assessment transaction record is written to
the database. If the adjustment is negative and the student's debt is reduced, the
retention schedule is accessed to determine whether to retain an amount over

235-8 Oracle Student System User’s Guide

 Process Fee Assessments from To Do Entries Concurrent Process

the new assessment, and a retention transaction record is written to the

database, if required.
■ deletes processed entries from the Student To Do list
The transaction records created by this process are displayed in the Fee Assessment
Enrollment window and are the basis for computing a student’s assessed debt.
For information on fee assessment, see Chapter 197, Student Finance Overview.
The Process Fee Assessments from To Do Entries concurrent process is run in batch
mode only by a fees administrator. It can be set up as a standing request and run
nightly when students are enrolled and close to major payment due dates and
withdrawal deadlines during the fee period.
The Process Fee Assessments from To Do Entries concurrent process can run with
the Process Person Payment Schedules concurrent process to create students’
individual payment schedules as a dependent concurrent process.
Note: The Process Person Payment Schedules concurrent process sets the dates by
which students pay their fees. Invoices, or Statements of Account, must be
produced soon after running the Process Person Payment Schedules concurrent
process. For information on creating person payment schedules, see Process Person
Payment Schedules Concurrent Process in this chapter.
When the Process Fee Assessments from To Do Entries concurrent process is run, a
fee trace report is not produced. Running the Process Fee Assessments concurrent
process does not clear entries in the Student To Do list.

Student Finance Concurrent Processes Procedures 235-9

Write Off Minor Debts Concurrent Process

Write Off Minor Debts Concurrent Process

The Write Off Minor Debts concurrent process examines all student fee assessments
made in a fee period and eliminates a past student’s minor debt, specified by the
parameters, by writing a negative transaction to cancel the debt.

Table 235–3 Write Off Minor Debts Concurrent Process Parameters

Parameter Description
Fee Assessment Period fee assessment period
Fee Type fee assessments written off for fee type only
Fee Category fee assessments written off for fee category only
Program fees triggered by program code written off
Person ID person ID
Person ID Group person ID group
Minimum Days minimum number of days before overdue debts can be written
Overdue off
Note: The minimum days overdue must be between 1 and 365.
Maximum Outstanding maximum value of debt that can be written off; value assumed
Amount to be in local currency specified in International Currency Codes
window
Note: The maximum outstanding amount must be between 1
and 999,999.
Transaction Comments optional comments displayed in Fee Assessment Enrollment
window

Unpaid fee assessments for a fee period can not be written off after the retro date. If
a retro date is not available, the fee period’s end date alias instance is used. If retro
and end date alias instances are recorded, the earlier date is used.
All student program attempts for a student must have statuses of Complete,
Discontin, or Deleted. Fee assessments cannot be written off for students with
Enrolled, Unconfirm, Inactive, Intermit, or Lapsed program attempt statuses.
A fee assessment can be written off only if all installments, as specified in the
person payment schedule, are overdue.
Assessments cannot be written off unless all debt is notified. Notification dates are
displayed in the Fee Assessment Enrollment window.

235-10 Oracle Student System User’s Guide

 Write Off Minor Debts Concurrent Process

The Write Off Minor Debts concurrent process is run in batch mode only by student
fees staff as required at the end of a fee processing cycle for a fee period. Debt
incurred in a fee period cannot be written off if the retro date for the fee liability, or
the end date alias instance for that period, is past. Users with security access can
temporarily change retro and end date alias instances.
The Minor Debts Write-Off Report can be set up as a dependent concurrent process
to check on outcomes of the Write Off Minor Debts concurrent process. Transaction
records created by the Write Off Minor Debts concurrent process are displayed in
the Fee Assessment Enrollment window. They have a transaction type of Writeoff.

Student Finance Concurrent Processes Procedures 235-11

Expire Fee Sponsorship Concurrent Process

Expire Fee Sponsorship Concurrent Process

The Expire Fee Sponsorship concurrent process checks fee sponsorship records for
past sponsorship end dates and changes their status to Expired. Each associated fee
liability record is also changed. Institution-defined fee sponsorship statuses are set
up and mapped to system-defined fee sponsorship statuses in the Fee Sponsorship
Statuses window.

Table 235–4 Expire Fee Sponsorship Concurrent Process Parameters

Parameter Description
Expire Fee Sponsorship fee sponsorship status to be expired
Status
Note: If an institution has more than one fee sponsorship status
mapped to the system-defined status of Expired, the user must
choose the required status.
Note: If only one fee sponsorship status is mapped to Expired, it
becomes the default setting for the parameter.
For information on statuses, see Chapter 215, Fee Sponsorship
Statuses Procedure.

The Expire Fee Sponsorship concurrent process is run in batch mode by a fees
administrator nightly. The changed statuses are displayed in the Direct Assignment
of Sponsorships window.

235-12 Oracle Student System User’s Guide

 Process Person Payment Schedules Concurrent Process

Process Person Payment Schedules Concurrent Process

The Process Person Payment Schedules concurrent process creates a new payment
schedule for a student or amends an existing schedule after reassessment.

Table 235–5 Process Person Payment Schedules Concurrent Process Parameters

Parameter Description
Fee Assessment Period fee assessment period
Note: This concurrent process must be run for each fee
assessment period in which payment schedules must be created
or modified.
Person Number person number
Fee Type fee type
Fee Category fee category
Notification Date notification date
Days to Notification number of days to add to run date before notification date
Schedule Next Business if selected, payment dates are adjusted to occur on next business
Day day

This concurrent process creates one or more payment schedule records for each
assessed fee the student is liable for, including one or more payment dates for each
fee type, based on the template payment schedule for the fee type entered in the
Payment Schedules window, and the amounts due at each date, deducting account
discounts and recording sponsored amounts. Dates based on offsets in the template
schedule are calculated from the notification date.
When amending an existing schedule, fee assessment transactions are updated to
include the notification date. In future runs, transactions with notification dates are
ignored.
Records created by this concurrent process are viewed in the Person Payment
Schedules window or are entered in the Statement of Account extract.
The Process Person Payment Schedules concurrent process is run in batch mode by
a fees specialist weekly during the fee assessment cycle. This concurrent process can
be set up to depend on the Statement of Account Extract concurrent process to
produce invoices, or to depend on the Process Fee Assessments from To Do Entries
or the Process Fee Assessments concurrent processes.

Student Finance Concurrent Processes Procedures 235-13

Process Person Payment Schedules Concurrent Process

Because this concurrent process creates records with actual dates for payment,
invoices containing these dates must be created and sent to students as soon as
possible after it runs. If a delay occurs between running this concurrent process and
creating invoice records in the Statement of Account Extract concurrent process or
posting Statements of Account, the Add Grace Period to Payment Schedules
concurrent process extends payment dates by a set number of days.
For data in the Person Payment Schedules window to remain up-to-date, this
concurrent process must be run frequently. Entries in the Person Payment Schedules
window can be edited, however, the Process Person Payment Schedules concurrent
process cannot be run to amend these records.

235-14 Oracle Student System User’s Guide

 Add Grace Period to Payment Schedules Concurrent Process

Add Grace Period to Payment Schedules Concurrent Process

The Add Grace Period to Payment Schedules concurrent process updates payment
schedules created in the Process Person Payment Schedules concurrent process by
adding extra days to specific payment due dates if the Statement of Account Extract
concurrent process posting is delayed. If a calculated date matches a date in a
subsequent schedule entry after grace days are added, that entry is not updated,
and a message appears in the run log.

Table 235–6 Add Grace Period to Payment Schedules Concurrent Process

Parameters

Parameter Description
Fee Assessment Period fee assessment period
Note: This concurrent process must be run for each fee
assessment period in which payment schedules must be
modified.
Person Number person number
Fee Type fee type
Fee Category fee category
Grace Days number of additional days to add to payment dates; default is 1
Start Schedule Effective start schedule effective date; only entries with payment dates on
Date or after this date have grace days
Notification Date notification date
Include Manual Entries if selected, entries amended by Person Payment Schedules
window are bypassed
Schedule Next Business if selected, payment dates in schedule altered by this concurrent
Day process are adjusted to occur on next business day

The Add Grace Period to Payment Schedules concurrent process is run by a fees
administrator as required, but not as part of the fees processing cycle. This
concurrent process is run in batch mode. The concurrent process’s request number
appears in the run log.
Dates altered by this concurrent process are checked in the Person Payment
Schedules window. If an entry in a student's schedule is not been updated, a
message appears in the run log.

Student Finance Concurrent Processes Procedures 235-15

Statement of Account Extract Concurrent Process

Statement of Account Extract Concurrent Process

The Statement of Account Extract concurrent process produces extract records
needed to print a Statement of Account.

Table 235–7 Statement of Account Extract Concurrent Process Parameters

Parameter Description
Correspondence Type correspondence type
Financial Period financial period
Fee Assessment Period fee assessment period
Fee Type fee type
Fee Category fee category
Program Code program code
Person Number person number
Person ID Group person ID group
Note: The list of values includes only person ID groups to
which a user is granted access.
Institution institution code; used to select required address to print on
Statement of Account
Note: The list of values includes closed address types only.
Established institution addresses are closed to prevent them
from appearing in general lists of values.
Institution Address Type institution address type; selects institution code for required
address to print on Statement of Account
Note: The list of values includes closed address types only.
Established institution addresses are closed to prevent them
from appearing in general lists of values.
Date of Issue date of issue; concurrent process targets debt with payment
schedule notification date that matches date of issue; if blank,
concurrent process targets debt with payment schedule
notification date on or after current date; recorded for outgoing
correspondence records
Comment comments about correspondence item; included in extract
header record for printing on statements, if required
Note: Special characters cannot be entered in the Comment
field.

235-16 Oracle Student System User’s Guide

 Statement of Account Extract Concurrent Process

Table 235–7 Statement of Account Extract Concurrent Process Parameters

Parameter Description
Test Extraction if selected, allows extract records to be created without
registering correspondence item or outgoing correspondence
records

Oracle Student System uses data extracted from database tables and parameter
values to create Statements of Account for students who owe fees in a given period.
They are written as extract records to the system logging table, S_LOG_ENTRY. The
extract is for student debtors only. A different statement is produced for sponsors
paying student fees.
If debt exists within a single financial period for a student satisfying the parameter
selection criteria, records are extracted even if the debt is fully paid.
Records are extracted only under the following conditions:
■ person payment schedule exists for a student with a notification date that is the
same as the date of issue, or on or after the current date, if a date of issue is not
entered
■ correspondence category recorded for a student program attempt, displayed in
the Student Enrollments window, includes a correspondence type for Statement
of Account matching the correspondence type entered as a parameter for this
concurrent process
For example, if the correspondence category Standard includes a
correspondence type of Stmnt - Acct, and if Stmnt - Acct is the parameter
entered for this concurrent process, student program attempts with a standard
correspondence category are extracted.
The following items occur in a successful extract:
■ source data for a Statement of Account is written to the system logging table, S_
Log_Entry
■ correspondence item is created for each extract and outgoing correspondence is
registered for each applicable student for a selected correspondence type, unless
the run is a test extraction.
The Statement of Account Extract concurrent process is run by a fees administrator
in batch mode only in an initial run and then in a planned cycle. This concurrent
process is typically run after the Process Person Payment Schedules concurrent
process, on which it can depend.

Student Finance Concurrent Processes Procedures 235-17

Statement of Account Extract Concurrent Process

The extract’s date and time is written to the run log. The date can be compared with
the Creation_ Dt value in the system logging table when the extract is retrieved.
The Process Person Payment Schedules concurrent process creates records with fee
payment due dates. Since these dates appear on the Statements of Account, this
concurrent process and the production of statements must occur after the Process
Person Payment Schedules concurrent process is run.
If a delay in producing statements occurs, the Add Grace Period to Payment
Schedules concurrent process extends payment dates by a set number of days.

235-18 Oracle Student System User’s Guide

 Process Overdue Payment Penalties Concurrent Process

Process Overdue Payment Penalties Concurrent Process

The Process Overdue Payment Penalties concurrent process examines payment
schedule records, determines if amounts are unpaid and due, and accesses the
relevant encumbrance schedule, displayed in the Fee Hold window, to determine
whether an encumbrance exists for the amount the student owes.
If an encumbrance exists, the concurrent process creates a pending fee encumbrance
record, later authorized or cancelled in the Authorize Fee Hold window, in a
student’s payment schedule. For HECS fees, this concurrent process determines
students eligible for deferment of unpaid HECS amounts and stops processing
them.

Table 235–8 Process Overdue Payment Penalties Concurrent Process Parameters

Parameter Description
Overdue Payment overdue payment effective date; used to access appropriate
Effective Date entry in relevant encumbrance schedule; determines number of
days payment is overdue, as displayed in Authorize Fee Hold
window; defaults to current date
Fee Assessment Period fee assessment period
Person Number person number
Fee Type fee type
Fee Category fee category
Program program
Pending Fee Hold Status pending fee hold status; allows selection of institution-defined
status matching system fee encumbrance status of Wait_Aprvl
Authorizing Person authorizing person number
Number

The Process Overdue Payment Penalties concurrent process is run in batch mode by
a fees administrator as required for major payment due dates.
After this concurrent process, the Fee Hold Report concurrent process can be run to
list students for whom a pending fee encumbrance is created. The log file indicates
why a record is not created if a student is considered for a potential fee
encumbrance. The Authorize Fee Hold window displays fee encumbrance details
for an individual student.

Student Finance Concurrent Processes Procedures 235-19

Process Student Contribution Payment Option Concurrent Process

Process Student Contribution Payment Option Concurrent Process

The Process Student Contribution Payment Option concurrent process changes the
HECS payment option for a student’s program attempt from Upfront With Discount
to Deferred when the student fails to pay 75% of his or her assessed liability, but
supplies a Tax File Certificate, or TFN, number. This concurrent process also
changes Deferred to Upfront With Discount after the student pays 75% of his or her
other assessed liability.

Table 235–9 Process Student Contribution Payment Option Concurrent Process

Parameters

Parameter Description
Effective Date effective date; used to determine payment option for student at
specified time; makes changes effective at specified time if
appropriate; defaults to current date
Fee Assessment Period fee assessment period
Person Number person number
Fee Category fee category
Program program
Deferred Payment deferred payment option
Option
Note: If institution defines one deferred payment option, it
becomes the default.
Upfront Payment Option upfront payment option
Note: If institution defines one upfront payment option, it
becomes the default.

The Process Overdue Payment Penalties concurrent process determines a student’s

effective HECS option, but does not update the database nor apply pending fee
encumbrances for unpaid HECS fees.
The Process Overdue Payment Penalties concurrent process automatically accesses
the processing module, but does not update the database, to determine the effective
HECS option for a student. If a student is eligible to defer payment, the Process
Overdue Payment Penalties concurrent process does apply pending fee
encumbrances for unpaid HECS fees.

235-20 Oracle Student System User’s Guide

 Process Student Contribution Payment Option Concurrent Process

The Process Student Contribution Payment Option concurrent process, which does
update the database, must be run before the final enrollment statistics snapshot is
taken.
After running the Process Student Contribution Payment Option concurrent
process, the Contribution Option Change Report is run to display payment options
that are changed and those that are not, along with a reason.
After running the Contribution Option Change Report concurrent process, the
Process Overdue Payment Penalties concurrent process is run to set up pending fee
encumbrances. Encumbrances are authorized in the Authorize Fee Hold window.
A student’s HECS option for a program at any time can be displayed in the
Program Attempt Contribution window.
The Process Student Contribution Payment Option concurrent process is run in
batch mode by a fees administrator after the census date. It does not check whether
the payment due date for HECS fees is passed before changing the HECS payment
option. If run more than once, the concurrent process reverses a previous change if a
student’s payment details are different.

Student Finance Concurrent Processes Procedures 235-21

Process Disbursement Snapshot Concurrent Process

Process Disbursement Snapshot Concurrent Process

The Process Disbursement Snapshot concurrent process calculates fee disbursement
amounts, determines allocations, and creates point-in-time disbursement records, or
snapshots, of amounts to be disbursed in three levels of detail. Disbursement
records are the basis of journal entries.

Table 235–10 Process Disbursement Snapshot Concurrent Process Parameters

Parameter Description
Financial Period financial period
Fee Assessment Period fee assessment period
Fee Type fee type
Fee Category fee category

Disbursement records are described in Table 235–11.

Table 235–11 Disbursement Records

Disbursement Level of
Record Detail Description
Disbursement low total disbursement for fee type
Snapshot
Disbursement medium disbursement at organizational unit or
Snapshot Detail budget center level
Disbursement high disbursement at student, student program,
Snapshot Detail or student unit level
Allocation

The fee disbursement process accesses a student’s debt and payment records for a
specific fee within a fee period. The Process Disbursement Snapshot concurrent
process performs the following tasks:
■ calculates the total amount disbursed for each fee liability, using the formulas
for the fee type entered in the Fee Disbursement Formulas window and, if
applicable, the Fee Category Disbursement Formulas window

235-22 Oracle Student System User’s Guide

 Process Disbursement Snapshot Concurrent Process

■ accesses the student’s program attempts and unit attempts with load to
determine which organizational units or budget centers should receive
disbursed amounts
■ allocates amounts between organizational units or budget centers according to
formulas for the fee type
■ creates snapshots, described in Table 235–11, used in the Authorize Fee
Disbursement Journal concurrent process
Student program and unit attempt records determine whether load is incurred
according to the charge method apportionment calendars. For Student and
PerProgram disbursement formulas, at least one unit must incur load. The program
and unit attempts must be fee assessable.
Formulas are not used or a lesser assessment amount is used in the last processed
formula so that the disbursement of a student's debt and payments never exceeds
the available balance.
Disbursement is in the local currency specified in the International Currency Codes
window. For other currency, assessment amounts are converted to the local
currency with the exchange rate recorded when the fee assessment transaction is
recorded. Payment amounts are converted to the local currency with the exchange
rate applied when each payment is received.
If the Process Disbursement Snapshot concurrent process is run within the start and
end date aliases for the fee period, the current date is the effective run date. If the
concurrent process is run after that period, the end date alias is the effective run
date. Student program attempt and student unit attempt histories are used to
backdate the run date.
The disbursement cycle is run at the start of a semester, allocating only part of
calculated amounts to organizational units to process disbursement journal entries.
Disbursement processing is repeated to allocate the balance after the census date.
The Process Disbursement Snapshot concurrent process is run in batch mode by
fees staff two or three times per semester, or as often as necessary. This concurrent
process is the first in the fee disbursement cycle and must run before the Process
Disbursement Journal concurrent process. Snapshots created by this concurrent
process are deleted by the Delete Disbursement Snapshots concurrent process.
The Fee Disbursement Snapshot Exception Report, run as often as necessary,
displays the outcomes of the Process Disbursement Snapshot concurrent process.
Running the concurrent process and this report allows adjustments of the fee
disbursement formulas and other data until required outcomes are produced.

Student Finance Concurrent Processes Procedures 235-23

Process Disbursement Snapshot Concurrent Process

The Delete Disbursement Snapshots concurrent process deletes snapshots created

by the Process Disbursement Snapshot concurrent process. Once formulas are
satisfactory, the Process Disbursement Journal concurrent process is run to create
journal entries for all or a percentage of the calculated disbursement accounts.

235-24 Oracle Student System User’s Guide

 Delete Disbursement Snapshots Concurrent Process

Delete Disbursement Snapshots Concurrent Process

The Delete Disbursement Snapshots concurrent process deletes disbursement
snapshot details, created by the Process Disbursement Snapshot concurrent process,
for the Disbursement Snapshot, Disbursement Snapshot Detail, and Disbursement
Detail Allocation.
Note: Disbursement Snapshot details cannot be deleted if a journal entry exists for
the snapshot.

Table 235–12 Delete Disbursement Snapshots Concurrent Process Parameters

Parameter Description
Fee Assessment Period fee assessment type of snapshot to be deleted; unless errors in a
snapshot relate to one fee period or fee type, All is selected
Fee Type fee type of snapshot to be deleted; unless errors in a snapshot
relate to one fee period or fee type, All is selected
Snapshot Create Date snapshot creation date and time of snapshot to be deleted
Delete Disbursement if deselected, Disbursement Snapshot is not deleted
Snapshot
Delete Disbursement if deselected, Disbursement Snapshot Details is not deleted
Snapshot Details
Delete Disbursement if deselected, Disbursement Detail Allocations is not deleted
Detail Allocations

For information on the Disbursement Snapshot, Disbursement Snapshot Detail, and

Disbursement Detail Allocation, see Table 235–11.
The Delete Disbursement Snapshots concurrent process is run in batch mode by
fees staff as required and produces the Fee Disbursement Snapshot Exception
Report.
This concurrent process is typically run as part of the cycle to review and adjust
formulas and data until the snapshots created by the Process Disbursement
Snapshot concurrent process are satisfactory. It can be run after journal entries are
created.

Student Finance Concurrent Processes Procedures 235-25

Process Disbursement Journal Concurrent Process

Process Disbursement Journal Concurrent Process

The Process Disbursement Journal concurrent process produces journal entries from
fee disbursement details of debt or payment amounts, based on the Disbursement
Snapshot and Disbursement Snapshot Detail, created by the Process Disbursement
Snapshot concurrent process.

Table 235–13 Process Disbursement Journal Concurrent Process Parameters

Parameter
Financial Period
Fee Assessment Period
Fee Type
Snapshot Create Date
Income Type
Ignore Prior Journals
Percent Disbursement
Description
financial period
fee assessment period
fee type
snapshot creation date and time
income type, Debt or Payment, related to journal entry
if selected, previous journal entries are ignored; used to detect
and amend errors in snapshot creation
percentage available for disbursement through journal entry

For information on the Disbursement Snapshot and Disbursement Snapshot Detail,

see Table 235–11.
A single journal entry represents a debt or payment total for a specific fee type and
calendar instance snapshot at a particular point in time. The parameters selected
determine whether prior journal entries determine the current journal entry and
balance, and the proportion of the calculated disbursement amount, whether
projected or actual, given to the budget centers or organizational units through the
journal entry.
The disbursement cycle is run at the start of a semester, allocating only part of
calculated amounts to organizational units. Disbursement processing is repeated to
allocate the balance after the census date.
The Process Disbursement Journal concurrent process is run in batch mode by fees
staff two to three times per semester after the Process Disbursement Snapshot
concurrent process. The Process Disbursement Journal concurrent process can be
run to verify the correctness of snapshots, and information can then be displayed in
the Authorize Fee Disbursement Journal window, but when corrections are made,
the journal entries created are typically deleted.

235-26 Oracle Student System User’s Guide

 Process Disbursement Journal Concurrent Process

Journal entries created by this concurrent process are deleted by running the Delete
Disbursement Journals concurrent process. Journal entries must be authorized in
the Authorize Fee Disbursement Journal window before allocated amounts are
available to budget centers.

Student Finance Concurrent Processes Procedures 235-27

Delete Disbursement Journals Concurrent Process

Delete Disbursement Journals Concurrent Process

The Delete Disbursement Journals concurrent process deletes selected disbursement
journal entries created by the Process Disbursement Journal concurrent process.

Table 235–14 Delete Disbursement Journals Concurrent Process Parameters

Parameter Description
Fee Assessment Period fee assessment period of journal entries to be deleted; unless
errors in a snapshot, and in journal entries, relate to one fee type
or fee period, All is selected
Fee Type fee type of journal entries to be deleted; unless errors in a
snapshot, and in journal entries, relate to one fee type or fee
period, All is selected
Journal Create Date journal entry creation date and time of journal entry to be
deleted

The Delete Disbursement Journals concurrent process is run in batch mode by fees
staff as required.
This concurrent process is typically run because the Disbursement Snapshot, the
source of journal entries, must be deleted. The Disbursement Snapshot cannot be
deleted if dependent journal entries exist. A journal entry cannot be deleted if it is
authorized. Authorization must first be revoked.
For information on the Disbursement Snapshot, see Table 235–11.
For information on authorizing fee disbursement journal entries, see Chapter 227,
Authorize Fee Disbursement Journal Procedure.

235-28 Oracle Student System User’s Guide

 Sponsored Student Report Concurrent Process

Sponsored Student Report Concurrent Process

The Sponsored Student Report concurrent process lists personal, program attempt,
and sponsorship details for sponsored students if the sponsorship status is Active
when the concurrent process is run, the sponsorship end date does not occur before
the report is run, and the details match the specified parameters.
A distinction is made between those sponsorships in which a sponsor undertakes to
pay all fees for a student, denoted sponsorship applies to all student fees, and those
in which only specific fees are sponsored, which are then listed under nominated
fees.

Table 235–15 Sponsored Student Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Financial Period financial period; list of values includes all open and active
calendars in Finance calendar category; defaults to current
period
Fee Assessment Period fee assessment period; list of values includes active fee
calendars only
Person Number person number; concurrent process reports only details for
student with this person number
Program Code program code
Sponsor Code sponsor code; list of values includes active sponsors only
Sponsor Type sponsor type; list of values includes types assigned to sponsor
in Record Sponsor Details window
Program Status program status; reports students studying programs with this
program status
Organizational Unit organizational unit; reports students studying programs owned
by this organizational unit
Fee Category fee category
Fee Type fee type

The Sponsored Student Report concurrent process is run in batch or immediate

mode by fees staff at the start of each fee period, or as required.
The Sponsored Student Report concurrent process produces a report reflecting
information entered in the Direct Assignment of Sponsorships window. Students

Student Finance Concurrent Processes Procedures 235-29

Sponsored Student Report Concurrent Process

are grouped by fee period for each sponsor and sorted alphabetically by surname.
The report displays the following information:
■ total number of students in each fee period
■ total number of students sponsored by a sponsor
■ total number of students

235-30 Oracle Student System User’s Guide

 Contribution Option Change Report Concurrent Process

Contribution Option Change Report Concurrent Process

The Contribution Option Change Report concurrent process reports when students'
HECS payment options are changed by the Process Student Contribution Payment
Option concurrent process, which changes students’ HECS payment options from
Upfront with Discount to Deferred, or vice versa. A student’s HECS payment
option cannot be changed to Deferred if his or her enrollment record is missing tax
file details.

Table 235–16 Contribution Option Change Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Creation Date creation date and time of required run of Process Student
Contribution Payment Option concurrent process; refers to run
date, not effective date
Fee Assessment Period fee assessment period; typically current fee period
Fee Category fee category
Person Number person number
Program Code program code; validated by database

The Contribution Option Change Report concurrent process is run in batch or

immediate mode by a fees administrator after the Process Student Contribution
Payment Option concurrent process, or as required, typically after a census date.
The Contribution Option Change Report concurrent process produces the HECS
Option Change report, sorted in ascending order based on the person ID, and
presented in landscape mode.

Student Finance Concurrent Processes Procedures 235-31

Fee Hold Report Concurrent Process

Fee Hold Report Concurrent Process

The Fee Hold Report concurrent process reports potential and applied fee
encumbrances in a fee category. Fee encumbrances are assigned statuses in the
Authorize Fee Hold window. Fee encumbrance statuses are described in
Table 235–18.

Table 235–17 Fee Hold Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Financial Period financial period; defaults to current financial calendar instance
Fee Assessment Period fee assessment period; defaults to All Values
Fee Category fee category; defaults to All Values
Include Pending Hold if selected, pending fee encumbrances are included
Include Applied Hold if selected, applied fee encumbrances are included
Include Cancelled Hold if selected, cancelled fee encumbrances are included

Table 235–18 describes fee encumbrance statuses.

Table 235–18 Fee Encumbrance Statuses

Fee Encumbrance
Status Description
Pending fee encumbrance to be applied in future
Applied fee encumbrance is authorized
Cancelled fee encumbrance is not authorized

After fee encumbrances are applied, they can be expired or deleted in the Person
Hold Details window. The Fee Hold Report concurrent process indicates whether
fee encumbrances are expired or deleted, and lists pending fee encumbrances,
which are applied in the Authorize Fee Hold window.
The Fee Hold Report concurrent process is run by a fees administrator as required.
Typically, this concurrent process is run after major payment dates when the Process
Overdue Payment Penalties concurrent process, which creates pending fee
encumbrances for students who default on payments, is run.

235-32 Oracle Student System User’s Guide

 Fee Hold Report Concurrent Process

The Fee Hold Report concurrent process produces a report listing outcomes of the
Process Overdue Payment Penalties concurrent process and information entered in
the Authorize Fee Hold window.

Student Finance Concurrent Processes Procedures 235-33

Fee Type Validation Report Concurrent Process

Fee Type Validation Report Concurrent Process

The Fee Type Validation Report concurrent process validates fee type data.

Table 235–19 Fee Type Validation Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Financial Period financial period; defaults to current financial calendar instance
Fee Assessment Period fee assessment period; defaults to All Values
Fee Type fee type; defaults to All Values
Fee Category fee category; defaults to All Values
Include Default if selected, reports details of schedules defined for fee type at
Schedules Fee Type Category Instance level; defaults to Yes
Include Fee Calculations if selected, reports fee calculation information at Fee Type
Category Instance level for fee type; defaults to Y

The Fee Type Validation Report concurrent process is run in batch or immediate
mode by a fees administrator as required. Typically, this concurrent process is run
after a fee type is set up, but before the fee type is a liability of a fee category.
Invalid data must be corrected before adding the fee type to a fee category to
prevent charging students incorrectly. After fee types are added to fee categories,
the Fee Type Validation Report concurrent process can be run at any time to obtain a
reference copy.
The Fee Type Validation Report concurrent process produces a report with fee type
information defined in the Fee Types window, including charge method, assessment
rates, and element ranges at the Fee Type Category Instance level, fee categories, and
triggers.
The information is sorted by fee type and, within each fee type, by fee period.
Information is displayed in the following order:
■ schedule and fee calculation information, if the appropriate parameters are
selected
■ fee category information for active categories of which the fee type is a liability,
after fee types are assigned to categories
■ fee trigger details for each liability

235-34 Oracle Student System User’s Guide

 Fee Type Validation Report Concurrent Process

If a particular fee category is specified by the Fee Category parameter, only trigger
details for the fee liability within this fee category are displayed.
If a fee assessment period is not specified by the Fee Assessment Period parameter,
and if the fee type instance is in more than one fee period, fee type details for the
first fee assessment period are displayed, followed by fee type details for the next
fee period, then information for the next fee type is displayed.
If information is not specified for a report category, Not Established indicates that
no information exists at the Fee Type Category Instance level. None Defined indicates
that triggers are not assigned. If some information is specified for a report category,
but not for all fields that appear in the report, a dash appears in the empty fields.

Student Finance Concurrent Processes Procedures 235-35

Fee Structure Rollover Report Concurrent Process

Fee Structure Rollover Report Concurrent Process

The Fee Structure Rollover Report concurrent process reports the results of the fee
structure rollover process. Changes to rollover destination calendars and structures
occur as a result of information produced by this concurrent process. This
concurrent process is run, changes are made, and it is run again until the report
produced by this concurrent process indicates that all required data is rolled over.

Table 235–20 Fee Structure Rollover Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Creation Date creation date and time of required run of Fee Rollover
concurrent process; typically, most recent date is selected.

The Fee Structure Rollover Report concurrent process is run by a student fees
specialist yearly, and is dependent on the Fee Rollover concurrent process.
The Fee Structure Rollover Report concurrent process produces a report showing
rollover details listed in the following order:
■ Fee Type Category Instance level

■ Fee Category Calendar Instance level

■ Fee Category Fee Liability level
For each fee type, category, and liability in the source fee period, the Fee Structure
Rollover Report concurrent process displays messages that describe the outcome of
the rollover.

235-36 Oracle Student System User’s Guide

 Process Fee Assessments Concurrent Process

Process Fee Assessments Concurrent Process

The Process Fee Assessments concurrent process creates transactions reflecting
initial assessments or adjustments to previous assessments for each fee students
owe. The Process Fee Assessments concurrent process and the Process Fee
Assessments from To Do Entries concurrent process both run the fee assessment
process.

Table 235–21 Process Fee Assessments Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Fee Assessment Effective fee assessment effective date; must fall within start and end
Date dates of fee period; defaults to current date
Note: For predictive fee assessments only, the fee assessment
effective date can be after the current date, but not after the
program start date alias instance recorded for the admission
period. By this arrangement, if applicants do not confirm
enrollment in a program attempt, their predictive fee
assessments can be removed.
Person Number person number
Program program
Financial Period financial period
Fee Assessment Period fee assessment period
Fee Category fee category
Fee Type fee type
Predictive Assessment if selected, includes unconfirmed program attempts and allows
fee assessments to be made for applicants preenrolled during
admissions process
First Time Assessment first time assessment
Trace On trace on
Display Warnings Only display warnings only
Test Run enables fee assessment routine to run without updating
database; still supplies report of processing decisions

The Process Fee Assessments concurrent process is run in batch or immediate mode
by a fees administrator, as required. It can also be run in test mode without

Student Finance Concurrent Processes Procedures 235-37

Process Fee Assessments Concurrent Process

updating the database. This concurrent process can be run with the Process Person
Payment Schedules concurrent process.
The Process Fee Assessments concurrent process produces the Fee Trace report
including details about the data used and decisions made during fee assessment or
reassessment. The full version of this report is produced when the Trace On
parameter is set to Yes and the Display Warnings Only parameter is set to No. The
full version produces at least one page for each student liability and must be run for
individuals or small groups only.
The Fee Trace report cannot be printed directly to file except when run in immediate
mode and third-party software is used.
The Reproduce Previous Fee Assessment Trace concurrent process reproduces a full
trace for a previous run of this concurrent process when run with parameters
specifying an abridged trace. For predictive fee assessments, this concurrent process
can be run online from the Establish Fee Contracts window.

235-38 Oracle Student System User’s Guide

 Minor Debts Write-Off Report Concurrent Process

Minor Debts Write-Off Report Concurrent Process

The Minor Debts Write-Off Report concurrent process reports details about debts
written off for students and the circumstances in which debts cannot be written off.
For example, when program fees are owed, details include the code of the program
triggering the fee and the category under which the fee is charged. A message
indicates the balance overdue is successfully written off.

Table 235–22 Minor Debts Write-Off Report Concurrent Process Parameters

Parameter Description
Creation Date creation date and time of required run of Write Off Minor Debts
concurrent process; defaults to most recent run
Runtime Comment comment that appears on header page of report

The Minor Debts Write-Off Report concurrent process is run by fees staff as
required, typically at the end of a fee processing cycle. This concurrent process is
run immediately after the Write Off Minor Debts concurrent process.
The Minor Debts Write-Off Report concurrent process produces a report listing fee
totals written off, fees that cannot be written off, and the reason they cannot be
written off.

Student Finance Concurrent Processes Procedures 235-39

Fee Disbursement Snapshot Exception Report Concurrent Process

Fee Disbursement Snapshot Exception Report Concurrent Process

The Fee Disbursement Snapshot Exception Report concurrent process reports the
outcome of the Process Disbursement Snapshot concurrent process, which processes
fee disbursements and creates disbursement snapshots.

Table 235–23 Fee Disbursement Snapshot Exception Report Concurrent Process

Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Creation Date creation date and time of required run of Process Disbursement
Snapshot concurrent process; defaults to most recent run

The Fee Disbursement Snapshot Exception Report concurrent process is run in

immediate or batch mode by fees staff as required. The Fee Disbursement Snapshot
Exception Report and the Process Disbursement Snapshot concurrent processes can
be repeated as often as necessary to adjust fee disbursement formulas and other
data and produce the required outcomes. Incorrect snapshots are deleted by
running the Delete Disbursement Snapshots concurrent process.
The Fee Disbursement Snapshot Exception Report concurrent process produces a
report listing error messages and information about income and retention amounts
that are not disbursed.
Note: Disbursement of retention amounts is outside the scope of the Student
Finance subsystem.
The Assessment and payment amounts were not disbursed message appears if a
student’s fee category changed without a manual adjustment in the Person Payment
Schedules window to clear the debt in the old fee category, or if a student no longer
has load. A warning of a manual assessment or adjustment is issued since amounts
disbursed for a student differ from those of students under identical conditions.

235-40 Oracle Student System User’s Guide

 Reproduce Previous Fee Assessment Trace Concurrent Process

Reproduce Previous Fee Assessment Trace Concurrent Process

The Reproduce Previous Fee Assessment Trace concurrent process reproduces a full
trace for a fee assessment if the Process Fee Assessments concurrent process
produces an abridged trace. Typically, the Process Fee Assessments concurrent
process produces an abridged trace when run in batch mode, because producing a
full report is not desirable. The Reproduce Previous Fee Assessment Trace
concurrent process allows investigation of fee assessments in which an abridged
trace reports errors or warnings.

Table 235–24 Reproduce Previous Fee Assessment Trace Concurrent Process

Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Creation Date creation date of previous run of Process Fee Assessments
concurrent process
Note: The creation date is the date when the concurrent process
is run, not the effective run date, displayed on the first page of
an abridged trace.

The Reproduce Previous Fee Assessment Trace concurrent process is run in batch
mode only by a fees administrator, as required.

Student Finance Concurrent Processes Procedures 235-41

Interface Receivables Account Details with Student System Concurrent Process

Interface Receivables Account Details with Student System Concurrent

Process
The Interface Receivables Account Details with Student System concurrent process
maintains the Oracle Account Receivables account details in the account interface
table.
The Interface Receivables Account Details with Student System concurrent process
does not have parameters.
In Oracle Account Receivables, RA_CUST_TRX_TYPES is the main table that
contains the account data.
Accounts in Oracle Account Receivables are typically created with a flag, TYPE =
INV.
If new accounts are created in Oracle Account Receivables after the last run date of
this concurrent process, then it transmits the account creation information for a
person to Oracle Student System.
If an account is disabled in Oracle Account Receivables, then it is disabled in Oracle
Student System also.

235-42 Oracle Student System User’s Guide

 Interface Receivables Payment Term with Student System Concurrent Process

Interface Receivables Payment Term with Student System Concurrent

Process
The Interface Receivables Payment Term with Student System concurrent process
maintains the Oracle Account Receivables payment term details in the payment
term interface table.
The Interface Receivables Payment Term with Student System concurrent process
does not have parameters.
In Oracle Account Receivables, the RA_TERMS table contains the payment terms.
Account data from previous runs of this concurrent process is available in the IGS_
FI_CONTROL table.
Using a date and time, this concurrent process selects all records from the RA_
TERMS table.
If term details already exist in the Oracle Student System term table, the system
updates the term details from Oracle Account Receivables, or creates the payment
terms in the Student Finance subsystem.

Student Finance Concurrent Processes Procedures 235-43

Load Invoice Interface Concurrent Process

Load Invoice Interface Concurrent Process

The Load Invoice Interface concurrent process loads the student assessment into the
invoice interface table with all required details.

Table 235–25 Load Invoice Interface Concurrent Process Parameters

Parameter Description
Person_id run from student_todo data if person ID is not specified
Course_cd program code if specified
Fee_cat fee category if specified
Fee_period fee period if specified
Fee_type fee type if specified

If a person ID is specified, only that person is processed or all persons with a todo
entry flagged for invoicing, that is, TODO_TYPE = FEE_INVINT, are processed.
Each student’s enrollment is checked. If a student’s enrollment is valid, the
concurrent process continues. If a student’s enrollment is not valid, the concurrent
process logs errors and processes the next student.
The concurrent process selects all records from the Fee Assessment table IGS_FI_
FEE_AS for each person.
The concurrent process checks whether invoices are already created for a person in
the Invoice Interface table.
The concurrent process checks for sponsors for a student and creates invoices for
the sponsors also.

235-44 Oracle Student System User’s Guide

 Transfer to Receivables Interface Concurrent Process

Transfer to Receivables Interface Concurrent Process

The Transfer to Receivables Interface concurrent process inserts data into the Oracle
Account Receivables interface tables and invokes the Auto Invoice program.

Table 235–26 Oracle Account Receivables Concurrent Process Parameters

Parameter Description
Person_id run from student_todo data if person ID is not specified
Program_cd program code if specified
Fee_cat fee category if specified
Fee_period fee period if specified
Fee_type fee type if specified

For all records in the invoice interface tables with a status of ToDo and a student
todo type of Fee_Invint, this concurrent process creates invoices in the Oracle
Account Receivables interface tables, for example, RA_INTERFACE_LINES_ALL
and RA_INTERFACE_DISTRIBUTION_ALL.
Once records are created in the Oracle Account Receivables interface tables, the auto
invoice program is invoked.

Student Finance Concurrent Processes Procedures 235-45

Extract Payments from Receivables Concurrent Process

Extract Payments from Receivables Concurrent Process

The Extract Payments from Receivables concurrent process extracts the invoice lines
information, such as the payment amount due, due by date, and amount paid.
The Extract Payments from Receivables concurrent process does not have
parameters.
This concurrent process checks for payments from the Oracle Account Receivables
cash receipts table and transmits revised data to the invoice payment interface table.
This concurrent process selects all records from the Oracle Account Receivables cash
receipts table that were created or modified after the concurrent process was last
run.
This concurrent process checks the invoice payment interface table for the invoice
ID, the payment schedule ID, the term ID, the term sequence number, and the cash
receipt ID. If a record exists, it is updated. If a record does not exist, the concurrent
process checks the invoice payment interface table for the invoice ID. If the record
exist there, it is updated.

235-46 Oracle Student System User’s Guide

 Maintain Student Payment Schedule Concurrent Process

Maintain Student Payment Schedule Concurrent Process

The Maintain Student Payment Schedule concurrent process maintains the student
payment schedule date from the invoice lines interface table.
The Maintain Student Payment Schedule concurrent process is always run after the
Extract Payments from Receivables concurrent process.
This concurrent process groups records from the IGS_FI_INVPAY_INT table. In
contrast, the Extract Payments from Receivables concurrent process gets payment
information directly from Oracle Account Receivables.
The IGS_FI_INVPAY_INT table contains the amount paid and the amount due for
each invoice created.
After the concurrent process is run, the amount due for a person and the amount
paid are populated in the Person Payment Schedules window.

Student Finance Concurrent Processes Procedures 235-47

Maintain Student Payment Schedule Concurrent Process

235-48 Oracle Student System User’s Guide

 Part V
Academic Progress
 236
Academic Progress Introduction

This chapter describes Academic Progress. The following sections are in this
chapter:
■ Overview
■ Topics

Academic Progress Introduction 236-1

Overview

Overview
The Academic Progress subsystem monitors a student’s progress through the
student’s academic program.
Figure 236–1 represents the Academic Progress subsystem.

Figure 236–1 Academic Progress Subsystem

236-2 Oracle Student System User’s Guide

 Topics

Topics
The following topics are in this section:
■ Advanced Standing
For an overview of Advanced Standing, see Chapter 237, Advanced Standing
Overview.
For information on Advanced Standing windows, see Chapter 238, Advanced
Standing Details Procedures to Chapter 240, System Advanced Standing Types
Procedure.
For information on Advanced Standing concurrent processes, see Chapter 241,
Advanced Standing Concurrent Processes Procedure.
■ Assessment
For an overview of Assessments, see Chapter 242, Assessments Overview and
Chapter 243, Assessments Functions and Maintenance.
For information on Assessments windows, see Chapter 244, Assessment Types
Procedure to Chapter 273, Transcript Types Procedure.
For information on Assessments concurrent processes, see Chapter 274,
Assessments Concurrent Processes Procedure.
■ Graduation
For an overview of Graduation, see Chapter 275, Graduation Overview and
Chapter 276, Graduation Functions and Maintenance.
For information on Graduation windows, see Chapter 277, Graduation
Ceremony Procedure to Chapter 290, Measurements Procedure.
For information on Graduation concurrent processes, see Chapter 291,
Graduation Concurrent Processes Procedure.
■ Progression
For an overview of Progression, see Chapter 292, Progression Overview.
For information on Progression windows, see Chapter 293, Progression
Outcome Types Procedure to Chapter 306, Program Completion Query.
For information on Progression concurrent processes, see Chapter 307,
Progression Concurrent Processes Procedure.
■ Research

Academic Progress Introduction 236-3

Topics

For an overview of Research, see Chapter 308, Research Overview to

Chapter 310, Research Concepts.
For information on Research windows, see Chapter 311, Research Candidacy
Details Procedure to Chapter 328, Milestone Statuses Procedure.

236-4 Oracle Student System User’s Guide

 237
Advanced Standing Overview

This chapter provides an overview of the Advanced Standing subsystem.

The following sections are in this chapter:
■ Purpose
■ User Responsibilities
■ Advanced Standing Types
■ Setting Up Reference Data
■ Advanced Standing Process Overview
■ Advanced Standing Statuses

Advanced Standing Overview 237-1

Purpose

Purpose
Advanced standing refers to the recognition of students’ prior studies or experience
as being equivalent to components of their current program attempt or attempts. As
a result, students can be exempted from studying certain units and receive
advanced standing in the program.
The Advanced Standing subsystem records and maintains details of student
applications for advanced standing and their outcomes.
The main functions of the Advanced Standing subsystem include the following
tasks:
■ granting of advanced standing up to the limits specified for each program
version in the Basic Program Details window
■ entering of units for which advanced standing credit has been approved or
from which the student has been waived, and the entering of alternate units
■ entering of unit levels for which credit has been approved
■ entering of approval details
The Advanced Standing subsystem interacts with the Program Structure and
Planning subsystem to apply limits on how much advanced standing can be
granted within a given program attempt.
The Advanced Standing subsystem also interacts with the Admissions and
Enrollments subsystems to perform the following tasks:
■ discontinuing or deleting units for which 100% advanced standing credit or
preclusion has been granted and which are not identified as repeatable
■ preventing students from enrolling in units for which 100% advanced standing
credit or preclusion has been granted
■ granting advanced standing when the program attempt status is ENROLLED
when the batch job is run
■ granting advanced standing, as an exception, when the program attempt status
is INTERMIT or INACTIVE
■ expiring advanced standing records when the program attempt status is not
changed from UNCONFIRM to ENROLLED prior to the record’s expiration
date, when the batch job is run

237-2 Oracle Student System User’s Guide

 User Responsibilities

User Responsibilities
The Advanced Standing subsystem includes the following components:
■ reference details
■ records with approved and granted advanced standing status relating to
individual student program attempts
Reference details, created in the Advanced Standing Configuration window and the
System Advanced Standing Types window, are typically entered by a subsystem
specialist or system administrator.
Access to records with approved and granted advanced standing status, entered in
the Advanced Standing Details window, can be limited to specific personnel,
according to an institutions’s policies and practices.

Advanced Standing Overview 237-3

Advanced Standing Types

Advanced Standing Types

Table 237–1 shows the types of advanced standing supported by the system.

Table 237–1 Advanced Standing Types

Type Description
unit credit granted when prior studies, expertise, or experience
satisfy the objectives of the specified unit. Frequently
called an exemption.
partial credit granted when prior studies, expertise, or experience
satisfy a portion of the objectives of the specified unit and
entered as a percentage. Student do not receive
recognition for partial credit and must still enroll in the
unit and complete outstanding requirements before a
grade is awarded and credit points are earned.
unit level granted, when program rules permit, for a number of
credit points on the basis of prior studies judged to be
acceptable within the structure of the program.
Frequently called an unspecified exemption.
unit preclusion entered when it is inappropriate for a student to enroll in
a unit within the program structure. Student must enroll
in another unit or group of units with an equivalent credit
point value to satisfy program requirements.

Within a single program attempt, students can be granted a combination of unit

credit, partial credit, and unit level advanced standing up to limits specified in the
program rules. They can also be precluded from enrolling in specified units.

237-4 Oracle Student System User’s Guide

 Setting Up Reference Data

Setting Up Reference Data

For the Advanced Standing subsystem to function, a small set of reference data
must be created and maintained. The procedure for setting up reference data
includes the following parts:
■ Recording Configuration Details
■ Assigning Attributes to Recognition Types

Recording Configuration Details

The Advanced Standing Configuration window records control and default
information used by the Advanced Standing subsystem in the following fields:
■ Expiry Date Increment
■ Unit Deletion Date Increment
■ Default Basic Institution
■ Default Major Exemption Institution

Expiry Date Increment

Advanced standing, which applies to a particular student program attempt, is
initially entered with a status of APPROVED, most commonly for UNCONFIRMED
program attempts. When the program attempt status changes to ENROLLED, the
advanced standing status changes to GRANTED, and advanced standing is applied,
typically when a student confirms enrollment and enrolls in units in a program
attempt. If a program attempt is not confirmed within a specified period, the
advanced standing status is changed to EXPIRED. The Expiry Date Increment field
records the number of months added to the approved date of an advanced standing
record to create a default expiration date.
For information on the interaction between advanced standing and student
program and unit attempts, see Advanced Standing Process Overview in this
chapter.

Unit Deletion Date Increment

Students can apply for advanced standing in units that are part of their program of
study and that are preenrolled or enrolled for their program attempt. Since the
student is not required to study units for which 100% advanced standing credit or
preclusion is granted, the system automatically deletes these unit attempts for the
student.

Advanced Standing Overview 237-5

Setting Up Reference Data

The Unit Deletion Date Increment field records a date, a census date for example,
after which deletion of unit attempts is not permitted. Units for which advanced
standing is granted after this cutoff date are discontinued according to the current
discontinuation date criteria.
For information on discontinuation date criteria, see Chapter 185, Unit
Discontinuation Date Criteria Procedure.

Default Basic Institution

The Default Basis Institution field is optional, designed to accelerate data entry.
Insert a default basis institution if a large number of advanced standing records are
granted on the basis of prior studies at a single institution. The default can be
overridden if required.

Default Major Exemption Institution

Advanced standing can be based on prior studies at more than one institution. The
system derives the major exemption institution based on the amount of advanced
standing credit contributed by each institution. A default value is entered in this
field to enable a student's program attempt for the first advanced standing record to
be saved before entering unit and unit level details, and before the system can
derive a value. The recommended default value is the DETYA value 0001; no
exemption granted.

237-6 Oracle Student System User’s Guide

 Setting Up Reference Data

Assigning Attributes to Recognition Types

The System Advanced Standing Types window assigns attributes to the
system-defined recognition types. A recognition type describes the effect an
advanced standing application has on a student’s enrollment when the application
is approved. This section describes the following recognition types:
■ CREDIT
■ PRECLUSION

CREDIT
Credit can be granted for a particular unit when a student has undertaken prior
studies considered equivalent to the unit.
Note: Entering this recognition type for an advanced standing unit detail record
affects a student’s enrollment.
For information on credit for advanced standing, see Advanced Standing Process
Overview in this chapter.

PRECLUSION
Granting preclusion from a particular unit occurs when a student’s prior studies are
not adequate for credit, but studying the unit would not require the usual level of
effort. Granting preclusion prevents a student from enrolling in that unit.
Note: Alternate units in which the student can enroll can be specified.
For example, students who studied music in secondary school might be precluded
from the Introduction to Music unit because the class is equivalent to their prior
music studies. Alternate units, such as Music 1A or Music 1B, could be specified as
options available to precluded students.
Note: In the Advanced Standing Details window, these values are placed in the
Advanced Standing Type field.
For information on the System Advanced Standing Types window, see Chapter 240,
System Advanced Standing Types Procedure.

Advanced Standing Overview 237-7

Advanced Standing Process Overview

Advanced Standing Process Overview

Applying for advanced standing includes the following steps:
1. The student applies for advanced standing in a program of study and provides
the required documentation to support the application.
2. The application is assessed and approved or disallowed by a responsible officer,
typically a faculty representative.
3. Approved applications are entered in the system.
Figure 237–1 shows an overview of the Advanced Standing process.

Figure 237–1 Advanced Standing Process Overview

237-8 Oracle Student System User’s Guide

 Advanced Standing Statuses

Advanced Standing Statuses

Table 237–2 lists the system-defined statuses that describe the status of a student's
advanced standing application.

Table 237–2 Advanced Standing Statuses

Status Description
APPROVED indicates student's advanced standing application has
been assessed by a responsible authority and approved
for the student's program attempt, but not granted
GRANTED indicates advanced standing, which has been approved, is
applied to an enrolled student program attempt. A status
of GRANTED can be applied manually, when an
academic transcript is required immediately, however, it
is typically applied by the Grant Advanced Standing
batch process job, which checks advanced standing
records with the status of APPROVED against the related
student program attempts to determine if the program
attempt status has changed to ENROLLED. If it has, the
advanced standing status changes to GRANTED.
CANCELLED manually entered when the request for advanced
standing is withdrawn by the student, for example, when
the student elects to study a unit for which advanced
standing has been approved to increase knowledge in that
area or improve grades
REVOKED manually entered when the institution withdraws its
approval of an application, for example, if an advanced
standing application is approved on the basis of false or
misleading information
EXPIRED automatically applied when advanced standing has not
been granted by a specified date. Each advanced standing
record with a status of APPROVED has an expiration
date. The default expiration date is the approved date
plus the number of months specified in the Expiry Date
Increment field. The status of EXPIRED is applied by the
Expire Advanced Standing batch process job which
checks the expiration date of APPROVED advanced
standing records against the current date. If the expiration
date is earlier than the current date, the advanced
standing status changes to EXPIRED.

For information on granting statuses, see Chapter 238, Advanced Standing Details
Procedures.

Advanced Standing Overview 237-9

Advanced Standing Statuses

237-10 Oracle Student System User’s Guide

 238
Advanced Standing Details Procedures

This chapter describes how to enter advanced standing details. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Advanced Standing Unit Details Procedure
■ Entering Advanced Standing Unit Level Details Procedure
■ Advanced Standing Details Window

Advanced Standing Details Procedures 238-1

Definition

Definition
The advanced standing details procedure enters advanced standing details.

Overview
Table 238–1 describes granting statuses used in the Advanced Standing Unit Details
and Advanced Standing Unit Level Details windows.

Table 238–1 Granting Statuses

Granting Status Description
Granted only approval details, basis details, and Program
Grouped check box can be changed; granting status
cannot change to Granted after census date unless unit
is manually discontinued through Student Enrollments
window, unit attempt status is invalid, and unit attempt
is Completed and Passed or Incomplete; when granting
status changed to Granted, unit advanced standing type
of Credit with percentage of 100 deletes unconfirmed
unit from program attempt, attempts to discontinue or
delete enrolled unit from program attempt, and
attempts to delete or discontinue subordinate units if
their superior is granted advanced standing; enrolled
unit is deleted if advanced standing is granted prior to
unit deletion cutoff date; enrolled unit is subject to
normal discontinuation date criteria if advanced
standing is granted after unit deletion cutoff date but
before census date; dynamically configured; only dates
relevant to record’s granting status appear
Approved entering advanced standing unit or unit level sets
granting status to Approved; only records with this
granting status can have advanced standing type
changed; only records with this granting status and
advanced standing type of Credit can have percentage
changed; can be changed manually to Granted,
however, batch process automatically makes change
when program attempt changes to Enrolled; changing
back to Approved does not restore discontinued or
deleted student unit attempt, which must be restored
manually; only unit or unit level records with this
granting status can be deleted

238-2 Oracle Student System User’s Guide

 Overview

Table 238–1 Granting Statuses

Granting Status Description
Revoked applied manually; dynamically configured; only dates
relevant to record’s granting status appear
Cancelled applied manually; can be changed only to Approved;
dynamically configured; only dates relevant to record’s
granting status appear
Expired applied if record’s expiration date is reached while status is
Approved; dynamically configured; only dates relevant to
record’s granting status appear

For information on the Advanced Standing subsystem, see Chapter 237, Advanced
Standing Overview.
This section includes the following topics:
■ Advanced Standing Details Window
■ Advanced Standing Unit Details Window
■ Advanced Standing Unit Level Details Window

Advanced Standing Details Window

When the Advanced Standing Details window is invoked from another window,
such as the Student Enrollments window, the information displayed is for the
student selected in the other window, and other records cannot be queried.
Otherwise, queries can be performed.
Advanced standing is granted for a specific program attempt, although the basis for
granting advanced standing in one program attempt can also apply to other
program attempts. The Advanced Standing region displays program attempts for
which advanced standing is granted and advanced standing summary details.
The system uses a default major exemption institution, which can be changed, and
identifies the institution where the majority of the exemption is obtained.

Advanced Standing Unit Details Window

The Advanced Standing Unit Details window displays details of the student and
program version to which advanced standing unit details apply. This window is
invoked by the Unit Details button in either the Advanced Standing Details
window or the Advanced Standing Unit Level Details window. The information

Advanced Standing Details Procedures 238-3

Overview

displayed is for the student and program version selected in those windows. No
queries can be performed in the Advanced Standing Unit Details window.
A student can have advanced standing approved in more than one concurrent
program attempt. The advanced standing unit details displayed correspond to one
of the student’s program attempts. Clicking Back returns to the Advanced Standing
Details window, where another program attempt can be selected.
The following two types of advanced standing are recorded in the system:
■ advanced standing in specified unit, entered in this window
■ advanced standing for unit level, entered in Advanced Standing Unit Level
Details window
Advanced standing in a unit recognizes that a student has prior studies, experience,
or expertise equivalent to the unit. When a student is granted advanced standing in
a unit, one of the following results occur:
■ student receives credit for unit and is exempted from studying unit
■ student receives partial credit for unit. The student enrolls in the unit and is
exempted from some study requirements. Credit depends on successfully
completing the remaining requirements.
■ student is precluded from enrolling in unit, but can enroll in alternate units. No
credit is granted for prior study or experience.
Each of these results can be entered in the system. Full credit and preclusion have
significant impacts within the system. Partial credit has no impact in the system.
For example, a student applies for advanced standing in the Bachelor of Commerce
program. Two years earlier, the student completed units in the first year of a
computing degree but withdrew from the program. An assessment of the student's
application for advanced standing produces the following results:
■ Student is granted full credit for unit MAN101 - Introduction to Computing.
MAN101 is entered with advanced standing type Credit, percentage 100, and
granting status Approved. The Grant Advanced Standing concurrent process
detects when the student's program attempt is confirmed with a status of
Enrolled, changes the granting status to Granted, and deletes the student unit
attempt MAN101. The advanced standing unit can count toward completion
and progression.
■ Student is granted 75% partial credit for MAN105 - Basic Accounting. The
student is exempted from most of the unit but must complete an outstanding
module, the remaining 25%, to gain credit for the unit. MAN105 is entered with

238-4 Oracle Student System User’s Guide

 Overview

advanced standing type Credit, percentage 75, and granting status Approved.
The Grant Advanced Standing concurrent process detects when the student's
program attempt is confirmed with a status of Enrolled, and changes the
granting status to Granted. There are no other effects within the system.

Advanced Standing Unit Level Details Window

The Advanced Standing Unit Level Details window displays details of the student
and program version to which advanced standing unit level details apply. This
window is invoked by the Unit Level Details button in either the Advanced
Standing Details window or the Advanced Standing Unit Details window. The
information displayed is for the student and program version displayed in those
windows. No queries can be performed in the Advanced Standing Unit Level
Details window.
A student can have advanced standing approved in more than one concurrent
program attempt. The advanced standing unit level details displayed correspond to
one of the student's program attempts. Clicking Back returns to the Advanced
Standing Details window, where another program attempt can be selected.
Advanced standing for a unit level recognizes that a student has prior studies,
experience, or expertise relevant to the student's program attempt, equivalent to a
number of credit points at a particular unit level or levels. Separate unit level
advanced standing records are created for each combination of unit level and
institution.
Unit level advanced standing counts toward progression and completion.
For example, a student with an Arts diploma applies for advanced standing in a
Bachelor of Arts program. The student is granted eight level 1 credit points of
advanced standing.
Another student completed five first year and two second year units of a Bachelor
of Education program at another institution, and enrolls in the Bachelor of Arts
program. The student is granted advanced standing of eight level 1 credit points
and four level 2 credit points.

Advanced Standing Details Procedures 238-5

Entering Advanced Standing Details

Entering Advanced Standing Details

The following information applies to this procedure:
■ Records cannot be modified in the Advanced Standing Details window.
■ If an advanced standing record has unit or unit level details, it cannot be
deleted.
■ Advanced standing records can be added only to program attempts with the
statuses Enrolled, Unconfirm, Inactive, and Intermit, but not Discontin or
Lapsed.
■ The Total Credit Points Approved, Total Credit Points Granted, and % of
Program Requirements Granted fields are default, display only fields. If no unit
or unit level details are entered for the advanced standing record, their values
are zero.
■ The Major Exemption Institution field is a default, display only field, but if no
unit or unit level details are entered, it defaults to the value specified in the
Default Major Exemption Institution field in the Advanced Standing
Configuration window.
■ Adding a program attempt in this window permits advanced standing unit and
unit level details to be entered.
To enter advanced standing details, perform the following steps.
1. In Oracle Student System, navigate to the Advanced Standing Details window
as follows:
Academic Progress - Advanced Standing - Advanced Standing Details
The Find Person query find window appears.
2. Query the appropriate record.
The Advanced Standing Details window appears.
3. Enter data in appropriate fields.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

238-6 Oracle Student System User’s Guide

 Entering Advanced Standing Unit Details Procedure

Entering Advanced Standing Unit Details Procedure

The following information applies to this procedure:
■ Advanced standing is granted only to program attempts of status Enrolled.
To enter advanced standing unit details, perform the following steps.
1. In Oracle Student System, navigate to the Advanced Standing Details window
as follows:
Academic Progress - Advanced Standing - Advanced Standing Details
The Find Person query find window appears.
2. Query the appropriate record.
The Advanced Standing Details window appears.
3. Click Unit Details.
The Advanced Standing Unit Details window appears.
4. Enter data in appropriate fields.
The following information applies to this step:
■ A unit advanced standing type of Preclusion prevents enrollment in a
specified unit and attempts to delete or discontinue the enrolled unit.
■ Changing the advanced standing unit percentage from less than 100 to 100
does not delete the enrolled unit. It must be deleted manually.
■ Typically, the Program Grouped check box is not selected. If selected, it
indicates that a unit is owned by a different organizational unit than the one
that owns the program, but the unit satisfies part of the program's core
requirements. No functionality within Oracle Student System uses this
check box.
5. In the Unit and Version fields, enter the unit code and version number for the
unit in which advanced standing is granted.
Advanced standing type defaults to Credit.
Percentage defaults to 100.00.
Credit points default to the number of enrolled credit points for the unit
version.
Granting status defaults to Approved.

Advanced Standing Details Procedures 238-7

Entering Advanced Standing Unit Details Procedure

Unit title defaults to the unit title of the unit version.

Approved date defaults to the current date.
Expiration date is calculated from the current date plus the expiration date
increment.
The authorizing person is entered in the Authorized By field the first time the
Advanced Standing Unit Details window is used in a session. This entry
becomes the default in later sessions.
Basis institution defaults to the institution defined in the Advanced Standing
Configuration window.
6. Correct the default data.
7. Optionally, if the advanced standing type is Preclusion, click Alternate Units
and enter data in appropriate fields.
Note: The Alternate Units button appears only if the advanced standing type is
Preclusion.
8. Optionally, in the Alternate Units region, select an alternate unit version from
the list of values.
9. Optionally, in the Alternate Units region, selecting the Optional check box if
study of this alternate unit is optional.
10. Optionally, in the Alternate Units region, select the Required check box if the
student is required to study the alternate unit.
11. Click Back.

The Alternate Unit region closes.

12. Optionally, in the Advanced Standing Unit Details window, click Comments
and enter comments.
13. Save or save and continue as follows:

File - Save or Save and Proceed

14. Close the window.

238-8 Oracle Student System User’s Guide

 Entering Advanced Standing Unit Level Details Procedure

Entering Advanced Standing Unit Level Details Procedure

The following information applies to this procedure:
■ Advanced standing is granted only to program attempts of status Enrolled.
■ Unit level advanced standing counts toward completion and progression.
To enter advanced standing unit level details, perform the following steps:
1. In Oracle Student System, navigate to the Advanced Standing Details window
as follows:
Academic Progress - Advanced Standing - Advanced Standing Details
The Find Person query find window appears.
2. Query the appropriate record.
The Advanced Standing Details window appears.
3. Click Unit Level Details.
The Advanced Standing Unit Level Details window appears.
4. Enter data in appropriate fields.
5. In the Unit Level field, enter the unit level in which advanced standing is
approved.
6. In the Credit Points field, enter the number of advanced standing credit points
approved for this level.
Granting status defaults to Approved.
Approved date defaults to current date.
Expiration date is calculated from the current date plus the expiration date
increment.
The authorizing person is entered in the Authorized By field the first time the
Advanced Standing Unit Level Details window is used in a session. This entry
becomes the default in later sessions.
Basis institution defaults to the institution defined in the Advanced Standing
Configuration window.
7. Correct the default data.
8. Optionally, click Comments and enter comments.
9. Save or save and continue as follows:

Advanced Standing Details Procedures 238-9

Entering Advanced Standing Unit Level Details Procedure

File - Save or Save and Proceed

10. Close the window.

238-10 Oracle Student System User’s Guide

 Advanced Standing Details Window

Advanced Standing Details Window

Figure 238–1 Advanced Standing Details Window

Advanced Standing Details Procedures 238-11

Advanced Standing Details Window

238-12 Oracle Student System User’s Guide

 239
Advanced Standing Configuration
Procedure

This chapter describes how to enter Advanced Standing subsystem configuration

data. The following sections are in this chapter:
■ Definition
■ Overview
■ Entering Advanced Standing Subsystem Configuration Data Procedure
■ Advanced Standing Configuration Window

Advanced Standing Configuration Procedure 239-1

Definition

Definition
The advanced standing configuration details procedure enters Advanced Standing
subsystem configuration data.

Overview
The Advanced Standing Configuration window is used to enter data used by other
windows in the Advanced Standing subsystem.
For information on Advanced Standing configuration, see Setting Up Reference
Data, Chapter 237, Advanced Standing Overview.

239-2 Oracle Student System User’s Guide

 Entering Advanced Standing Subsystem Configuration Data Procedure

Entering Advanced Standing Subsystem Configuration Data Procedure

The following information applies to this procedure:
■ Data in this window is usually entered during installation of Oracle Student
System.
To enter Advanced Standing subsystem configuration data, perform the following
steps.
1. In Oracle Student System, navigate to the Advanced Standing Configuration
window as follows:
Academic Progress - Advanced Standing - Configure Advanced Standing
2. Enter data in appropriate fields.
The following information applies to this step:
■ Advanced Standing subsystem configuration data must not be deleted or
modified.
3. In the Expiration Date Increment (Months) field, enter the number of months
after which approved advanced standing expires for each record in the
Advanced Standing Unit Details and Advanced Standing Unit Level Details
windows.
4. In the Unit Deletion Cut-Off Date Alias field, enter the date after which units in
which advanced standing is granted can no longer be automatically deleted.
5. In the Default Basis Institution field, enter the value to default in the Basis
Details - Institution field of the Advanced Standing Details window.
6. In the Default Major Exemption Institution field, enter the value to default in
the Major Exemption Institution field of the Advanced Standing Details
window, when no unit or unit level records exist from which the value can be
derived.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Advanced Standing Configuration Procedure 239-3

Advanced Standing Configuration Window

Advanced Standing Configuration Window

Figure 239–1 Advanced Standing Configuration Window

239-4 Oracle Student System User’s Guide

 240
System Advanced Standing Types
Procedure

This chapter describes how to modify the effects of system advanced standing
types. The following sections are in this chapter:
■ Definition
■ Overview
■ Modifying Effects of System Advanced Standing Types Procedure
■ System Advanced Standing Types Window

System Advanced Standing Types Procedure 240-1

Definition

Definition
The system advanced standing types procedure modifies the effects of system
advanced standing types.

Overview
Advanced standing types are system-defined. Institutions cannot create their own.
Institutions select the following two check boxes to modify the effects of advanced
standing types on the system:
■ Academic Transcript, to determine whether advanced standing details of an
advanced standing type are included on academic transcripts. Currently,
advanced standing details appear on the academic transcript only when the
advanced standing type is Credit and the percentage amount granted is 100.
■ Completion/Progression, to indicate that advanced standing details of an
advanced standing type count toward completion or progression requirements
for the program
For example, selecting the Completion/Progression check box for advanced
standing type Credit means that Credit advanced standing is counted toward
completion and progression. Deselecting the Completion/Progression check box for
type Preclusion means that Preclusion advanced standing is not counted toward
progression and completion.
For information on advanced standing types, see Setting Up Reference Data,
Chapter 237, Advanced Standing Overview.

240-2 Oracle Student System User’s Guide

 Modifying Effects of System Advanced Standing Types Procedure

Modifying Effects of System Advanced Standing Types Procedure

The following information applies to this procedure.
■ Advanced standing types are system-defined.
■ New types cannot be created.
■ Advanced standing types cannot be deleted.
■ Typically, an advanced standing type’s check boxes are not modified after it is
created.
To modify the effects of a system advanced standing type, perform the following
steps.
1. In Oracle Student System, navigate to the System Advanced Standing Types
window as follows:
Academic Progress - Advanced Standing - Advanced Standing Types
2. Query the appropriate record.
3. Select or deselect the appropriate check box.
Note: If selected, the Closed check box indicates that the advanced standing
type can no longer be used in an advanced standing record. It cannot be
updated by users. Only a database administrator can modify the Closed check
box, but rarely would this occur because of the effect on Advanced Standing
subsystem functionality.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

System Advanced Standing Types Procedure 240-3

System Advanced Standing Types Window

System Advanced Standing Types Window

Figure 240–1 System Advanced Standing Types Window

240-4 Oracle Student System User’s Guide

 241
Advanced Standing Concurrent Processes
Procedure

This chapter describes how to run Advanced Standing concurrent processes. The
following sections are in this chapter:
■ Definition
■ Advanced Standing Concurrent Processes Procedure
■ Process Advanced Standing Eligibility Concurrent Process
■ Expire Advanced Standing Concurrent Process
■ Advanced Standing Granting Report Concurrent Process

Advanced Standing Concurrent Processes Procedure 241-1

Definition

Definition
Advanced Standing concurrent processes are typically run after a review is
conducted, and decisions are made, regarding academic work previously completed
by a student at other institutions. These decisions are related to how that academic
work will be treated in relation to the student’s current program attempt.
The concurrent processes then update the student’s advanced standing record
status and verify that the work receiving advanced standing was completed and
reviewed within time lines established for the specific program.

241-2 Oracle Student System User’s Guide

 Advanced Standing Concurrent Processes Procedure

Advanced Standing Concurrent Processes Procedure

To run an Advanced Standing concurrent process, perform the following steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Requests window appears.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the tables in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Advanced Standing Concurrent Processes Procedure 241-3

Process Advanced Standing Eligibility Concurrent Process

Process Advanced Standing Eligibility Concurrent Process

The Process Advanced Standing Eligibility concurrent process performs the
following tasks:
■ updates the granting status of unit advanced standing records to Granted if the
record’s granting status is Approved, its advanced standing type is either
Credit or Preclusion, and its advanced standing percentage is 100
■ changes the granting status of unit level advanced standing records to Granted
if the record’s granting status is Approved
■ sets the Granted date to the current date
For information on granting statuses of advanced standing records, see Advanced
Standing StatusesChapter 237, Advanced Standing Overview.
The Process Advanced Standing Eligibility concurrent process does not have
parameters.
To process an advanced standing record, the following conditions must be satisfied:
■ student program attempt for which the advanced standing record is recorded
must be enrolled
■ the approved or granted advanced standing must not exceed the advanced
standing limits of the program version, as entered in the Basic Program Details
window
■ student cannot have an encumbrance that suspends or revokes services
If a student unit attempt matches a unit in which advanced standing is granted, the
concurrent process performs one of the following tasks:
■ deletes the student unit attempt if its status is Unconfirm and the unit is not a
repeatable unit, or if its status is Enrolled, it is not a repeatable unit, and the
advanced standing granting date comes before the census date of the teaching
period
■ discontinues the student unit attempt if its status is Enrolled, it is not a
repeatable unit, and the advanced standing granting date comes after the
census date of the teaching period
■ preserves the student unit attempt if its status is Invalid, Discontin, or
Duplicate, or if the unit is not repeatable and is already completed and passed

241-4 Oracle Student System User’s Guide

 Process Advanced Standing Eligibility Concurrent Process

Student unit attempts can be deleted by this concurrent process only if advanced
standing is granted before the unit deletion cut-off date. For information on the unit
deletion cut-off date, see Chapter 239, Advanced Standing Configuration Procedure.
The Process Advanced Standing Eligibility concurrent process runs nightly to detect
whether any records require processing.
The Process Advanced Standing Eligibility concurrent process does not produce
any reports. The concurrent process writes successful updates and exceptions to the
system log, and are retrieved by the Advanced Standing Granting Report.

Advanced Standing Concurrent Processes Procedure 241-5

Expire Advanced Standing Concurrent Process

Expire Advanced Standing Concurrent Process

The Expire Advanced Standing concurrent process resets the status of an advanced
standing unit or unit level record to Expired if the advanced standing unit or unit
level record’s status is Approved, and the current date comes after the specified
expiration date for the unit and unit level record.
The Expire Advanced Standing concurrent process does not have parameters.
The Expire Advanced Standing concurrent process runs in batch mode nightly after
the Process Advanced Standing Eligibility concurrent process, which resets the
status of advanced standing applications to Granted. The run log records the
number of applications that are expired.

241-6 Oracle Student System User’s Guide

 Advanced Standing Granting Report Concurrent Process

Advanced Standing Granting Report Concurrent Process

The Advanced Standing Granting Report concurrent process reports advanced
standing that is either granted or not able to be granted against a log table or log
tables from a specified date. This concurrent process’ report can include all records
or exceptions only. This concurrent process can be run for selected combinations of
program code, program status, and person IDs.

Table 241–1 Advanced Standing Granting Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Log Record(s) Creation log record, or records, creation date
Date
Include Records From include records from log table
Log Table
Program Code identifies program
Program Status specifies status of activity or availability of program version
Person Number(s) number identifying person
Report Exceptions only report exceptions only

Advanced Standing Concurrent Processes Procedure 241-7

Advanced Standing Granting Report Concurrent Process

241-8 Oracle Student System User’s Guide

 242
Assessments Overview

This chapter provides an overview of the Assessments subsystem.

The following sections are in this chapter:
■ Purpose
■ Terminology
■ User Responsibilities
■ Prerequisites
■ Assessment Items
■ Assessment Patterns
■ Assessing Students
■ Grading Schema
■ Special Consideration for Students
■ Assessment Outcomes
■ Electronic Upload of Results
For information on the setup and maintenance of reference data, see Chapter 243,
Assessments Functions and Maintenance.

Assessments Overview 242-1

Purpose

Purpose
The Assessments subsystem manages the academic assessment of students enrolled
in units of study, including the following functions:
■ recording and maintaining assessment items, assessment patterns, grading
schema, and related details
■ managing all examination functions in conjunction with an integrated, external
timetable generator program, such as timetables, examination materials,
examination supervision, and examination locations and venues
■ managing critical assessment related calendars and dates
■ entering and publishing results
■ generating assessment related correspondence
■ entering and managing assignments, assignment due date extensions, and
assignment outcomes
■ managing applications for special consideration and their outcomes

Terminology
Table 242–1 lists Assessments subsystem terminology.

Table 242–1 Assessments Subsystem Terminology

Term Definition
assessment item a set activity used to evaluate a student's
understanding of a unit, such as an examination or
assignment
assessment type a means of classifying assessment items, such as
EXAM, ORAL EXAM, and ASSIGNMENT

242-2 Oracle Student System User’s Guide

 User Responsibilities

User Responsibilities
Each institution determines how the Assessments subsystem is applied.
Nonspecialist functions include assignment tracking, entering special consideration
applications and outcomes, and entering and amending student unit attempt
outcomes. Outcomes are entered manually, uploaded electronically, and inserted
automatically by the system.
Note: The system can automatically insert a grade resulting from discontinuation of
a unit, an administrative grade if no other grade is entered, and a grade for
nonassessable units and nonassessed student units.
The remaining functionality, typically reserved for subsystem specialists or system
administrators, includes the following:
■ creating and maintaining reference data
■ creating unit assessment items
■ creating and maintaining grading schema
■ managing examination data and timetable processes

Assessments Overview 242-3

Prerequisites

Prerequisites
Before the Assessments subsystem can function, the following tasks must be
completed:
■ assessment items for each unit being assessed must be created and related
details entered
■ required grading schema must be created and attached to the relevant unit
offerings, unit sections, program offerings, and student unit attempts
■ students being assessed must be enrolled in units that can be accessed in the
system
For information on creating assessment items, creating and attaching grading
schema, and defining units that can be accessed in the system, see Chapter 243,
Assessments Functions and Maintenance.

Assessment Items
An assessment item is a set activity used to evaluate a student’s understanding of a
unit of study. For example, a student can be assessed in a unit by submitting a
number of assignments, sitting for a written examination, or participating in a
practical examination. Each of these requirements is an assessment item.
Each unit has a different set of assessment items associated with it.
Assessment types classify assessment items. A particular assessment item is
identified by a system-assigned identification number, along with an assessment
type and description. Table 242–2 shows sample assessment types.

Table 242–2 Sample Assessment Types

Identification Number Assessment Type Description
42 THRY-CTL - theory Creative Writing 1
examination centrally
administered
57 THRY-FAC - theory Psychology 1
examination administered
by faculty
72 THRY-CTL- theory Language 1
examination centrally
administered

242-4 Oracle Student System User’s Guide

 Assessment Items

Table 242–2 Sample Assessment Types

Identification Number Assessment Type Description
121 ORAL-CTL - oral Indonesian 1
examination centrally
administered
146 ORAL-FAC - oral Chinese 1
examination administered
by faculty
220 PRAC-FAC - practical Preliminary Physics
examination administered
by faculty
223 ASSIGNMENT - Myth in the Modern Era
assignment

Assessment items are entered and maintained using the Assessment Items window.
Only assessment items used by specific system functionality need to be entered. For
example, examinations to be scheduled and assignments to be tracked must be
entered. Examinations given outside of scheduled examination periods or
assignments that are not tracked do not need to be entered.
Note: Special consideration applications for a unit assessment item cannot be
processed, nor can the system be used to advise students of all their assessment
requirements, unless the assessment item is entered in the system and assigned to a
student unit attempt. The complete set of assessment items and patterns should be
entered for each unit.
Assessment items can be examinable or nonexaminable. Essays, assignments,
theatrical and musical performances, and practical examinations are
nonexaminable.
The exam timetable functionality can be used only with examinable assessment
items. The Examinable indicator is set or unset for each assessment type and the
setting is transferred to new assessment items of the same assessment type.
Examinable assessment items can be scheduled or not scheduled. The Scheduled
indicator is set or unset for each examinable assessment item. Scheduled items are
processed by a timetabling application. Nonscheduled items occur outside the
defined examination period and are not processed by a timetabling application.
Table 242–3 lists additional details that can be entered about each examinable
assessment item using navigation buttons in the Assessment Items window. The

Assessments Overview 242-5

Assessment Items

only additional information that can be entered about nonexaminable assessment

items is Assessors.

Table 242–3 Examinable Assessment Item Details

Examinable Assessment
Item Detail Description
Supervisor Instructions text field for entering instructions to examination
supervisors of the assessment item
Comments text field for entering comments about an
assessment item
Assessment Program Types assessment item is restricted to student units
related to program types entered here, such as
POSTGRAD and UGRAD.
Note: This assessment item detail is applicable
only if a student studies a unit in a program
attached to one of these program types.
Assessors details about assessors for an assessment item
Note: One assessor is named the primary
assessor. Assessors are assigned an assessor type,
which allows a person to be entered more than
once while performing different assessor type
roles. The role of an assessor can be refined, or
restricted, to the unit offering option level.
Announcements text field for entering announcements to be made
before, during, or after an examination
Allowable Materials text field, list, or both for entering the materials
permitted in an examination
Nonallowable Materials text field, list, or both for entering the materials
not permitted in an examination
Supplied Materials text field, list, or both for entering the materials
supplied by the institution for an examination

When a student enrolls in a particular unit of study and the Automatically Maintain
Student Unit Attempt Assessment Items job is run, the student inherits the default
assessment items associated with the unit. When a default assessment item is
attached to a unit after students have enrolled in it, the Apply Unit Assessment Item
Modification to Students job assigns the assessment item to student units.
For information on entering and maintaining the relationship between a unit and its
assessment items, see Chapter 243, Assessments Functions and Maintenance.

242-6 Oracle Student System User’s Guide

 Assessing Students

Assessment Patterns
An assessment pattern is a group of assessment items. Assessment patterns are
typically used when students are matched to a particular assessment method, for
example, one consisting of an examination and three assignments, or another
consisting of an examination and a project. Assessment patterns can also be used to
enter the proportion of the total assessment applicable to each assessment item.
Table 242–4 shows sample assessment patterns.

Table 242–4 Sample Assessment Patterns

Assessment Pattern
Code Identification Number Assessment Type
AAC131PAT1 10474 EXAM
10589 ASSIGNMENT
10592 EXAM
AAC131PAT2 10474 EXAM
10589 ASSIGNMENT
10600 PROJECT

The Unit Assessment Patterns window records and maintains assessment patterns.
Unlike assessment items, creating assessment patterns automatically attaches them
to unit offering patterns.
When a student enrolls in a particular unit of study and the Automatically Maintain
Student Unit Attempt Assessment Items job is run, the default assessment pattern
and its assessment items associated with the unit are assigned to the student. When
a default assessment pattern is attached to a unit after students have enrolled in it,
the Apply Unit Assessment Item Modification to Students job assigns the
assessment pattern and its assessment items to the student unit attempts.
For information on recording and maintaining the relationship between an
assessment pattern and an assessment item, see Chapter 243, Assessments
Functions and Maintenance.

Assessing Students
Student assessment depends on whether or not assessment items exist for a unit
when a student enrolls in it, the types of assessment items assigned to a unit,

Assessments Overview 242-7

Assessing Students

because assignments and exams involve different processes, and the methods used
for some of the steps in the process, such as electronic uploading or manually
entering marks.
The student assessment process, related to student unit attempts, includes the
following steps:
1. A student enrolls in a unit section. The system automatically assigns assessment
items associated with the unit offering, or modified for the specific unit section,
to the student. Assessment items can be restricted to specific locations, modes,
or classes. The assessment items assigned to a student are used to assess the
student's progress in the unit.
2. Student assessment items of system type ASSIGNMENT can have tracking
items created for them. The Initiate Tracking Items for Assignment job is run to
generate tracking items for those assignments specified in the job parameter
window. The Reproduce Assignment Cover Sheets job generates cover sheets
for assignments by producing an extract file and using an external cover sheet
production program.
Assignments are tracked through their various stages, such as Received from
Student, Sent to Assessor, Received from Assessor, and Returned to Student.
Outcomes for the assignment can be entered in the system.
3. Assessment items are examinable if the Examinable indicator is set for their
assessment type in the Assessment Types window. Examinable assessment
items can have the Scheduled indicator set in the Assessment Items window.
Examinable and scheduled assessment items, in addition to examination
location and venue, exam calendars and sessions, and exam session availability
details, are passed to examination scheduling software, such as Syllabus Plus,
using an interface, such as the Electronic Timetabling Interface (ETI). The
scheduling software schedules examinations and sends schedule data back to
the system through the interface.
Examination timetables are produced. Exam supervision is organized and can
be entered in the system using the Supervisors to Venue window. Exam
materials are supplied to students based on details entered in the Assessment
Items window.
Attendance for examinations is entered on lists produced by the Attendance
Rolls job.

242-8 Oracle Student System User’s Guide

 Assessing Students

4. Result sheets for entering recommended student unit attempt marks and grades
are generated by the Result Sheets report and distributed to the responsible
person, such as an instructor or department chair.
5. Recommended results are entered with one of the following methods:
■ in a spreadsheet or database file uploaded to the system using the Outcome
Upload File window
■ on result sheets to be manually entered in the system through the
Mark/Grade Entry window. Marks or grades for students not listed on
result sheets can be entered at the bottom of the result sheets and manually
entered in the system using the Non-Enrolled Student Outcomes window.
For students enrolled after a result sheet is produced, marks or grades are
added in the result entry form.
6. Entered marks or grades are amended using the Student Unit Attempt
Outcomes window, typically used after results have been finalized. Entered
marks or grades are overwritten in the Mark/Grade Entry window if permitted
by system configuration. Marks or grades are entered as recommended marks
or grades if the Finalized indicator is unset in the Student Unit Attempt
Outcomes window.
Invalid mark or grade combinations are allowed during electronic upload or
manual entry of results as determined by system configuration in the
Mark/Grade Entry Configuration window, and are reported when the Invalid
Grade report is run.
7. Marks or grades are finalized after they are approved by running the Finalize
Student Unit Attempt Outcomes concurrent process. Typically, this concurrent
process is run by an administrative official.
8. The Unit Review report lists recommended student unit attempt outcomes for
review by a Board of Examiners or similar authority, and changes to
recommended outcomes. Changed outcomes are manually entered in the
system using the Student Unit Attempt Outcomes window.
9. The Grading Schemas window controls the publishing of results. The Unit
Attempt Outcome Noticeboard report produces results for publication.
10. Results that are incomplete or subject to appeal are amended after publication.

11. Applications for special consideration can be received at any time during this
process.

Assessments Overview 242-9

Grading Schema

For information on automatically assigning assessment items, see Attaching

Assessment Items to Student Unit Attempts, Chapter 243, Assessments Functions
and Maintenance.
For information on tracking assignments, see Chapter 384, Tracking Overview.
For information on entering outcomes, see Assessment Outcomes in this chapter.
For information on the electronic upload process and handling nonenrolled
students with a mark or grade entered by electronic upload or manual entry of
results, see Entering Results in this chapter.
For information on applications for special consideration, see Special Consideration
for Students in this chapter.

Grading Schema
Oracle Student System records grading schema and the grades associated with each
schema. Table 242–5 shows sample grading schema.

Table 242–5 Sample Grading Schema

Grading
Schema Grade
Full Name High Dis- Credit Pass Fail Low Fail Result Not
Dis- tinction Available
tinction
Translated P P P P F F not
Grade applicable
Default 85-100 75-84 65-74 50-64 20-49 0-19 not
Mark Range applicable
Result Pass Pass Pass Pass Fail Fail not
applicable
Notional 5 10 15 70 not not not
Maximum applicable applicable applicable
Percentage
Notional 1 2 5 5 not not not
Minimum applicable applicable applicable
Percentage
Show on Yes Yes Yes Yes Yes Yes No
Official
Notification

242-10 Oracle Student System User’s Guide

 Grading Schema

Table 242–5 Sample Grading Schema

Show on Yes Yes Yes Yes Yes Yes Yes
Noticeboard
Show in Yes Yes Yes Yes Yes Yes No
Newspaper
Show Yes Yes Yes Yes Yes Yes Yes
Internally
System Only No No No No No No Yes
Default No No No No No No Yes
Where
Outstanding

A grading schema is attached to a unit section and defines the set of grades that
apply to students studying that unit section, or to a program offering pattern for
students enrolled in the program. Typically, if no applicable student unit attempt
grading schema exists, a program offering pattern grading schema overrides a unit
section grading schema, unless the unit grading schema Precedence indicator is set
for the unit section in the Unit Sections window.
Different grading schema can apply to different types of students. For example,
students from a particular commercial client can use a different grading schema
from typical undergraduate students. The commercial client's students can be
enrolled in their own set of unit sections with their own grading schema attached,
or the grading schema for their program can take effect when separate unit sections
are created for the students.
When a program offering pattern grading schema is applied to students in a unit
section, that is, when the unit section grading schema Precedence indicator is not
set, results are entered according to the unit grading schema. Grades are then
translated into the program grading schema grades using the Translate Student
Unit Attempt Outcomes job.
For information on maintaining grading schema, see Maintaining Grading Schema
Chapter 243, Assessments Functions and Maintenance.

Assessments Overview 242-11

Special Consideration for Students

Special Consideration for Students

If circumstances beyond a student’s control affects the student’s ability to complete
an assessment item, or the result, the student can apply for special assessment
consideration. Oracle Student System records details of special consideration
applications for unit assessment items and the outcomes of those applications.
The Special Consideration Application Details window records applications for
special consideration and their outcomes.

Assessment Outcomes
When a unit is assessed, an outcome is entered for the student unit attempt.
Outcomes can be entered manually, uploaded electronically, or automatically
inserted by the system as a result of the discontinuation of a unit, a blank result, or
nonassessable units or unit attempts, as indicated in the Student Enrollments
window.
Outcomes can be expressed in terms of a mark, such as 82%, or a grade, such as
Distinction, or both, as determined by the settings for the Mark/Grade Entry
Configuration window. The grade must exist in the grading schema used to record
the student unit outcome. The system can also be configured to derive a grade from
a mark.

Electronic Upload of Results

The electronic upload of results process allows staff to input the outcomes of
student unit attempts directly into the system using a spreadsheet or database
application.
The electronic upload of results process includes the following parts:
■ Entering Assessment Outcomes Throughout a Teaching Period
■ Entering Final Results at the End of a Teaching Period
■ Uploading Results
For information on the electronic upload of results process, see Electronic Upload of
ResultsChapter 243, Assessments Functions and Maintenance.

242-12 Oracle Student System User’s Guide

 Electronic Upload of Results

Entering Assessment Outcomes Throughout a Teaching Period

The procedure for entering assessment outcomes throughout a teaching period
includes the following steps:
1. Download a master list of students for a unit using the Class List Query
window to the spreadsheet or database application.
2. Open the new file in the application.
3. Delete columns from the spreadsheet that are not required by the upload file
format, such as exam location.
Add required and optional columns, such as a column to enter the results of
assignments, tests, exams, and practical examinations.
Note: The electronic upload of results process requires the upload file to have
the following format:
student ID, surname, given names, mark, grade, unit code, location,
attendance mode, unit class

All other information, including headings and extra columns, should be

deleted.
A sample upload file is as follows:
96882635,BLACK,JOANNE ELIZABETH,95,HD,MLC101,G,ON,D
96534266,DAVIES,ALEXANDER,63,C,MLC101,B,ON,D 97118902,EVANS,JANET
BRIDGET,78,D,MLC101,B,OFF,X 97192345,FRANCIS,CHRISTINE
MARY,,WN,MLC101,G,ON,D 97204578,GRANT,SEBASTIAN,55,P,MLC101,W,ON,D

4. Throughout the teaching period, enter results for each assessment item and
derive the final result at the end of the period. The spreadsheet can also be used
to enter notes or other information about the student.
Note: Formulas can be used in the spreadsheet to derive final results.
5. Download the student list at various times during the teaching period, for
example, just after a census date, to check for discontinued and added students,
and manually amend the spreadsheet.
For later resolution, add students to the spreadsheet who are assessed but not
recorded in the downloaded files.

Assessments Overview 242-13

Electronic Upload of Results

6. After final results are entered, delete all column headings and check that the file
contains the required columns in the correct order. Save a copy of the file as a
comma delimited text file.
7. Perform the steps described in Uploading Results in this chapter.
For information on the Class List Query window, see Chapter 173, Class List Query
Procedure.

Entering Final Results at the End of a Teaching Period

The procedure for entering final results at the end of a teaching period includes the
following steps:
1. Download a master list of students for a unit using the Class List Query
window to the spreadsheet or database application.
2. Open the new file in the application.
3. Delete columns from the spreadsheet that are not required by the upload file
format, such as exam location.
Add required and optional columns, such as a column to enter the results of
assignments, tests, exams, and practical examinations.
4. At the end of the teaching period, enter final results for the student unit
attempts.
5. Save a copy of the file as a comma delimited text file.
6. Perform the steps described in Uploading Results in this chapter.
For information on the Class List Query window, see Chapter 173, Class List Query
Procedure.
For information on the upload file format, see Entering Assessment Outcomes
Throughout a Teaching Period in this chapter.

Uploading Results
The procedure for uploading results includes the following steps:
1. Enter details of the file to be uploaded in the Outcome Upload File window and
click Validate File to run the file validation process. This process is controlled
by settings maintained by the system administrator.

242-14 Oracle Student System User’s Guide

 Electronic Upload of Results

2. Validated records are uploaded into a batch file within the system. This process
produces an Upload Student Unit Attempt Outcomes Exception report, which
lists warnings and details of records that do not upload to the system.
3. Review and resolve exceptions in the Upload Student Unit Attempt Outcomes
Exception report. The validation process can be run several times for the same
file as exceptions are resolved.
For information on setting up the file validation process, see Chapter 265,
Mark/Grade Entry Configuration Procedure.

Assessments Overview 242-15

Electronic Upload of Results

242-16 Oracle Student System User’s Guide

 243
Assessments Functions and Maintenance

This chapter provides system administrators and subsystem specialists with

information required to set up and maintain the reference data used by the
Assessments subsystem, and to perform the advanced functions available in the
subsystem.
The following sections are in this chapter:
■ Setting Up Reference Data
■ Assessment Calendar Procedures
■ Assessment Items Procedures
■ Assessment Patterns Procedures
■ Grading Schema Procedures
■ Entering Results
■ Publishing Outcomes
For an introduction to the Assessments subsystem, see Chapter 242, Assessments
Overview.

Assessments Functions and Maintenance 243-1

Setting Up Reference Data

Setting Up Reference Data

For the Assessments subsystem to function, the reference data listed in Table 243–1
must be created and maintained.

Table 243–1 Assessments Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
assessment used in the definition required Assessment none
types of assessment items Types
in the Assessment
Items window
examination used in the definition required Examination none
material types of examination Material Types
materials in the
Assessment Item
Examination
Materials window
assessor types used to define an required Assessor Types none
assessor assigned to
an assessment item in
the Assessment Items
examination venues and required for Locations none
locations supervisors are examination
attached to locations management
venues supervisors are required for Venues examination
assigned to venues examination locations
and examinations are management entered in the
scheduled at venues Locations
window
assessment prevents changes to required Assessments date alias
item variation unit assessment items Note: A Calendar entered in this
cutoff date after a specified date nominal date Configuration window must
alias can be used if be created in
the function is the Date
not required. Aliases
window

243-2 Oracle Student System User’s Guide

 Assessment Calendar Procedures

Table 243–1 Assessments Reference Data

special used to categorize required for Special none
consideration special consideration special Consideration
category applications in the consideration Categories
Special Consideration functions
Application Details
window
special used to enter final required for Special none
consideration outcomes in the special Consideration
outcome Special Consideration consideration Outcomes
Application Details functions
window
supervisor used to categorize required Examination none
types supervisors in the Supervisor
Examination Types
Supervisor Details
window
result entry controls the entry of required for Mark/Grade none
configuration student unit attempt electronic Entry
outcomes during upload of Configuration
both manual and results
electronic uploading
of results
tracking types used to define required for Tracking Types none
tracking items. A assignment
tracking type can be tracking items
mapped to the in the Initiate
system-defined a Tracking
tracking type Item for
ASSIGNMENT. Assignments
job

Assessment Calendar Procedures

This section describes the following assessment calendar procedures:
■ Setting up Examination Calendars
■ Setting up Assessment Calendars

Setting up Examination Calendars

The procedure for setting up examination calendars includes the following steps:

Assessments Functions and Maintenance 243-3

Assessment Calendar Procedures

1. Using the Calendar Types window, create a calendar type, such as EXAMS,
with a calendar category of EXAM, which is the type of calendar representing
examination periods.
2. In the same window, create instances of the new calendar type to define each
required examination period. For example, a first semester examination period
can be represented by the calendar instance EXAMS - 15-DEC-1999 -
21-DEC-1999.
3. Click the Calendar Relationships button to open the Calendar Instance
Relationships window. Create relationships between each examination period
and the related teaching periods.
Note: Teaching periods are subordinate to examination periods. This
relationship is created between an examination period and those teaching
periods with units examined in the examination period.
4. Using the Date Aliases window, create date aliases representing days when
examinations are held. A separate date alias should be created for each day in
an examination period, such as EXAM-DAY1 and EXAM-DAY2.
5. Click the Date Alias Instance button in the Date Aliases window to access the
Date Alias Instances window. Create instances of the date aliases. Each instance
defines a particular date within an examination period when examinations can
occur, such as EXAM-DAY1 - 15-DEC-1999 and EXAM-DAY2 - 16-DEC-1998.
6. Define the examination sessions available on each day of an examination
period.
After the complete set of examination calendars for a particular academic year are
created, the calendar rollover process can create calendars for subsequent years.
For information on the calendar rollover process, see Chapter 435, Rollover
Calendar Instance Procedure.
For information on defining examination sessions, see Managing Examinations in
this chapter.

Setting up Assessment Calendars

Assessment calendars are set up for assessment processes other than examinations.
Like examination calendars, assessment calendars are groupings of teaching
periods. They are not referenced in windows but are used mainly as job and report
parameters. An assessment calendar defines the set of teaching periods whose
associated units are concurrently assessed during an assessment period.

243-4 Oracle Student System User’s Guide

 Assessment Items Procedures

For example, an assessment period ASS-SEM1 can be associated with the teaching
periods SEM-1, S1-E1, and S2-E1. Units associated with these teaching periods are
assessed concurrently during this assessment period. When running the Result
Sheets, Invalid Grades, and Non-Enrolled Outcomes reports, ASS-SEM1/1998 can
be specified as a parameter rather than running the report for each individual
teaching period.
The procedure for setting up assessment calendars includes the following steps:
1. Using the Calendar Types window, create calendar types such as ASS-SEM1
and ASS-SEM2, each with a calendar category of ASSESSMENT, to represent
each assessment period in an academic year.
2. In the same window, create instances of the new calendar type to define each
required assessment period. For example, a first semester assessment period
can be represented by the calendar instance ASS-SEM1 - 01-MAR-1999 -
30-JUN-1999.
3. Click the Calendar Relationships button to access the Calendar Instance
Relationships window. Create relationships between each assessment period
and the related teaching periods.
Note: Teaching periods are subordinate to assessment periods. This relationship
is created between an assessment period and those teaching periods with units
that are assessed in the assessment period.
4. Create relationships between assessment periods and superior academic
periods.
5. Using the Date Aliases window, create a date alias representing a date after
which changes should not be made to unit assessment items.
6. Enter the date alias as the assessment item variation cutoff date alias in the
Assessments Calendar Configuration window.

Assessment Items Procedures

This section describes the following assessment item procedures:
■ Creating and Maintaining Assessment Items
■ Attaching Assessment Items to Student Unit Attempts
■ Managing Nonexaminable Assessment Items
■ Managing Examinations

Assessments Functions and Maintenance 243-5

Assessment Items Procedures

Creating and Maintaining Assessment Items

The Assessment Items window creates and maintains assessment items and can be
accessed from the Unit Assessment Items window by clicking the Assessment Item
icon.
Buttons in the Assessment Items window allow the following information:
■ instructions to examination supervisors
■ announcements to be made to examination candidates at the examination
venue
■ assessment item constraints
■ comments regarding the assessment item
■ program types to which the assessment item can be restricted, entered as text or
a list
■ assessor details
■ allowable, non-allowable, and supplied examination materials
The procedure for creating and maintaining assessment items includes the
following parts:
■ Locating Unit Offering Pattern and Creating Related Unit Assessment Items
■ Locating Unit Offering Pattern and Modifying Related Unit Assessment Items
■ Associating Assessment Items with One or More Unit Offering Patterns
■ Associating Assessment Patterns with One or More Assessment Items within a
Unit Offering Pattern

Locating Unit Offering Pattern and Creating Related Unit Assessment Items
To locate a unit offering pattern and create related unit assessment items, perform
the following steps:
1. Open the Unit Assessment Items window using one of the following navigation
paths:
■ Open in context from the Unit Offerings window, entered through the Basic
Unit Details window.
Note: Other unit offering patterns cannot be queried in the Unit Assessment
Items window when accessed in this way. To select another unit offering

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 Assessment Items Procedures

pattern, close the Unit Assessment Items window and return to the Unit
Offerings window.
■ Open directly from a menu and query to locate the required unit offering
pattern.
2. Click the Assessment Item icon to open the Assessment Items window.
3. Enter basic details about the assessment item in the Assessment Items window,
and other details in windows accessed by navigation buttons in this window.
Exiting the Assessment Items window reopens the Unit Assessment Items
window, displaying details of the new assessment item.
4. Enter additional details for the unit assessment item as required, including
details restricting its application, in the Unit Assessment Items window.

Locating Unit Offering Pattern and Modifying Related Unit Assessment Items
To locate a unit offering pattern and modify related unit assessment items, perform
the following steps:
1. Open the Unit Assessment Items window using one of the following navigation
paths:
■ Open in context from the Unit Offerings window, entered through the Basic
Unit Details window.
Note: Other unit offering patterns cannot be queried in the Unit Assessment
Items window when accessed in this way. To select another unit offering
pattern, close the Unit Assessment Items window and return to the Unit
Offerings window.
■ Open directly from a menu and query to locate the required unit offering
pattern.
2. Select an existing unit assessment item and modify it as required in the Unit
Assessment Items window.
3. Click the Assessment Item icon to open the Assessment Items window. The
existing assessment item is displayed. Modify basic details as required in the
Assessment Items window, and other details in windows accessed by
navigation buttons in this window.

Assessments Functions and Maintenance 243-7

Assessment Items Procedures

Associating Assessment Items with One or More Unit Offering Patterns

To associate an assessment item with one or more unit offering patterns, perform
the following steps:
1. Open the Unit Assessment Items window.
2. Query to locate the unit offering pattern to which the assessment item is to be
associated.
3. Click the Assessment Item icon to open the Assessment Items window.
4. Execute a query to locate the existing assessment item.
5. Exit the Assessment Items window and return to the Unit Assessment Items
window.

Associating Assessment Patterns with One or More Assessment Items within a

Unit Offering Pattern
To associate an assessment pattern with one or more assessment items within a unit
offering pattern, perform the following steps:
1. Open the Unit Assessment Patterns window from the Unit Assessment Items
window or from the menu.
2. Create an assessment pattern.
3. Click the Assessment Item icon to open the Assessment Items window and
create a new assessment item for the unit assessment pattern or query existing
assessment items.
4. Exit the Assessment Items window and return to the Unit Assessment Patterns
window.
Note: The Find Assessment icon in the Unit Assessment Items window and the Unit
Assessment Patterns window opens the Unit Assessment Items Query window,
where performing a query locates a particular assessment item attached to another
unit. By default, all assessment items already linked to the context unit are
displayed. This assessment item is attached to the current unit by exiting the Unit
Assessment Items Query window and returning to the Unit Assessment Items
window, or to the unit assessment pattern by returning to the Unit Assessment
Patterns window.
For information on creating assessment patterns, see Assessment Patterns
Procedures in this chapter.

243-8 Oracle Student System User’s Guide

 Managing Nonexaminable Assessment Items

Attaching Assessment Items to Student Unit Attempts

When a student enrolls, the Automatically Maintain Student Unit Attempt
Assessment Item job is run to attach the default assessment items associated with
the unit section to the student unit attempt. To add or delete assessment items after
students are enrolled in unit offerings, the Apply Unit Assessment Item
Modification to Students job is run.
Note: An INVALID lamp appears for a student unit attempt assessment item in the
following situations:
■ student unit attempt assessment item is queried in the Student Unit Assessment
Items window
■ change is made to the assessment item to make it no longer valid for a student
■ Apply Unit Assessment Item Modification to Students job has not yet run to
delete an assessment item associated with a student
The Apply Unit Assessment Item Modification to Students job also updates student
assessment items when assessment items have been added to or deleted from a
unit. The Automatically Maintain Student Unit Attempt Assessment Items job and
the Apply Unit Assessment Item Modification to Students job are typically run
together in a single job request to ensure that all student records are updated.
Nondefault unit assessment items can be manually associated with individual
students in the Student Unit Assessment Items window.

Managing Nonexaminable Assessment Items

Managing nonexaminable assessment items is an optional procedure. The
procedure to manage nonexaminable assessment items that are centrally managed
and tracked includes the following steps:
1. Run the Initiate Tracking Items for Assignments job to create a tracking item for
each student assignment.
2. In the same job request, run the Create Assignment Cover Sheets job to create
an extract file from which an assignment cover sheet is produced for each
student assignment. Individual or groups of cover sheets can be reproduced as
required by running the Reproduce Assignment Cover Sheet job.
Note: The extract file must be processed by an external program. An institution
must design its own assignment cover sheet creation process using the extract
file.

Assessments Functions and Maintenance 243-9

Managing Examinations

The following reports also manage assignments:

■ Assignment Tracking Ledger
■ Assignment Reminder Letters
■ Assessor Day Reports

Managing Examinations
Examination timetables are based on data passed to a scheduling application, such
as Syllabus Plus, through an interface, such as the Examination Timetabling
Interface (ETI). Timetabling is performed in the scheduling application and details
are passed through the interface back to the system. Supervisors are then allocated
to venues, individual examinations, or both.
Note: This procedure requires examinable unit assessment items to exist for all units
being examined during the examination period.
The procedure for managing examinations includes the following steps:
1. Establish examination calendars.
2. Define examination sessions for the date alias instances within the examination
period using the Examination Sessions window.
3. Create one or more location types using the Location Type window. Each type is
assigned a system location type of EXAM_CTR, used in the definition of
locations.
4. Create or maintain examination locations using the Locations window. Assign
examination locations one of the location types mapped to the system location
type EXAM_CTR. Navigation buttons provide access to the following windows:
■ Location Addresses window for entering location addresses
■ Location Relationships window, where examination locations internal to the
institution are attached to their superior locations, enabling the system to
determine which are internal and external locations for default off-campus
supervisors in the Supervisors to Venue window. This window is also used
to specify the default examination center for a superior location.
■ Venues window, where venues associated with a particular examination
location are entered and maintained. Each examination location must have
at least one venue for examination timetabling. Venue addresses are entered
in the Venue Addresses window, accessed by a navigation button in the
Venues window.

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 Managing Examinations

5. Enter the availability of venues for sessions within an examination period with
the Venue Session Availability window, and the Default Exam Session Venue
Availability job. The Default Exam Session Venue Availability job makes all
open venues the default venues for all sessions. The Default Exam Session
Venue Availability job is also used to manually enter session availability for
individual venues.
6. A timetabling interface, such as Examination Timetable Interface (ETI),
transmits examination and student details to a scheduling application, such as
Syllabus Plus, to generate an examination timetable.
Details transmitted to the timetabling interface include the following:
■ organizational units
■ examination location
■ venue
■ unit examination
■ student
■ student examination
■ examination period
■ examination period session
■ session venue details, such as venue availability
Once a timetable is generated in the scheduling application, session,
examination instance, and student examination instance details are passed back
to the system.
The process can be repeated until the final date for generating the timetable,
when current data is compared with data in the scheduling application, and
changes are passed to the scheduling application, where unit discontinuations,
unit additions, and unit examination changes occur. When transmitting data
back to the system after the initial transfer, the timetabling interface lists all
changes and the user selects which ones to apply in the system.
7. Run the following examination based reports:
■ Seating Allocation
■ Examination Packaging Labels

Assessments Functions and Maintenance 243-11

Managing Examinations

8. Once final examination instance and student examination instance details exist
in the system, assign supervisors to either examination session venues or
specific examination instances.
9. Enter details of examination supervisors using the Examination Supervisor
Details window, including the examination locations to which the supervisor
can be assigned and the supervisor's default supervisor type.
10. Using the Supervisors to Venue window, assign examination supervisors to
examination venues within sessions and particular examination instances.
11. Use the Student Examination Details window to override seating allocations
and enter examination time slots and durations, allowing appointments
throughout an examination.
For information on establishing examination calendars, see Setting up Assessment
Calendars in this chapter.

243-12 Oracle Student System User’s Guide

 Assessment Patterns Procedures

Assessment Patterns Procedures

This section describes the following assessment pattern procedures:
■ Setting Up and Maintaining Unit Assessment Patterns
■ Attaching Assessment Items to Assessment Patterns
■ Attaching Assessment Patterns to Student Unit Attempts

Setting Up and Maintaining Unit Assessment Patterns

The procedure for setting up and maintaining unit assessment patterns includes the
following steps:
1. Locate a unit offering pattern using one of the following methods:
■ Open the Unit Assessment Patterns window from the Unit Assessment
Items window.
Note: Other unit offering patterns cannot be queried in the Unit Assessment
Patterns window when it is opened in this way.
■ Open the Unit Assessment Patterns window directly from a menu and
perform a query to locate the required unit offering pattern.
2. Create a new assessment pattern.
Note: An assessment pattern must contain assessment items.

Attaching Assessment Items to Assessment Patterns

The procedure for attaching assessment items to an assessment pattern includes the
following steps:
1. Navigate to the Assessment Pattern Assessment Item region after creating a
new assessment pattern, or retrieve an assessment pattern.
2. Perform one of the following actions:
■ Enter a known assessment item identification number.
■ Click the Assessment Item button to open the Assessment Items window.
Create a new item by entering details in windows accessed by navigation
buttons in the Assessment Items window. Exit the Assessment Items
window to return to the Unit Assessment Patterns window and view
details of the new assessment item.

Assessments Functions and Maintenance 243-13

Grading Schema Procedures

■ Click the Find Assessment Item button to open the Unit Assessment Items
Query window. Perform a query to locate a particular assessment item
attached to another unit. Entering this window displays all assessment
items currently linked to all offerings of the context unit. Select an
assessment item, exit the Unit Assessment Items Query window, and return
to the Unit Assessment Patterns window to attach the assessment item to
the current assessment pattern.

Attaching Assessment Patterns to Student Unit Attempts

The Automatically Maintain Student Unit Attempt Assessment Items job and the
Apply Unit Assessment Item Modification To Students job allocate default
assessment patterns and default assessment items to student unit attempts.
Student unit assessment patterns are viewed in the Student Unit Assessment
Patterns window. This window is also used to manually allocate nondefault
assessment patterns to individual student unit attempts.

Grading Schema Procedures

This section describes the following grading schema procedures:
■ Maintaining Grading Schema
■ Entering Student Unit Attempt Outcomes
■ Translating Grading Schema

Maintaining Grading Schema

The grading schema used by an institution must be entered and maintained using
the Grading Schemas window for the Assessments subsystem to function.
Grading schema are attached to unit sections in the Unit Sections window or to
program offering patterns in the Program Offering Patterns window.
For information on the data that makes up a grading schema, see Chapter 266,
Grading Schemas Procedure.
For information on configuring grading schema, see Chapter 265, Mark/Grade
Entry Configuration Procedure.

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 Grading Schema Procedures

Entering Student Unit Attempt Outcomes

The procedure for entering student unit attempt outcomes includes the following
steps:
1. When entering a student unit attempt outcome, the system checks which
grading schema applies to the unit section.
2. If a mark is entered and the applicable grading schema has mark ranges entered
for grades, the system derives the appropriate grade from the grading schema.
This functionality is configured in the Mark/Grade Entry Configuration
window.
If a mark is entered and no mark ranges are recorded for grades in the
applicable grading schema, the system enforces the entry of a grade.
If a grade is entered, it is validated against the available grades for that grading
schema.

Translating Grading Schema

Students enrolled in a unit section can have a grading schema mapped to their
program offering pattern. In this case, if the program grading schema has
precedence, a student's grade from the unit grading schema is translated to the
grade for the program grading schema.
Note: Student unit attempt outcomes cannot be translated in the following
situations:
■ no program grading schema is specified for the program offering pattern
■ Unit Grading Schema Precedence indicator is selected in the Program Offering
Patterns window
■ no relationship is created between the unit grading schema grades and the
program grading schema grades
The procedure for translating grading schema includes the following steps:
1. Create a relationship between the grading schema by mapping the unit grades
to the program grades in the Grading Schema Grade Translations window.
2. Run the Translate Student Unit Attempt Outcomes job to translate grades for
student unit outcomes when the student is enrolled in a program with an
assigned grading schema.

Assessments Functions and Maintenance 243-15

Entering Results

Entering Results
Procedures related to entering student unit attempt results are configured in the
Mark/Grade Entry Configuration window.
For example, a manual entry of results procedure can be configured to allow invalid
mark and grade combinations to be corrected at a later date, or to force the entry of
marks. The electronic upload of results procedure can be configured to perform
different actions depending on the errors or warnings issued.
This section describes the following procedures related to entering student unit
attempt results:
■ Manual Entering of Results
■ Electronic Upload of Results
For information on configuring procedures related to entering student unit attempt
results, see Chapter 265, Mark/Grade Entry Configuration Procedure.

Manual Entering of Results

Result sheets are listings of students enrolled in a particular unit offering location
and mode combination where marks or grades are entered. The procedure for
manually entering results includes the following steps:
1. Run the Result Sheets report to produce the required result sheets as defined by
the report parameters.
Note: This report can be run at any time, however, a report run close to the end
of the teaching period gives a more accurate listing of students.
2. Send each result sheet to the lecturer, unit chair, or other faculty member
responsible for the unit covered by the result sheet, to enter marks or grades for
each student listed and add the details for any unlisted students whose results
need to be entered.
3. Enter the marks or grades for each student using the Mark/Grade Entry
window.
If a student was enrolled in the unit offering after the result sheet was
produced, select the student from the list of values that appear when clicking
the Add Student button in the Mark/Grade Entry window and enter marks or
grades for the student.

243-16 Oracle Student System User’s Guide

 Entering Results

If a student is not enrolled and is not displayed in the Add Student list of
values, use the Non-Enrolled Student Outcomes window to enter student
details to be resolved later.
Note: Administrative grades are automatically inserted by the system in the
following situations:
■ no grade is entered for a student unit attempt
■ unit is nonassessable
■ student unit attempt is nonassessed
4. If configuration permits, amend results in the Mark/Grade Entry window or in
the Student Unit Attempt Outcomes window.

Electronic Upload of Results

The procedure for entering marks or grades in electronic format and uploading
them to the system includes the following steps:
1. Use the Download Class List job to download the comma separated variable
file, containing the list of students whose grades or marks are to be entered,
from a database or spreadsheet application.
2. Enter final marks or grades, depending on the configuration, for each student
listed in the spreadsheet or database file. Students not listed in the file, but who
have results to be recorded, can be entered with their results.
3. Enter details of the file to be uploaded in the Outcome Upload File window and
click the Validate File button to validate the file in accordance with the
configuration settings in the Mark/Grade Entry Configuration window.
Validated records are uploaded into a batch file in the system.
The Upload Student Unit Attempt Outcomes Exception report is produced,
listing warnings, errors, and fatal errors. If fatal errors are encountered, the file
is not uploaded. The same file can be validated several times as errors are
resolved.
4. Run the Upload Student Unit Attempt Outcomes job, which processes the batch
files and uses the electronic upload configuration settings from the Mark/Grade
Entry Configuration window to validate the data again and check for unit
discontinuations since the upload.
Records in the batch file are processed in one of the following ways:

Assessments Functions and Maintenance 243-17

Publishing Outcomes

■ Records successfully validated are entered as student unit attempt

outcomes and can be viewed in the Student Unit Attempt Outcomes
window.
■ Records not successfully validated are reported in the Electronic Outcome
Upload Exception report which describes the reason each record failed and
the action applied to it.
5. Perform one of the following actions for failed records:
■ Records designated HOLDING in the Mark/Grade Entry Configuration
window are loaded as nonenrolled student unit attempt outcomes, pending
resolution. They can be viewed in the Non-Enrolled Student Outcomes
window. The Non-Enrolled Student Unit Attempt Outcome report is used
to resolve these cases.
■ If a grade already exists for a record, the record is ignored by the electronic
upload process and reported in the Upload Student Unit Attempt
Outcomes Exception report, unless the grade is specified in the Grading
Schemas window to be replaced.
■ Records designated DON'T LOAD or ABORT are ignored by the upload
process and reported in the Upload Student Unit Attempt Outcomes
Exception report. In both cases, remaining records continue to be processed.

Publishing Outcomes
After an appropriate authorizing body, such as a Board of Examiners, ratifies
outcomes and the amendments are recorded, outcomes must be finalized using the
Finalize Student Unit Attempt Outcomes job before they can be published.
Once finalized, outcomes can be published in the following forms:
■ statements of results
■ academic transcripts
■ newspaper printing of results

243-18 Oracle Student System User’s Guide

 244
Assessment Types Procedure

This chapter describes how to enter assessment types. The following sections are in
this chapter:
■ Definition
■ Overview
■ Entering Assessment Types Procedure
■ Assessment Types Window

Assessment Types Procedure 244-1

Definition

Definition
The assessment types procedure enters institution-defined assessment types. An
assessment type is a means of classifying assessment items.

Overview
Assessment types are used in the definition of an assessment item in the
Assessment Items window. Assessment types might include the following:
ASSIGNMENT assignment
EXAMCTL centrally managed examination
ORALFACLTY noncentrally managed oral examination

244-2 Oracle Student System User’s Guide

 Entering Assessment Types Procedure

Entering Assessment Types Procedure

The following information applies to this procedure:
■ Once used to define an assessment item, assessment types cannot be deleted.
Select the Closed check box to prevent further use.
■ Once used to define an assessment item, assessment types cannot have their
EXAMINABLE checkbox changed.
To enter an assessment type, perform the following steps.
1. In Oracle Student System, navigate to the Assessment Types window as
follows:
Academic Progress - Assessment - Assessment Types
2. Enter data in appropriate fields.
3. Select the Examinable check box to indicate that the assessment type is
examinable.
Note: Different sets of data are collected for examinable and nonexaminable
types and different processes are applied to them. For example, examinable
items can be passed to the examination timetable scheduling process.
4. Optionally, select a system assessment type from the list of values to assign to
the assessment type.
Note: This is required in some cases to apply system functionality. For example,
assessment items are recognized for assignment tracking purposes only if they
are of an assessment type mapped to the system assessment type
ASSIGNMENT.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.
For information on assessments, see Chapter 242, Assessments Overview.

Assessment Types Procedure 244-3

Assessment Types Window

Assessment Types Window

Figure 244–1 Assessment Types Window

244-4 Oracle Student System User’s Guide

 245
Examination Supervisor Types Procedure

This chapter describes how to enter examination supervisor types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Examination Supervisor Types Procedure
■ Examination Supervisor Types Window

Examination Supervisor Types Procedure 245-1

Definition

Definition
The examination supervisor types procedure enters institution-defined examination
supervisor types.

Overview
Examination supervisor types are used to categorize supervisors in the Maintain
Examination Supervisors window. Supervisor types such as CHIEF and
ASSISTANT provide an indication of the level of responsibility that supervisors can
be expected to assume when supervising examinations. A supervisor type is
defined as In Charge by selecting the In Charge check box. Examination supervisors
assigned an In Charge supervisor type inherit this attribute. Examination
supervisor types are also used in the Allocate Supervisors to Venues window,
specifying override supervisor type when allocating supervisors to examination
instances and examination session venues.
For information on supervisors, see Managing Examinations, Chapter 243,
Assessments Functions and Maintenance.

245-2 Oracle Student System User’s Guide

 Entering Examination Supervisor Types Procedure

Entering Examination Supervisor Types Procedure

The following information applies to this procedure:
■ Once used in the system, examination supervisor types cannot be deleted.
■ Once used in the system, only minor description modifications should be
carried out.
To enter an examination supervisor type, perform the following steps.
1. In Oracle Student System, navigate to the Examination Supervisor Types
window as follows:
Academic Progress - Assessment - Examination Supervisor Types
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Examination Supervisor Types Procedure 245-3

Examination Supervisor Types Window

Examination Supervisor Types Window

Figure 245–1 Examination Supervisor Types Window

245-4 Oracle Student System User’s Guide

 246
Examination Material Types Procedure

This chapter describes how to enter examination material types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Examination Material Types Procedure
■ Examination Material Types Window

Examination Material Types Procedure 246-1

Definition

Definition
The examination material types procedure enters institution-defined examination
material types.

Overview
Examination material types are items that can be supplied to students sitting for
examinations, which they may or may not be allowed to take into examinations.
Supplied, allowed, and not allowed material types for each examination are entered
in the Assessment Item Examination Materials window.
Examples of examination material types are calculators, notes, dictionaries, text
books, and script books.

246-2 Oracle Student System User’s Guide

 Entering Examination Material Types Procedure

Entering Examination Material Types Procedure

The following information applies to this procedure:
■ Once used in the system, exam material types cannot be deleted. Select the
Closed check box to prevent further use.
■ Once used in the system, only minor description modifications should be
carried out.
To enter an examination material type, perform the following steps.
1. In Oracle Student System, navigate to the Examination Material Types window
as follows:
Academic Progress - Assessment - Examination Material Types
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Examination Material Types Procedure 246-3

Examination Material Types Window

Examination Material Types Window

Figure 246–1 Examination Material Types Window

246-4 Oracle Student System User’s Guide

 247
Assessor Types Procedure

This chapter describes how to enter assessor types. The following sections are in
this chapter:
■ Definition
■ Overview
■ Entering Assessor Types Procedure
■ Assessor Types Window

Assessor Types Procedure 247-1

Definition

Definition
The assessor types procedure enters institution-defined assessment assessor types.

Overview
Assessor types are used to classify assessors in Maintain Assessment Items. Possible
assessor types are MARKER and UNIT CHAIR. Default for the assessor type must
be indicated. When a new unit assessment item is created, the system automatically
creates an assessor. The default assessor type is assigned to the assessor. However,
this can be altered.

247-2 Oracle Student System User’s Guide

 Entering Assessor Types Procedure

Entering Assessor Types Procedure

The following information applies to this procedure:
■ Once used in the system, assessor types cannot be deleted. Select the Closed
check box to prevent further use.
■ One and only one assessor type must have its default indicator set.
■ The default applies to open records only.
■ To change the default assessor, it is necessary to deselect the current default
item.
To enter an assessor type, perform the following steps.
1. In Oracle Student System, navigate to the Assessor Types window as follows:
Academic Progress - Assessment - Assessment Assessor Types
2. Enter data in appropriate fields.
3. Select the Default check box to indicate a default assessor type.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Assessor Types Procedure 247-3

Assessor Types Window

Assessor Types Window

Figure 247–1 Assessor Types Window

247-4 Oracle Student System User’s Guide

 248
Special Consideration Categories
Procedure

This chapter describes how to enter special consideration categories. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Special Consideration Categories Procedure
■ Special Consideration Categories Window

Special Consideration Categories Procedure 248-1

Definition

Definition
The special consideration categories procedure enters institution-defined special
consideration categories.

Overview
Special consideration categories are used in the Special Consideration Application
Details window. They describe the grounds on which a student is applying for
special consideration and are reviewed by academic officials when considering the
application outcome.
Special consideration application details can be viewed in the Applications for
Special Consideration report.
For information on the Special Consideration Categories procedure, see Special
Consideration for Students, Chapter 242, Assessments Overview.

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 Entering Special Consideration Categories Procedure

Entering Special Consideration Categories Procedure

The following information applies to this procedure:
■ Once used in the system, special consideration categories cannot be deleted.
Select the Closed check box to prevent further use.
■ Once used in the system, only minor description modifications should be
carried out.
To enter a special consideration category, perform the following steps.
1. In Oracle Student System, navigate to the Special Consideration Categories
window as follows:
Academic Progress - Assessment - Special Consideration Category
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Special Consideration Categories Procedure 248-3

Special Consideration Categories Window

Special Consideration Categories Window

Figure 248–1 Special Consideration Categories Window

248-4 Oracle Student System User’s Guide

 249
Special Consideration Outcomes Procedure

This chapter describes how to enter special consideration outcomes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Special Consideration Outcomes Procedure
■ Special Consideration Outcomes Window

Special Consideration Outcomes Procedure 249-1

Definition

Definition
The special consideration outcomes procedure enters institution-defined special
consideration outcomes.

Overview
Special consideration outcomes are the results sought by the applicant and granted
by the institution. They are used in the Special Consideration Application Details
window. Application details are included in the Applications for Special
Consideration report.
Selecting the Sought Outcome check box flags the outcome as a special
consideration outcome and a sought outcome.
A sought outcome is the preferred outcome of the applicant and is recorded by the
responsible person processing the application prior to a decision being made on the
application.
Students are notified of the outcome of their special consideration application by
letter. These are produced by running the Notification of Special Consideration
Outcome report.
For information on the special consideration process. see Special Consideration for
Students, Chapter 242, Assessments Overview.

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 Entering Special Consideration Outcomes Procedure

Entering Special Consideration Outcomes Procedure

The following information applies to this procedure:
■ Once used in Oracle Student System, special considerations outcomes cannot be
deleted. Select the Closed check box to prevent further use.
■ Once used in Oracle Student System, only minor description modifications
should be carried out.
To enter a special consideration outcome, perform the following steps.
1. In Oracle Student System, navigate to the Special Consideration Outcomes
window as follows:
Academic Progress - Assessment - Special Consideration Outcomes
2. Enter data in appropriate fields.
3. Optionally. select the Sought Outcome check box to mark the special
consideration outcome as a preferred outcome.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Special Consideration Outcomes Procedure 249-3

Special Consideration Outcomes Window

Special Consideration Outcomes Window

Figure 249–1 Special Consideration Outcomes Window

249-4 Oracle Student System User’s Guide

 250
Assessments Calendar Configuration
Procedure

This chapter describes how to enter assessments calendar configuration. The

following sections are in this chapter:
■ Definition
■ Overview
■ Entering Assessments Calendar Configuration Procedure
■ Assessments Calendar Configuration Window

Assessments Calendar Configuration Procedure 250-1

Definition

Definition
The assessments calendar configuration procedure maps a system assessment date
alias to an institution-defined date alias.

Overview
This window is used to advise the system of the institution-defined date alias,
previously created in the Calendar subsystem, that represents the assessment item
variation cutoff date.
Within the Assessments subsystem, there is a critical date that must be specified if
an institution wishes to reduce the risk of unauthorized late unit assessment
changes. System flexibility gives institutions the capability of choosing the name for
this date alias. The chosen name is entered in this window so it can be recognized
by the system. The actual values of this date alias are entered in the Calendar
subsystem.
The assessment item variation cutoff date alias must have a system calendar
category of Teaching and instances created in each teaching period. The date alias
establishes a cutoff date for the alteration of unit assessment items. The date acts as
a warning if attempts are made to update a unit's assessment requirements in the
Unit Assessment Items window. For example, an institution can determine that the
assessment requirements for units should not normally be varied after the end of
the second week of standard teaching periods.
For information on creating and maintaining date aliases, see the Maintain Date
Aliases window and the calendar subsystem.
For information on calendars in the Assessments subsystem, see Assessment
Calendar Procedures, Chapter 243, Assessments Functions and Maintenance.

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 Entering Assessments Calendar Configuration Procedure

Entering Assessments Calendar Configuration Procedure

The following information applies to this procedure:
■ Date aliases must not be closed.
■ The date alias must have a system calendar category of Teaching.
■ If an instance of the variation cutoff date alias is not created in a teaching
calendar, no warnings against late unit assessment changes are raised in the
Unit Assessment Items window.
To enter an assessments calendar configuration, perform the following steps.
1. In Oracle Student System, navigate to the Assessments Calendar Configuration
window as follows:
Academic Progress - Assessment - Configure Assessment Calendar
2. In the Assessment Item Variation Cutoff Date Alias field of a blank record,
select the assessment calendar configuration from the list of values.
3. Save as follows:
File - Save
4. Close the window.

Assessments Calendar Configuration Procedure 250-3

Assessments Calendar Configuration Window

Assessments Calendar Configuration Window

Figure 250–1 Assessments Calendar Configuration Window

250-4 Oracle Student System User’s Guide

 251
Assessment Items Procedure

This chapter describes how to enter assessment items. The following sections are in
this chapter:
■ Definition
■ Overview
■ Buttons
■ Entering Assessment Items Procedure
■ Assessment Items Window

Assessment Items Procedure 251-1

Definition

Definition
The assessment items procedure enters assessment items.

Overview
Assessment items are the means to evaluate a student's understanding of a unit.
Examples of assessment items are examinations, assignments, recitals,
oral-examinations, performances, and projects.
For assessment items to be associated with students, they must first be linked to
students. In Oracle Student System, assessment items are generally created directly
through unit offering patterns using the Unit Assessment Items window, and are
inherited by students when they enroll in the unit. They may also be created as
stand-alone items using this window and linked to one or more unit offering
patterns.
Assessment items are identified by a unique ID and categorized by assigning an
assessment type. Assessment types are defined by the institution in the Assessment
Types window.
The assessment type determines if the assessment item is examinable or
non-examinable and affects the configuration of the window. Different sets of data
are collected and different processes assigned for examinable and nonexaminable
assessment items.
For information on assessment items, see Assessment Items Procedures,
Chapter 242, Assessments Overview.

Buttons
The Buttons section includes the following parts:
■ Assessment Items List and Complete List Buttons
■ Assessment Program Types Button
■ Assessors Button

Assessment Items List and Complete List Buttons

The Assessment Items List navigation buttons and the Complete List of All
Assessment Item Examination Materials navigation button access the Assessment
Item Examination Materials window. The Assessment Item Examination Materials

251-2 Oracle Student System User’s Guide

 Overview

window is used to create and maintain details of allowed, not allowed, and
supplied examination materials.
The Complete List navigation button displays all examination material types in the
Assessment Item Examination Materials window. The Assessment Items buttons
display the examination material types in the context of the button's associated
Material comments button. For example, selecting the Supplied Materials button
displays all examination material types of Supplied in the Assessment Item
Examination Materials window.
The comment fields overlay each other in an area of the window. Different
information can be entered in the appropriate comment fields.
Comment buttons are identified by the +/- sign next to the button name. The +/-
indicates if any details are entered in the field.

Assessment Program Types Button

This button invokes the Assessment Program Type region in which program types
are associated with the selected assessment item. Associating a program type
restricts the application of the assessment item to student unit attempts within that
program type only.
Adding or deleting a program type causes the action date, which is viewed in the
Unit Assessment Items window, for any unit assessment items based on this
assessment item to change to the current date. Oracle Student System uses the
action date to determine if there are any changes to a unit assessment item that
must be applied to students enrolled in the unit through the Apply Unit
Assessment Item Modifications to Student Units procedure. Assessment items
cannot be mapped to closed program types.

Assessors Button
This button invokes the Assessment Item Assessor region in which assessors are
associated with the selected assessment item. Assessors are designated an assessor
type.
The same assessor can be associated with an assessment item more than once. For
example, an assessor can exist as a marker for an assessment item at Location X and
also as a marker at Location Y, but not Location Z.
The primary assessor is allocated as the responsible senior assessor for the
assessment item, for example, the unit moderator or chief assessor. It is

Assessment Items Procedure 251-3

Overview

recommended that a primary assessor be assigned to each assessment item. There is

currently no specific functionality that uses this checkbox.
When setting the assessors for an assessment item, only one can be set as the
primary assessor. Assessors cannot be mapped to closed assessor types. The same
assessor cannot be entered without restrictions and then entered with a specific
restriction. Consequently an assessor cannot be entered with a specific restriction
and then entered with no restrictions or entered twice with the same details. An
assessor cannot be restricted on both unit mode and unit class in the same
restriction. An assessor can have restrictions on the same location but with a
differing unit mode or unit class; however, they should not overlap.
Assessors are assigned a location code and unit details, though these are not
required. Each assessor can also have an item limit indicating the maximum
number of assessment items to mark.

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 Entering Assessment Items Procedure

Entering Assessment Items Procedure

The following information applies to entering examinable assessment items.
■ If the assessment item is examinable, the Examinable Details box is displayed.
■ If users create an examinable assessment item through the Unit Assessment
Items window the description, paper name, and short paper name are defaulted
from the unit title.
■ Assessment items cannot be assigned a closed assessment type.
■ Once used in the system, an examinable assessment item cannot be changed to
a nonexaminable assessment item.
■ Review time cannot be greater than working time.
■ The Scheduled check box indicates if the examination is to be scheduled in the
examination timetabling subsystem.
The following information applies to entering non-examinable assessment items.
■ If the assessment type is a nonexaminable item such as Assignment, the
Non-Examinable Details region is displayed.
■ If a user creates a nonexaminable assessment item through the Unit Assessment
Items window, the description is defaulted from the assessment type
description. Once used in the system, a nonexaminable assessment item cannot
be changed to an examinable assessment item.
■ Assessment types cannot be assigned to closed assessment types.
To enter examinable or non-examinable assessment items, perform the following
steps.
1. In Oracle Student System, navigate to the Assessment Items window as follows:
Academic Progress - Assessment - Assessment Items
2. Enter data in appropriate fields.
Note: The assessment ID is inserted when the record is saved.
3. Optionally. click the Assessors or Assessment Program Type buttons to open
windows where details can be entered.
Note: The Assessment Program Type button is not available for
non-examinable items.

Assessment Items Procedure 251-5

Entering Assessment Items Procedure

4. Optionally, click the buttons described in Table 251–1 and enter or view data in
appropriate fields.
Table 251–1 Program Offerings Region Buttons
Button Description Reference
Supplied Materials changes comment field to none
show supplied materials
[Supplied Materials] opens Assessment Item See Chapter 252, Assessment Item
List... Examination Materials Examination Materials Procedure.
window
Allowable Materials changes comment field to none
show allowable materials
[Allowable Materials] opens Assessment Item See Chapter 252, Assessment Item
List... Examination Materials Examination Materials Procedure.
window
Non-Allowable displays non-allowable none
Materials materials
[Non-Allowable opens Assessment Item See Chapter 252, Assessment Item
Materials] List... Examination Materials Examination Materials Procedure.
window
Assessment Program displays Assessment none
Types Program Type region
Comments displays comments none
Supervisor displays instructions none
Instructions
Assessors displays Assessment Item none
Assessor region
Announcements displays announcements none
Constraints displays constraints none
Complete List of All opens Assessment Item See Chapter 252, Assessment Item
Assessment Item Examination Materials Examination Materials Procedure.
Examination window
Materials

5. Save or save and continue as follows:

File - Save or Save and Proceed
6. Close the window.

251-6 Oracle Student System User’s Guide

 Assessment Items Window

Assessment Items Window

Figure 251–1 Assessment Items Window

Assessment Items Procedure 251-7

Assessment Items Window

251-8 Oracle Student System User’s Guide

 252
Assessment Item Examination Materials
Procedure

This chapter describes how to enter assessment item examination materials. The
following sections are in this chapter:
■ Definition
■ Overview
■ Entering Assessment Item Examination Materials Procedure
■ Assessment Item Examination Materials Window

Assessment Item Examination Materials Procedure 252-1

Definition

Definition
The assessment item examination materials procedure maps examination material
types to assessment items.

Overview
The Assessment Item Examination Materials window is used to enter materials that
are allowed, disallowed, and supplied for examinations. This information is used to
manage the supply of examination materials to students and to advise supervisors
and students of material that may or may not be taken into examinations.
The window is accessed through the following Assessment Items navigation
buttons in the Assessment Items window:
■ Complete List of All Assessment Item Examination Materials button
■ Assessment Items List buttons: [Allowable Materials] List, [Non-Allowable
Materials] List, and [Supplied Materials] List.
This window is entered in context and displays the following:
■ all examination materials types in material type order within material category,
when the Complete List button is selected
■ material types associated with the context material category when an
Assessment Items List button is selected
Queries can be performed on the examination material types, and new types can be
associated with the examinable assessment item.
Examination material types are created and maintained in the Examination Material
Types window.

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 Entering Assessment Item Examination Materials Procedure

Entering Assessment Item Examination Materials Procedure

To enter a new assessment item examination material type, perform the following
steps.
1. In Oracle Student System, navigate to the Assessment Item Examination
Materials window as follows:
Academic Progress - Assessment - Assessment Items
2. Click the Complete List button or an Assessment Items List button.
3. Enter data in appropriate fields.
Note: The material category defaults to the context category if the window was
entered using one of the list buttons. However, it can be altered.
4. Select the material category.
Note: This defaults to the context category if the window was entered using one
of the list buttons. However, it can be altered.
5. Optionally, enter the quantity per student where the material category is
Supplied.
Note: Quantity per student can be set only where the system-defined material
category is Supplied.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Assessment Item Examination Materials Procedure 252-3

Assessment Item Examination Materials Window

Assessment Item Examination Materials Window

Figure 252–1 Assessment Item Examination Materials Window

252-4 Oracle Student System User’s Guide

 253
Unit Assessment Items Procedure

This chapter describes how to enter unit assessment items. The following sections
are in this chapter:
■ Definition
■ Overview
■ Entering Unit Assessment Items Procedure
■ Unit Assessment Items Window

Unit Assessment Items Procedure 253-1

Definition

Definition
The unit assessment items procedure enters unit assessment items and links them to
unit offerings.

Overview
Assessment items are linked to unit offerings in the following ways:
■ Assessment items are created specifically for the unit.
■ Stand-alone assessment items, created previously, are linked to the unit offering
pattern.
A unit offering pattern can have multiple assessment items.
The Unit Assessment Patterns window, where assessment items are linked to an
assessment pattern, is accessed with the Unit Assessment Patterns button.
Assessment patterns group assessment items for a unit offering option. When a
stand-alone assessment item is linked to a unit assessment pattern, it also becomes
linked to the unit section.
For information on the unit assessment item process, see Creating and Maintaining
Assessment Items, Chapter 243, Assessments Functions and Maintenance.
For information on attaching assessment items to student unit attempts, see
Attaching Assessment Items to Student Unit Attempts, Chapter 243, Assessments
Functions and Maintenance.

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 Entering Unit Assessment Items Procedure

Entering Unit Assessment Items Procedure

The following information applies to this procedure:
■ Assessment items can be linked to unit sections only if the unit version is
Active.
■ An assessment item can be linked to a unit section more than once.
■ An assessment item cannot be linked to a unit section and be restricted to
different unit sections. For example, a unit with Location X cannot have an
assessment item restricted to Location Y.
■ The same assessment item cannot be unrestricted and later restricted, nor can it
be restricted and later unrestricted.
■ An assessment item cannot be restricted on both unit mode and unit class in the
same restriction. An assessment item can have restrictions on the same location,
but unit mode or unit class must differ, and they should not overlap.
■ Assessment items cannot be restricted to a particular location, mode, or unit
class that differs from the restrictions applied to the pattern. Either the
assessment pattern must be modified or the assessment item must be removed
from the assessment pattern.
■ Assessment items cannot be entered twice with the same details.
■ Assessment items associated with an assessment pattern cannot be deleted. The
assessment item must be removed from the assessment pattern before deleting.
■ If multiple assessment items from another unit are to be attached to a unit
offering, duplicate the unit to which the assessment items are attached using the
Basic Unit Details window. The unit code can be changed before the new unit is
saved. When a unit is duplicated, the attached assessment items are also
duplicated.
■ When a new version of a unit is created, the unit can be rolled over. All
associated details including assessment items are copied into the new version.
To enter unit assessment items and link them to unit offerings, perform the
following steps.
1. In Oracle Student System, navigate to the Unit Assessment Items window as
follows:
Academic Progress - Assessment - Unit Assessment Items
2. Enter data in appropriate fields.

Unit Assessment Items Procedure 253-3

Entering Unit Assessment Items Procedure

3. Query the unit code.

4. Enter the assessment item ID. The assessment item ID can be entered by
searching for an existing assessment item and manually attaching the
assessment item ID to it or by creating a new assessment item.
If the Default Assessment Pattern check box next to an assessment item ID is
selected, it indicates that the assessment item is part of a default assessment
pattern only.
If the Non-Default Assessment Pattern check box next to an assessment item ID
is selected, it indicates that the assessment item is part of a nondefault
assessment pattern only.
If both check boxes are selected, then the assessment item belongs to both
default and nondefault assessment patterns.
5. To create a new assessment item, click the Assessment Item button.
The Assessment Items window appears.
6. Enter data in appropriate fields.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.
9. Enter a reference for the assessment item. A reference must be a unique value
within each unit offering option assessment type. Examples of references
include assignment 1, 1, assig 2, and mid-sem exam.
The Examinable indicator indicates whether the assessment item is an
examinable assessment type.
Entering a reference is mandatory for examinable items and assignments.
For examinable items, the reference must be unique for each item and must be
the same in each record if a particular assessment item is associated with a
different unit section of the same unit offering pattern, including deleted items.
For example, assessment item 22 with a reference of 1 is associated with a unit
section at Location A. If assessment item 22 is also associated with a unit section
at Location B, that record must also have a reference of 1.
For non-examinable items of assessment type ASSIGNMENT, the reference
must be unique for a particular assessment type associated with a unit offering
pattern. For example, when a unit offering pattern is associated with two
assessment items of type ASSIGNMENT, each assessment item must have a

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 Entering Unit Assessment Items Procedure

unique reference. For non-examinable items with an assessment type other than
ASSIGNMENT, the reference is optional.
10. Select the Default check box to allocate the assessment item to all students
enrolled in the unit through the Automatically Maintain Student Unit Attempt
Assessment Item job. This job is performed by the system automatically.
Leave the Default check box deselected to indicate that the assessment item is
optional.
Assessment items can be attached to student units manually using the Student
Unit Assessment Items window.
Note: If an assessment item exists in a default assessment pattern, it can be
made a default assessment item as long as the unit section does not overlap. For
example, the assessment pattern can be for Location B, and the item can also
exist as a default for Location C.
11. Select the Scheduled check box if an examinable assessment item is to be
scheduled in the examination timetable.
12. Enter the due date for the assessment item, if required.

Note: If the assessment item is an assignment to be tracked through the

Tracking subsystem, a due date must be entered. When tracking items for
assignments are automatically created in the Initiate Tracking Items for
Assignments report, the system uses the due date to derive the action date for
the Received from Student tracking step.
13. Enter further details in the lower region to limit an assessment item to a
particular unit section.
If no limits are specified, default assessment items are assigned to all students
enrolled in the unit for the teaching period.
If nondefault assessment items are not limited, they are available to be assigned
manually to all students.
If limits are specified, then default items are assigned only to student unit
attempts with matching attributes.
Nondefault assessment items with specified limits are available to be manually
assigned only to student unit attempts with matching attributes.
14. The system automatically enters the deletion date when the unit assessment
item is deleted.

Unit Assessment Items Procedure 253-5

Entering Unit Assessment Items Procedure

The system automatically inserts the action date when the record is saved.
Oracle Student System uses the action date to determine if any changes to a unit
assessment item need to be applied to students enrolled in the unit through the
Apply Unit Assessment Item Modifications to Student Units job.
15. If a unit offering pattern is related to more than one examination period, as in
the case of year-long units, individual unit assessment items can be associated
with different examination periods. For example, a unit offered in a year-long
teaching period might have two examinations, one midyear and one at the end
of the year. Each of these examinable assessment items is related to a different
examination period.
Create this relationship by specifying the appropriate examination calendar
type for each assessment item.
If the teaching period spans multiple instances of an examination calendar type,
for example, a teaching period that starts in semester 1 of one year and ends in
semester 1 of the following year, then specify the examination calendar instance
to which the assessment is related.
If the examination calendar type or instance is not specified, Oracle Student
System assumes that the assessment item is related to all the teaching period's
parent examination calendars.
For information on creating a new version of a unit, see Chapter 24, Basic Unit
Details Procedures.
16. Save or save and continue as follows:

File - Save or Save and Proceed

17. Close the window.

253-6 Oracle Student System User’s Guide

 Unit Assessment Items Window

Unit Assessment Items Window

Figure 253–1 Unit Assessment Items Window

Unit Assessment Items Procedure 253-7

Unit Assessment Items Window

253-8 Oracle Student System User’s Guide

 254
Unit Assessment Items Query Procedure

This chapter describes how to query unit assessment items. The following sections
are in this chapter:
■ Definition
■ Overview
■ Querying Unit Assessment Items Query Procedure
■ Unit Assessment Items Query Window

Unit Assessment Items Query Procedure 254-1

Definition

Definition
The unit assessment items query procedure queries existing unit assessment items.

Overview
The Unit Assessment Items Query window is used to query existing assessment
items.
The window can be used as follows:
■ as an inquiry window accessed through the menu
■ to display assessment items for a particular unit code when accessed through
the Find Assessment Item button in the Unit Assessment Items window
When entering the Unit Assessment Items window, the assessment items are
displayed in context. That is, all pre-existing assessment items for the context
unit are displayed. This is the usual mode of operation. Users can locate and
re-use existing assessment items. If an item is selected in this window, it is
returned to the Unit Assessment Items window when the user exits from the
Unit Assessment Items Query window.
■ can be queried in all fields
■ queries performed on single or multiple field
For information on the assessment item process, see Assessment Items Procedures,
Chapter 243, Assessments Functions and Maintenance.

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 Querying Unit Assessment Items Query Procedure

Querying Unit Assessment Items Query Procedure

To query existing unit assessment items when accessing this window through the
menu, perform the following procedure.
1. In Oracle Student System, navigate to the Unit Assessment Items Query
window as follows:
Academic Progress - Assessment - Unit Assessment Items Query
2. Query the data.
3. Close the window.

Unit Assessment Items Query Procedure 254-3

Unit Assessment Items Query Window

Unit Assessment Items Query Window

Figure 254–1 Unit Assessment Items Query Window

254-4 Oracle Student System User’s Guide

 255
Unit Assessment Patterns Procedure

This chapter describes how to create unit assessment patterns. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Unit Assessment Patterns Procedure
■ Unit Assessment Patterns Window

Unit Assessment Patterns Procedure 255-1

Definition

Definition
The unit assessment patterns procedure creates unit assessment patterns.

Overview
The Unit Assessment Patterns window is used to create assessment patterns for unit
offering patterns.
Assessment patterns are groups of assessment items. When students enroll in unit
attempts, they can be assigned an assessment pattern, which automatically attaches
the assessment items to the student unit attempt.
A unit offering pattern can have multiple assessment patterns, thereby giving
students a choice in the assessment items they complete. For example, a student can
be given the option to select assessment pattern 1 containing two assignments and
an examination, or assessment pattern 2 containing three assignments. Even if no
choice of assessment items is permitted, a single available group of assessment
items for a unit can be set as an assessment pattern. This gives users the ability to
enter the assessment proportion for each item in the pattern.
The window can be accessed in context through the Unit Assessment Pattern
navigation button in the Unit Assessment Items window or through the menu.
For information on assessment patterns, see Assessment Patterns Procedures,
Chapter 243, Assessments Functions and Maintenance.

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 Creating Unit Assessment Patterns Procedure

Creating Unit Assessment Patterns Procedure

The following information applies to this procedure:
■ Assessment pattern code must be unique within the unit offering.
■ Assessment items must be unique within the assessment pattern.
■ Assessment items can only be linked to assessment patterns in unit offering
options where the unit version is active.
■ If used, percentage apportion tallies must not exceed 100.
■ Assessment patterns can be deleted. However, all assessment items must be
deleted from the pattern first.
■ If deleting an assessment item from an assessment pattern, the assessment item
cannot be deleted from the unit is part of other unit assessment patterns.
■ Assessment pattern location, unit mode, and unit class cannot be modified if an
assessment item in the pattern exists in another unit assessment pattern.
■ The following information applies to references:
■ They must be entered for examinable items and assignments.
■ Examinable items must be unique for each item
■ Examinable items must be the same in each record if a particular
assessment item is associated with a different section of the same unit
offering pattern. This includes deleted items, for example, Assessment Item
22 with a reference of 1 is associated with a unit section at location A. If 22
is also associated with a unit section at location B, that record must also
have a reference value of 1.
■ For nonexaminable items of assessment type Assignment, reference must be
unique for a particular assessment type associated with a unit offering
pattern. For example, if a unit offering pattern has two assessment items of
type Assignment associated with it, each must have a unique reference.
■ For nonexaminable items with an assessment type other than Assignment,
reference is optional but must be unique within assessment type.

Unit Assessment Patterns Procedure 255-3

Creating Unit Assessment Patterns Procedure

To create a unit assessment pattern, perform the following steps.

1. In Oracle Student System, navigate to the Unit Assessment Patterns window as
follows:
Academic Progress - Assessment - Unit Assessment Patterns
2. Enter data in appropriate fields.
3. Optionally, select the Default Pattern check box.
This sets the assessment pattern to be automatically allocated to all students
enrolled in the unit using the Automatically Maintain Student Unit Attempt
Assessment Item procedure or the Apply Unit Assessment Item Modifications
to Student Units procedure. Deselecting the check box leaves the assessment
pattern as optional. Assessment patterns can be attached manually using the
Student Unit Assessment Patterns window.
The action date is inserted by the system when the record is saved. Oracle
Student System uses the action date to determine if there are any changes to a
unit assessment pattern that need to be applied to students enrolled in the unit,
through the Modification to Student Units procedure.
The deletion date is the logical deletion date inserted by the system when a user
deletes the assessment pattern and saves the change.
4. Optionally restrict the assessment pattern to students enrolled at a particular
location, or in a particular unit mode or unit class.
5. Attach assessment items to an assessment pattern by entering a known
assessment item ID, or alternatively, by creating an assessment item and
performing the following actions:
■ Click the Assessment Item button to access the Assessment Items
window, or create the assessment item and save.
■ When the window is closed, the new assessment item is inserted
automatically and must be saved.
6. To search for an existing assessment item, perform the following steps:
■ Click the Find Assessment Item button to access the Unit Assessment Items
Query window.
■ Perform a query and select the assessment item.
■ All assessment items associated with the context unit are displayed by
default.

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 Creating Unit Assessment Patterns Procedure

■ When the window is closed, the selected assessment item is inserted

automatically and must be saved.
7. Enter a reference code for the assessment item if one does not already exist.
The reference code must be unique for the unit offering, not merely unique for
the assessment pattern.
8. Optionally, enter a due date.
A due date is required for assignments that must be tracked. If a due date was
entered for the assessment item in the Unit Assessment Items window, it is
displayed in this window with the assessment item details. The due date can be
modified if required. The due date affects the assessment item due date in the
Unit Assessment Items window.
9. Optionally, enter a percentage apportion for the assessment item.
The percentage apportion defines the total assessment that the assessment item
represents within the assessment pattern.
If a unit offering pattern is related to more than one examination period, for
example, year long units, unit assessment pattern assessment items can be for
different examination periods. For example, an assessment pattern for a unit
offered in a year long teaching period might have two examinations: a midyear
examination and a final examination. Each of these examinable assessment
items is related to a different examination period.
This relationship can be created by specifying the appropriate examination
calendar type for each assessment item within the assessment pattern. If the
teaching period spans multiple instances of an examination calendar type, for
example, a teaching period that starts in Semester 1 of one year and ends in
Semester 1 of the following year, it is necessary to specify the examination
calendar instance to which the assessment is related. If examination calendar
type or instance is not specified, the system assumes that the assessment item is
related to all of the teaching period's parent examination calendars.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Note: Existing assessment patterns for the unit offering can be retrieved through a
query. Selecting the Include Deleted Items check box displays previously attached
assessment patterns. Any assessment items attached to the assessment pattern are
also displayed and can be modified. Assessment items can also be deleted from an

Unit Assessment Patterns Procedure 255-5

Creating Unit Assessment Patterns Procedure

assessment pattern. If deleting an assessment item, users have the choice to also
delete the assessment item from the unit offering.

255-6 Oracle Student System User’s Guide

 Unit Assessment Patterns Window

Unit Assessment Patterns Window

Figure 255–1 Unit Assessment Patterns Window

Unit Assessment Patterns Procedure 255-7

Unit Assessment Patterns Window

255-8 Oracle Student System User’s Guide

 256
Unit Assessment Pattern Inquiry Procedure

This chapter describes how to query unit assessment patterns. The following
sections are in this chapter:
■ Definition
■ Overview
■ Querying Unit Assessment Pattern Inquiry Procedure
■ Unit Assessment Pattern Inquiry Window

Unit Assessment Pattern Inquiry Procedure 256-1

Definition

Definition
The unit assessment patterns query procedure queries unit assessment patterns.

Overview
The Unit Assessment Pattern Inquiry window is used to query existing assessment
patterns to assist in the manual selection and allocation of patterns and items to
student unit attempts.
The window is accessed through the Unit Assessment Pattern Inquiry button in
the Student Unit Assessment Patterns window. When users enter the window by
using the button, the assessment patterns are displayed in context; all preexisting
assessment patterns for the context unit section are displayed with the attached
assessment items.

256-2 Oracle Student System User’s Guide

 Querying Unit Assessment Pattern Inquiry Procedure

Querying Unit Assessment Pattern Inquiry Procedure

To query a unit assessment pattern from the Student Unit Assessment Patterns
window, perform the following steps.
1. In Oracle Student System, navigate to the Unit Assessment Pattern Inquiry
window as follows:
Academic Progress - Assessment - Unit Attempt Assessments
2. Query the appropriate data.
3. Select the student.
4. Click the Unit Assessment Pattern Inquiry button next to the Assessment
Pattern Code.
5. Highlight the required assessment pattern.
Note: A CRS RESTRCTN indicator is displayed next to assessment items in the
highlighted assessment pattern that are not valid for the student unit attempt
due to a program type restriction. For example, if an assessment item is
established for a postgraduate program type and the student unit attempt is
part of an undergraduate program type, an error is returned.
6. Click the OK button to return to Student Unit Assessment Patterns.
7. Click Save to allocate the assessment pattern to the student unit attempt.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Unit Assessment Pattern Inquiry Procedure 256-3

Unit Assessment Pattern Inquiry Window

Unit Assessment Pattern Inquiry Window

Figure 256–1 Unit Assessment Pattern Inquiry Window

256-4 Oracle Student System User’s Guide

 257
Student Unit Assessment Patterns
Procedure

This chapter describes how to query student unit assessment patterns. The
following sections are in this chapter:
■ Definition
■ Overview
■ Querying Student Unit Assessment Patterns Procedure
■ Student Unit Assessment Patterns Window

Student Unit Assessment Patterns Procedure 257-1

Definition

Definition
The student unit assessment patterns procedure manually assigns assessment
patterns to student unit attempts.

Overview
The Student Unit Assessment Patterns window manually assigns non-default
assessment patterns and associated items to student unit attempts. Default
assessment patterns are usually automatically assigned to student unit attempts by
the Automatically Maintain Student Unit Attempt Assessment Item and Apply Unit
Assessment Item Modifications To Student procedures.
This window also lists details of assessment patterns assigned to student unit
attempts.
An assessment pattern is a grouping of assessment items. Patterns are used
primarily in cases in which students have some choice of assessment method in a
unit, for example, between an examination and three assignments, and an
examination and a major project. Typically each student is allocated only one
assessment pattern, but multiples are accepted.
When users view assessment patterns assigned to student unit attempts, an
assessment pattern can display an Invalid status. This occurs when the assessment
pattern is no longer valid for the student unit attempt. Invalid assessment patterns
are patterns deleted from the unit offerings and not yet updated by the Apply Unit
Assessment Item Modifications to Student window or patterns for which the
location, unit mode, unit class, or a combination no longer matches the student's
unit section.

257-2 Oracle Student System User’s Guide

 Querying Student Unit Assessment Patterns Procedure

Querying Student Unit Assessment Patterns Procedure

The following information applies to this procedure:
■ Queries can be performed on any combination of fields except name in the
Student Unit Attempt region.
■ Queries can be performed on student unit assessment patterns. If the Include
Deleted Patterns checkbox is selected, users can display previously attached
assessment patterns for the student unit attempt.
To query to locate students, perform the following steps.
1. In Oracle Student System, navigate to the Student Unit Assessment Patterns
window as follows:
Academic Progress - Assessment - Unit Attempt Assessments
2. Query the data.
3. Select the student.
4. Assign the assessment pattern to the student unit attempt.
To do this, perform one of the following actions:
■ enter a known, valid assessment pattern code
■ click the Unit Assessment Pattern Inquiry button by the Assessments
Pattern Code field and navigate to the Unit Assessment Pattern Query
window
In this window, queries can be performed to retrieve valid assessment
patterns for the student unit attempt
The System Assigned check box indicates that the assessment pattern was
assigned through the Automatically Maintain Student Unit Attempt
Assessment Item or the Apply Unit Assessment Item Modifications To Student
procedure.
5. Click the Student Unit Assessment Items button, that navigates to the Student
Unit Assessment Items window to view the assessment items assigned to the
student unit attempt.
Note: Assessment patterns cannot be added to a student unit attempt if the unit
assessment pattern restrictions such as location, unit mode, or unit class are in
conflict with the unit section restrictions. Assessment patterns can only be
added to student unit attempts with the status Enrolled or Unconfirmed.

Student Unit Assessment Patterns Procedure 257-3

Querying Student Unit Assessment Patterns Procedure

6. Save or save and continue as follows:

File - Save or Save and Proceed
7. Close the window.

257-4 Oracle Student System User’s Guide

 Student Unit Assessment Patterns Window

Student Unit Assessment Patterns Window

Figure 257–1 Student Unit Assessment Patterns Window

Student Unit Assessment Patterns Procedure 257-5

Student Unit Assessment Patterns Window

257-6 Oracle Student System User’s Guide

 258
Student Unit Assessment Items Procedure

This chapter describes how to enter student unit assessment items. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Student Unit Assessment Items Procedure
■ Student Unit Assessment Items Window

Student Unit Assessment Items Procedure 258-1

Definition

Definition
The student unit assessment items procedure enters student unit attempt
assessment items.

Overview
The Student Unit Assessment Items window manually assigns nondefault
assessment items to student unit attempts. Default assessment items are usually
automatically assigned to student units by the Automatically Maintain Student Unit
Attempt Assessment Item and Apply Unit Assessment Item Modification to
Student procedures. This window also displays details of assessment items
assigned to student unit attempts. Assessment items are assigned through a unit
assessment pattern, and due date extensions for assignments and other assessment
items can be entered.
When the user views assessment items assigned to student unit attempts, an
assessment item can display an Invalid status. This occurs in the following cases:
■ The assessment item was deleted and is no longer valid for the student’s unit
section.
■ The assessment item was deleted from an assessment pattern assigned to the
student unit attempt.
■ The assessment pattern and the assessment item are no longer valid for the
student’s unit section.
For information on assessment items, see Assessment Items Procedures,
Chapter 243, Assessments Functions and Maintenance.

258-2 Oracle Student System User’s Guide

 Entering Student Unit Assessment Items Procedure

Entering Student Unit Assessment Items Procedure

The following information applies to assessment item for this procedure.
■ Override Due Date is manually inserted when extensions are granted.
■ If a tracking item exists, the action date for the Received from Student field is
automatically updated.
■ The Assessment Pattern Code displays the assessment pattern through which
the assessment item was assigned to the student unit attempt.
■ The Percentage Apportion field displays the percentage of the overall
assessment that the assessment item represents within the assessment pattern.
■ The Attempt Number defaults to 1 for each assessment item assigned to a
student. It increments automatically for subsequent attempts for this
assessment item.
■ Outcomes for individual assessment items can be entered if available. The
system inserts the current date in the Outcome Date field. The date can be
altered. No system functionality is associated with outcome fields.
■ The deletion date is entered by the system when the assessment item is deleted
from the student unit attempt. Assessment item queries can be displayed with
or without logically deleted items by selecting or deselecting the Include
Deleted Items check box.
■ The tracking ID is automatically inserted where Initiate a Tracking Item for the
Assignment has been run.
■ If the System Assigned check box is selected, the assessment pattern is assigned
using the Automatically Maintain Student Unit Attempt Assessment Item or
Apply Unit Assessment Item Modification to Student procedure.
■ Tracking details can be viewed by clicking the Tracking Item button, which
navigates to the Maintain Tracking Items window.
■ Assessment patterns can be manually assigned to student unit attempts by
clicking the Student Unit Assessment Patterns button, which navigates to the
Student Unit Assessment Patterns window.
■ Assessment items must not be deleted if an outcome was entered.
■ Assessment items cannot be assigned if the student unit attempt status is
Invalid or Complete.

Student Unit Assessment Items Procedure 258-3

Entering Student Unit Assessment Items Procedure

■ The override due date cannot be set if the tracking step Assignment Received
From Student is completed.
■ Attempt number must not be overwritten. If an assessment item is repeated, the
assessment item must be assigned to the student unit again with a new attempt
number.
To enter a student assessment item, perform the following steps.
1. In Oracle Student System, navigate to the Student Unit Assessment Items
window as follows:
Academic Progress - Assessment - Unit Attempt Assessment Items
2. Perform a query to locate students.
Queries can be performed on a combination of any fields except Name in the
Student Unit Attempt region.
3. Select the student.
4. Assign the assessment item to the student unit attempt by performing one of
the following steps:
■ Enter a known valid Assessment Item ID.
■ Select the assessment item from the list of values.
The list of values lists only valid assessment items for the unit section.
5. Map a tracking ID to the Assessment Item by either entering a known tracking
ID or click the Tracking ID button next to the Tracking ID field to query a
tracking ID.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

258-4 Oracle Student System User’s Guide

 Student Unit Assessment Items Window

Student Unit Assessment Items Window

Figure 258–1 Student Unit Assessment Items Window

Student Unit Assessment Items Procedure 258-5

Student Unit Assessment Items Window

258-6 Oracle Student System User’s Guide

 259
Venue Session Availability Procedure

This chapter describes how to enter venue session availability. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Venue Session Availability Procedure
■ Venue Session Availability Window

Venue Session Availability Procedure 259-1

Definition

Definition
The venue session availability procedure enters the availability of examination
venues.

Overview
The Venue Session Availability window records availability of examination venues
for sessions within a specified examination period. Institutions typically correspond
with examination location coordinators to determine the availability of venues
within one or more examination periods.
This window is used for different purposes depending on how it is accessed. If the
window is entered from the menu, the window is used to make venues available to
sessions within the selected examination period. If it is entered by clicking the
Venue Session Availability button in the Venues window, the window is used to
attach sessions to a particular venue entered in context within the selected
examination period.
This window can also be used to deselect unavailable venues. Many institutions
assume as a starting point that all open venues are available for every session
within an examination period, unless otherwise advised that specific venues are
unavailable for one or more sessions. If this method is used, the Default
Examination Venue Session Availability procedure can be run to create availability
records for every open venue for every session within an examination period.
Alternatively, the Default Sessions facility in this window can be used to create
availability records for individual venues for every session. If the system is advised
that specific venues are unavailable for any sessions, the relevant availability
records are deleted from this window.
Information entered in this window is used within the timetabling subsystem,
which attempts to allocate student exams to venues identified as available in a
particular session.
For information on the use of examination venues, see Managing Examinations,
Chapter 243, Assessments Functions and Maintenance.

259-2 Oracle Student System User’s Guide

 Entering Venue Session Availability Procedure

Entering Venue Session Availability Procedure

The Venue Session Availability procedure includes the following parts:
■ Entering Venue Session Availability from Menu
■ Entering Venue Session Availability from Venues Window
Note: The same examination session with the same examination venue cannot be
selected twice.

Entering Venue Session Availability from Menu

To enter examination venues availability when entering this window from a menu,
perform the following steps.
1. In Oracle Student System, navigate to the Venue Session Availability window as
follows:
Academic Progress - Assessment - Venue Availability
2. Perform query to retrieve the examination periods in which venues are attached
to examination sessions and display all sessions for all venues.
3. Perform a query in the Venue region to limit the display to all sessions in all
venues within a location using the examination location code or all sessions
within a particular venue using the venue code.
4. If adding a venue to the examination session and the venue was not queried, in
the Examination Venue Session Availability region, select an examination
session from the Date Alias list of values and select the venue code for the
venue available in this examination session.
5. If adding a venue to an examination session and a query has limited the
sessions to a particular venue, in the Examination Venue Session Availability
region, select an examination session from the Date Alias list of values.
The venue code defaults to the particular venue code and the parent
examination location is displayed when the user leaves or saves the record.
6. To return to the display of all venues for all sessions: in the Venue region, enter
query mode to clear the Venue region or cancel query to display all session
venues.
7. Save or save and continue as follows:
File - Save or Save and Proceed

Venue Session Availability Procedure 259-3

Entering Venue Session Availability Procedure

8. Close the window.

Entering Venue Session Availability from Venues Window

The following information applies to this procedure:
■ The Venue region displays the venue in context from the Venues window.
To enter the availability of examination venues when entering this window by
clicking the Venue Session Availability button in the Venues window, perform the
following steps.
1. In Oracle Student System, navigate to the Venue Session Availability window as
follows:
Setups - Organizational Structures - Venues
The Venues window appears.
2. Click the Venue Session Availability button.
3. Perform a query in the Examination Period region to retrieve the examination
periods in which the venue is attached to examination sessions.
This displays all sessions with which the venue was associated.
4. If adding the venue to an examination session within the examination period, in
the Examination Venue Session Availability region, select an examination
session from the Date Alias List of Values.
The venue code defaults to the context venue and the examination location is
displayed when the user leaves or saves the record.
5. To view examination sessions for another venue, close this window to return to
Venues window, and query another venue code.
Note: The Default Sessions button allocates a particular venue to all sessions
within an examination period. The Default Sessions button is not accessible
under the following conditions:
■ The examination period is not specified.
■ There are no examination sessions for the examination period.
■ The venue code is closed.
■ Sessions are already attached.
6. Save or save and continue as follows:

259-4 Oracle Student System User’s Guide

 Entering Venue Session Availability Procedure

File - Save or Save and Proceed

7. Close the window.

Venue Session Availability Procedure 259-5

Venue Session Availability Window

Venue Session Availability Window

Figure 259–1 Venue Session Availability Window

259-6 Oracle Student System User’s Guide

 260
Examination Supervisor Details Procedure

This chapter describes how to create examination supervisor details. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Examination Supervisor Details Procedure
■ Examination Supervisor Details Window

Examination Supervisor Details Procedure 260-1

Definition

Definition
The examination supervisor details procedure creates examination supervisors and
assigns them to examination locations.

Overview
The Examination Supervisor Details window creates examination supervisors and
associates them with examination locations.
Supervisors with associated examination locations are further defined in the
Supervisors to Venue window. By assigning examination locations to supervisors in
this window, users enable the following:
■ venue validation
■ location mismatch warning
■ use of the Default Off Campus Supervisor procedure in the Supervisors to
Venue window

260-2 Oracle Student System User’s Guide

 Creating Examination Supervisor Details Procedure

Creating Examination Supervisor Details Procedure

The following information applies to this procedure:
■ Supervisor Type is the position the supervisor holds in the examination session,
for example, chief supervisor, assistant, or room supervisor. Examination
supervisor types are maintained in the Examination Supervisor Types window.
■ Organizational Unit is the organizational unit to which the supervisor is
responsible.
■ Sessions at Institution indicates the number of sessions a supervisor attended
prior to the current date and is incremented by the system.
■ Users must manually enter sessions at other institutions if the supervisor has
experience supervising for another institution.
■ Creating Supervisor Type for Person Known to System
■ Creating Supervisor Type for Person Not Known to System

Creating Supervisor Type for Person Known to System

To create a supervisor record for a person known to the system, perform the
following steps.
1. In Oracle Student System, navigate to the Examination Supervisor Details
window as follows:
Academic Progress - Assessment - Examination Supervisor Details
2. Click the Find Person button.
The Find Person window opens.
3. Perform a query on person number or name to locate a person.
4. Click OK to return to the Examination Supervisor Details window.
5. Enter data in appropriate fields.
The following information applies to this step:
■ Do not query if an examination supervisor is not known to the system.
■ Supervisors can be allocated only to locations of type EXAM_LOC.
■ Supervisors cannot be deleted if assigned to examination sessions.

Examination Supervisor Details Procedure 260-3

Creating Examination Supervisor Details Procedure

■ When creating a new supervisor, warnings appear if the person is not a staff
member or an active student.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Creating Supervisor Type for Person Not Known to System

To create a supervisor record for a person not known to the system, perform the
following steps.
1. In Academic Progress, navigate to the Examination Supervisor Details window
as follows:
Academic Progress - Assessment - Examination Supervisor Details
The Examination Supervisor Details window appears.
2. Click the Person Details button to invoke the Person Details window.
3. Enter the person details.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

260-4 Oracle Student System User’s Guide

 Examination Supervisor Details Window

Examination Supervisor Details Window

Figure 260–1 Examination Supervisor Details Window

Examination Supervisor Details Procedure 260-5

Examination Supervisor Details Window

260-6 Oracle Student System User’s Guide

 261
Examination Sessions Procedure

This chapter describes how to enter examination sessions. The following sections
are in this chapter:
■ Definition
■ Overview
■ Entering Examination Sessions Procedure
■ Examination Sessions Window

Examination Sessions Procedure 261-1

Definition

Definition
The examination sessions procedure enters examination sessions within an
examination period.

Overview
The Examination Sessions window is used to enter examination session details
against an examination period. Examination sessions are used in the timetabling
procedure. Date alias instances representing each day of the examination period
must be created within the examination period in the Date Alias Instances window
or the Date Alias Instances--calendar window before examination sessions can be
created within an examination period or calendar.
For information on examination sessions, see Managing Examinations, Chapter 243,
Assessments Functions and Maintenance.

261-2 Oracle Student System User’s Guide

 Entering Examination Sessions Procedure

Entering Examination Sessions Procedure

The following information applies to this procedure:
■ Queries can be performed on existing examination sessions.
■ A session number must be unique within the examination period.
■ Once saved, start time and end time cannot be modified. However, the session
can be deleted if it was not used.
■ Once used in Oracle Student System, an examination session cannot be deleted.
To enter a new examination session, perform the following steps.
1. In Oracle Student System, navigate to the Examination Sessions window as
follows:
Academic Progress - Assessment - Examination Sessions
2. Perform a query to retrieve required examination periods for the examination
calendar instance.
3. Select the date alias instance.
4. Enter data in the appropriate fields.
5. Enter the start time and end time for the examination session.
6. Enter the session number.
Note: The session number is a secondary identifier for an examination session
within the examination timetables subsystem. Session numbers should be
sequential. If an examination session is added at a later date, the session
numbers should be renumbered to maintain the sequence.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Examination Sessions Procedure 261-3

Examination Sessions Window

Examination Sessions Window

Figure 261–1 Examination Sessions Window

261-4 Oracle Student System User’s Guide

 262
Supervisors to Venue Procedure

This chapter describes how to allocate supervisors to venues. The following sections
are in this chapter:
■ Definition
■ Overview
■ Allocating Supervisors to Venue Procedure
■ Supervisors to Venue Window

Supervisors to Venue Procedure 262-1

Definition

Definition
The supervisors to venue procedure allocates examination supervisors to
examination venues within examination sessions.

Overview
The Supervisors to Venue window allocates supervisors to venues within
examination sessions. The allocation of supervisors can be undertaken only after the
final examination timetable has been produced and loaded into Oracle Student
System from the timetabling application.
Supervisors are allocated to a particular session at a particular venue or to one or
more examinations during a session at a venue.
Each supervisor has a predefined supervisor type, which may or may not be
flagged as In Charge. Supervisor types are created and maintained in the
Examination Supervisor Types window.
More than one in-charge supervisor can be allocated to a venue or examination, in
cases in which this role is shared between supervisors.
A supervisor can be automatically allocated to either all sessions at a venue within
an examination period or all examination instances at a venue within an
examination period.
The Supervisors to Venue window contains the following regions:
■ Examination Period
■ Examination Session Venue
■ Examination Session Venue Supervisor
■ Examination Instance Supervisor

Examination Period
This region is used to perform queries to retrieve the examination periods for which
supervisors are allocated.

262-2 Oracle Student System User’s Guide

 Overview

Examination Session Venue

To view examination session venues, users can scroll through the records. Queries
can be performed to refine the data displayed in the region by entering details in
one or more fields. The following fields are queryable:
■ Session Date
■ Session Number
■ Examination Location Code
■ Venue Code
All examination session venues for the context examination period are retrieved.

Examination Session Venue Supervisor

In this region, examination supervisors are allocated to a particular examination
session venue. If a person number is inserted or a supervisor from the list of values
selected, the supervisor's Default Supervisor Type is inherited from the Typical
Supervisor Type but can be overridden for the session venue. The In Charge check
box shows whether or not the supervisor is in charge. This defaults according to the
supervisor's Supervisor Type. The Override Start Time and Override End Time
fields are used to indicate the supervisor's attendance time at the examination
session venue. The supervisor start and end times are inherited from the session
start and end times unless override start and end times are entered. Override start
and end times can be used to limit supervisors to attendance for only part of a
session if standard start and end times do not apply.
The number of supervisors assigned to the examination session venue is validated
by the supervisor limit in the Venues window. Warnings are displayed under the
following conditions:
■ The supervisor is assigned to a session and the venue is not within the
supervisor’s recorded examination location.
■ The supervisor is allocated to another location on the same day.
■ The supervisor is already allocated to supervise at a different venue within the
session.
■ The person does not have supervisor type In Charge.
■ An in-charge supervisor is already nominated for the venue session.
■ The person is an active student.

Supervisors to Venue Procedure 262-3

Overview

■ The person is not a staff member.

■ The supervisor limit for the venue was exceeded.
An error validation is displayed if a supervisor is assigned a closed examination
supervisor type.

Examination Instance Supervisor

In this region, examination supervisors can be allocated to one or more particular
examinations within the session venue. If a person number is inserted or a
supervisor from the list of values is selected, the supervisor's Default Supervisor
Type is inherited from the Normal Supervisor Type but can be overridden for the
session venue. The In Charge check box shows if the supervisor is in charge. This
defaults to the supervisor's supervisor type. User select the assessment ID for the
examination session venue, which is the particular examination to which the
supervisor is allocated. The Override Start Time and Override End Time fields limit
the supervisor’s attendance time at the examination session venue. The supervisor's
start and end times are inherited from the session start and end times, unless
override start and end times are entered. Override start and end times can be used
to limit supervisors to attendance for only part of the examination session if
standard start and end times do not apply.
The number of supervisors assigned to the examination session venue is validated
by the supervisor limit in the Venues window. Warnings are displayed under the
following conditions:
■ The supervisor is assigned to a session and the venue is not within the
supervisor’s recorded examination location.
■ The supervisor is allocated to another location on the same day.
■ The supervisor is already allocated to supervise at a different venue within the
session.
■ The person does not have supervisor type In Charge.
■ An in-charge supervisor is already nominated for the venue session.
■ The person is an active student.
■ The person is not a staff member.
■ The supervisor limit for the venue was exceeded.
An error validation is displayed if a supervisor is assigned a closed examination
supervisor type.

262-4 Oracle Student System User’s Guide

 Allocating Supervisors to Venue Procedure

Allocating Supervisors to Venue Procedure

The Allocating Supervisors to Venue procedure includes the following parts:
■ Allocating with Default Supervisor Region
■ Allocating with Default Off-Campus Supervisors Region

Allocating with Default Supervisor Region

The following information applies to this procedure:
■ The number of supervisors assigned to the examination session venue is
validated by the supervisor limit in the Venues window.
■ Warnings are displayed where the supervisor is assigned to a session and the
following conditions apply:
■ The venue is not within the supervisor’s recorded examination location.
■ The supervisor is allocated to another location on the same day.
■ The supervisor is already allocated to supervise at a different venue within
the session.
■ The person does not have a supervisor type of In Charge.
■ An in-charge supervisor is already nominated for the venue session.
■ The person is an active student.
■ The person is not a staff member.
■ The supervisor limit for the venue is exceeded.
■ An error validation is displayed where a supervisor is assigned with a Closed
examination supervisor type.
To allocate a supervisor to all examination sessions held at a particular venue,
perform the following steps.
1. In Oracle Student System, navigate to the Supervisors to Venue window as
follows:
Academic Progress - Assessment - Allocate Supervisors to Venue
2. Query the data.
3. Click the Default Supervisor button.
4. Enter data in the appropriate fields.

Supervisors to Venue Procedure 262-5

Allocating Supervisors to Venue Procedure

5. Enter a person number or select a value from the list of values.

6. Select either the Examination Instance or Examination Venue check box.
The Examination Instance check box allocates the supervisor to all examination
instances for all sessions at the venue. If the supervisor should not be allocated
to all examination instances, delete those that are not applicable after running
the default process.
The Examination Venue check box allocates the supervisor to all examination
sessions at the venue. If the supervisor should not be allocated to all sessions,
delete those that are not applicable after running the default process.
The Ignore Warnings check box suppresses any warning messages and ignores
failed validations. For example, if the specified venue is not associated with the
supervisor's nominated examination locations, the process ignores the warning
validation and allocates the supervisor to the venue. A general warning
message is displayed to indicate if any warning validations were encountered
during the process. These must be resolved after running the defaulting
process.
7. Optionally set the supervisor type.
The In Charge check box shows if the supervisor is in charge. This defaults
according to the supervisor type chosen. If it is not selected, the supervisor's
predefined supervisor type is used.
8. Select the default venue code for the supervisor.
9. Click OK to run the defaulting process and return to the main window.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Allocating with Default Off-Campus Supervisors Region

The following information applies to this procedure:
■ An off-campus supervisor is one whose recorded examination location is not a
sub-location of a campus location.
■ Venues with a parent examination location linked to a location of system
location type Campus are on-campus venues. Venues linked to any other type
of location are off-campus venues.

262-6 Oracle Student System User’s Guide

 Allocating Supervisors to Venue Procedure

■ Warnings are displayed if the supervisor is assigned to a session and the

following conditions apply:
■ The venue is not within the recorded examination location.
■ The supervisor is allocated to another location on the same day.
■ The supervisor is already allocated to supervise at a different venue within
the session.
■ The person does not have a supervisor type of In Charge.
■ An in-charge supervisor is already nominated for the venue session.
■ The person is an active student.
■ The person is not a staff member.
■ The supervisor limit for the venue is exceeded.
■ An error validation is displayed if a supervisor is assigned a closed examination
supervisor type.
To allocate off-campus supervisors to examination session venues that match the
supervisors’ location codes, perform the following steps.
1. In Oracle Student System, navigate to the Supervisors to Venue window as
follows:
Academic Progress - Assessment - Allocate Supervisors to Venue
2. Click the Default Off Campus Supervisor button.
3. Enter data in appropriate fields.
4. Select either the Examination Instance or the Examination Venue check box.
The Examination Instance check box allocates all off-campus supervisors to all
examination instances for all sessions at the venues. If a supervisor should not
be allocated to all examination instances, delete those that are not applicable
after running the default process.
The Examination Venue check box allocates all off-campus supervisors
belonging to this location to default to all examination sessions at the venue. If a
supervisor should not be allocated to all sessions, delete those that are not
applicable after running the default process.
The Ignore Warnings check box suppresses any warning messages during the
supervisor defaulting process and ignores failed validations. For example, if the
venue supervisor limit would be exceeded by allocating all supervisors, the

Supervisors to Venue Procedure 262-7

Allocating Supervisors to Venue Procedure

process still allocates all supervisors and exceeds the limit. A general warning
message is displayed to indicate if any warning validations were encountered
during the process. These must be resolved after running the defaulting
process.
5. Click OK to run the defaulting process and return to the main window.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

262-8 Oracle Student System User’s Guide

 Supervisors to Venue Window

Supervisors to Venue Window

Figure 262–1 Supervisors to Venue Window

Supervisors to Venue Procedure 262-9

Supervisors to Venue Window

262-10 Oracle Student System User’s Guide

 263
Student Examination Details Procedure

This chapter describes how to maintain student examination details. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Student Examination Details Procedure
■ Student Examination Details Window

Student Examination Details Procedure 263-1

Definition

Definition
The student examination details procedure overrides student seat numbers, creates
examination time slots, and records examination attendance details.

Overview
The Student Examination Details window overrides a student’s seat allocation
within an examination venue, records an individual student’s examination time slot
and duration, and enters examination attendance details.
Overriding a student's seat allocation in an examination can be required for a
number of reasons, for example, in a case in which two students are suspected of
collusion and the system has seated them side by side.
Entering a student's time slot or duration is used for scheduled examinations for
which students may only need to make brief attendance, for example, a music
examination may be scheduled for three hours. However, each student may only be
required for fifteen minutes within the three hours. By entering the student's time
slot and duration, appointments can be scheduled for each student.
The examination attendance details are entered from the attendance rolls that are
completed and returned by the examination supervisor. The Student Examination
Details window is used to enter the students who failed to attend their examination.

Features
The Student Examination Details window includes the following features:
■ The Order By overlay is used to select the particular order or combination of
orders in which the student examination instance details are displayed.
■ A user can retrieve the examination period using one of the following methods:
■ selecting an examination period from the list of values
■ performing a query to retrieve a known examination period
■ All examination session venues are displayed for the examination period.
Queries can be performed to retrieve particular sessions, for example, sessions
on a particular day or sessions at a particular location or venue.
■ For each examination session venue, the students expected to attend are
displayed in the Student Examination Instance region.

263-2 Oracle Student System User’s Guide

 Maintaining Student Examination Details Procedure

Maintaining Student Examination Details Procedure

The Maintain Student Examination Details procedure includes the following parts:
■ Overriding Student Seat Numbers
■ Creating Examination Time Slots
■ Entering Examination Attendance Details

Overriding Student Seat Numbers

To override a student seat number, perform the following steps.
1. In Oracle Student System, navigate to the Student Examination Details window
as follows:
Academic Progress - Assessment - Student Examination Details
2. Enter data in appropriate fields.
3. Alter the seat number by modifying the student’s system-assigned seating
allocation.
Note:When altering a student’s seat allocation, the new seat allocation cannot
be already occupied.
Alterations to seat numbers in the Student Examination Details window are
reflected in the Examination Attendance report.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Creating Examination Time Slots

To create an examination time slot, perform the following steps.
1. In Oracle Student System, navigate to the Student Examination Details window
as follows:
Academic Progress - Assessment - Student Examination Details
2. Enter data in appropriate fields.
3. Enter a student's time slot or duration as required.

Student Examination Details Procedure 263-3

Maintaining Student Examination Details Procedure

Note: When entering a student’s time slot and duration, overlapping can occur
to accommodate multiple examiners working concurrently.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Entering Examination Attendance Details

To enter an examination attendance detail, perform the following steps.
1. In Oracle Student System, navigate to the Student Examination Details window
as follows:
Academic Progress - Assessment - Student Examination Details
2. Enter data in appropriate fields.
3. To indicate the student’s attendance within the examination session perform
one of the following:
■ If all or the majority of students attended the examination, click the Default
Attended button, and select the check box for those students who did not
attend.
This is faster than individually clicking each student’s check box, and is the
recommended method.
■ Individually update each student who attended by selecting the Attended
check box.
This method is only recommended when working with very small sets of
students.
Note: Queries can be performed on students for all fields except Name.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

263-4 Oracle Student System User’s Guide

 Student Examination Details Window

Student Examination Details Window

Figure 263–1 Student Examination Details Window

Student Examination Details Procedure 263-5

Student Examination Details Window

263-6 Oracle Student System User’s Guide

 264
Special Consideration Application Details
Procedure

This chapter describes how to register special consideration application details. The
following sections are in this chapter:
■ Definition
■ Overview
■ Registering Special Consideration Application Details Procedure
■ Special Consideration Application Details Window

Special Consideration Application Details Procedure 264-1

Definition

Definition
The special consideration application details procedure registers special
consideration application details for student assessment items.

Overview
The Special Consideration Application Details window registers a student's request
for special consideration in assessment for a unit.
Special consideration categories details are created and maintained in the Special
Consideration Categories window.
Details of sought outcomes and actual outcomes are created and maintained in the
Special Consideration Outcomes window.
For information on the Special Consideration Application Details procedure, see
Special Consideration for Students, Chapter 242, Assessments Overview.

264-2 Oracle Student System User’s Guide

 Registering Special Consideration Application Details Procedure

Registering Special Consideration Application Details Procedure

The Special Consideration Application Details procedure includes the following
parts:
■ Selecting Student Unit Attempts
■ Registering Special Consideration Applications
■ Entering Special Consideration Application Outcomes

Selecting Student Unit Attempts

To perform a query to select student unit attempts, perform the following steps.
1. In Oracle Student System, navigate to the Special Consideration Application
Details window as follows:
Academic Progress - Assessment - Special Applications
2. Perform a query to locate a student.
Note: Queries can be performed on single fields or on combinations of any field
except Name.
3. Alternatively, click the Find Person button and perform a query to locate a
student.
4. Select the student unit attempt record.
Note: Details about assessment items under special consideration for a
particular student’s assessment unit attempt are displayed in the Special
Consideration Application region.

Registering Special Consideration Applications

The following information applies to this procedure:
■ A special consideration application can be entered more than once for a student
unit assessment item if the date that is received is different each time.
■ Special consideration applications cannot be registered if the student unit
attempt is discontinued, unconfirmed, or invalid.
To register special consideration applications individually, perform the following
steps.
5. From the list of values, select the assessment item for special consideration.

Special Consideration Application Details Procedure 264-3

Registering Special Consideration Application Details Procedure

Note: The date received defaults to the current date. However, an earlier date
can be entered.
6. Select the special consideration category for which the student is applying.
7. Optionally, enter the estimated processing days.
Note: This indicates the time in which the application is reviewed and a
decision is made.
8. Optionally, select the student’s desired outcome.
If all or the majority of unit assessment items should be registered for special
consideration, the Default Application Detail button can be used.
9. Select the required student unit attempt.
Note: The date received is automatically set as the current date. However, an
earlier date can be entered.
10. Click the Default Application Detail button to display the overlay.

11. Select the special consideration category for which the student is applying.

12. Optionally, enter the estimated processing days.

Note: This indicates the time in which the application is reviewed and a
decision is made.
13. Optionally, enter the student’s desired outcome.

14. Click OK to return to the main screen.

A special consideration application is created for each unit assessment item, with
the exception of those that already exist. The detail of each application is defaulted
from the information entered in the Default Application Detail region. Any
assessment items not required can be deleted.

Entering Special Consideration Application Outcomes

To enter a special consideration application outcome, perform the following steps.
15. Select the required special consideration application record.

16. Select the actual outcome for the application.

Note: The date notified is inserted when the Notification of Special

Consideration Application Outcome to Student report is run.

264-4 Oracle Student System User’s Guide

 Registering Special Consideration Application Details Procedure

17. Click the Other Assessment Item Details button to display information about
the unit assessment item.
18. Save or save and continue as follows:

File - Save or Save and Proceed

19. Close the window.

Special Consideration Application Details Procedure 264-5

Special Consideration Application Details Window

Special Consideration Application Details Window

Figure 264–1 Special Consideration Application Details Window

264-6 Oracle Student System User’s Guide

 265
Mark/Grade Entry Configuration Procedure

This chapter describes how to maintain results entry configurations. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Mark/Grade Entry Configuration Procedure
■ Mark/Grade Entry Configuration Window

Mark/Grade Entry Configuration Procedure 265-1

Definition

Definition
The mark/grade entry configuration procedure sets up the Mark/Grade Entry
Configuration window.

Overview
This window is used to define the configuration of the manual mark/grade entry
window and the electronic upload process.
This window has the following regions:
■ The Online Keying Configuration region determines how results are entered in
the Mark/Grade Entry window.
■ The Electronic Upload Configuration determines how validation checks are
performed during the Electronic Upload process in the Outcome Upload File
window and the Upload Student Unit Attempt Outcomes process window.

265-2 Oracle Student System User’s Guide

 Maintaining Mark/Grade Entry Configuration Procedure

Maintaining Mark/Grade Entry Configuration Procedure

The Maintain Results Entry Configuration procedure has the following parts:
■ Online Keying Configuration
■ Electronic Upload Configuration

Online Keying Configuration

The following information applies to this procedure:
■ The Key Check Digit check box requires the user to enter the last two digits of
the Person Number to validate that the correct record is being updated before a
result can be entered. If this check box is not selected, the field is suppressed in
the Mark/Grade Entry window.
■ The Collect Mark check box inserts a mark for each record. If this check box is
not selected, the Mark field is suppressed in the Mark/Grade Entry window.
■ The Mark Entry Mandatory check box requires the user to enter a mark for each
record where the grade has an equivalent mark range.
■ The Derive Grade check box is used to enter only a mark against the record. The
system automatically derives and inserts the grade for the relevant mark range
from the grading schema.
■ The Invalid Mark/Grade Allowed check box allows a grade other than that
normally corresponding to the mark to be entered if the grade is within the
relevant grading schema.
■ The Overwrite Grades Allowed check box allows users to overwrite an existing
recommended outcome. If the new outcome differs from the original, a warning
prompts for confirmation of this action. If institutions double-key results, this
validation identifies keying errors.
To determine the Online Keying Configuration, perform the following steps.
1. In Oracle Student System, navigate to the Mark/Grade Entry Configuration
window as follows:
Academic Progress - Grades & Transcripts - Configure Mark/Grade Entry
2. Enter data in appropriate fields.
3. Select or deselect the check boxes affecting the entry of results in the
Mark/Grade Entry window.

Mark/Grade Entry Configuration Procedure 265-3

Maintaining Mark/Grade Entry Configuration Procedure

Note: When using the Invalid Grades Allowed, Mark Entry Mandatory and
Derive Grade check boxes, the Collect Mark check box must also be selected.
For information on the manual entering of results, see Manual Entering of
Results, Chapter 243, Assessments Functions and Maintenance.

Electronic Upload Configuration

Options selected in these fields determine how validations perform in the Outcome
Upload File and the Upload Student Unit Attempt Outcomes process.
For information on the Electronic Upload procedure, see Electronic Upload of
Results, Chapter 242, Assessments Overview and Electronic Upload of Results,
Chapter 243, Assessments Functions and Maintenance.
The following system-defined options are available for validation:
■ The Abort File option allows validation of remaining records to continue if any
individual record fails validation. Records that fail validation are entered with
the reason in an exception report. The file is not loaded into Oracle Student
System.
■ The Do Not Load option causes the file validation process to ignore any
individual records that fail validation and enter them with the reason in an
exception report. Records that fail validation are not loaded into Oracle Student
System. However, all other records are loaded into the validated batch table, but
not always uploaded into the database; for example, units discontinued after
file validation.
■ The Holding option causes the file validation process to tag individual records
that fail validation and enter them with the reason in an exception report.
Records tagged as Holding are processed when the Upload Student Unit
Attempts Outcome process is run and are normally entered in Oracle Student
System as non-enrolled student outcomes. These records are viewed using the
Non-Enrolled Student Outcomes window. In some cases the records are not
loaded into the non-enrolled student outcome structure; for example, units
discontinued after the file is validated or non-enrolled outcome already exists
are not included.
■ The Warning Only option appears as a warning on the exception, but the
record is loaded. Only the Mark/Grade Invalid validation includes this option.
The following upload file validations are set in this window:

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 Maintaining Mark/Grade Entry Configuration Procedure

■ The Person Does Not Exist validation is used if the Person number of the
upload record does not match the Person number of any student records in
Oracle Student System. This validation does not include the Holding option.
■ The No Program Attempts validation is used if the record has a valid person
number, however, the student has no program attempt entered. This validation
does not include the Holding option.
■ The Unit Not Enrolled validation is used if the record is for a student who is
currently enrolled at the institution, however, the student is not enrolled in the
unit in the teaching period to which the results file applies.
■ The Unit Discontinued validation is used if the record is for a student who was
enrolled in the unit in the relevant teaching period but has withdrawn from the
unit.
■ The Grade Exists validation is applied to a record from which an outcome for
the student unit attempt was entered. This validation does not have the
Holding option.
■ The Grade Invalid validation is used if a record lists a grade that is not within
the grading schema for the student unit attempt. This validation does not have
the Holding option.
■ The Mark/Grade Invalid validation is used if a record lists a grade that is
within the relevant grading schema for the student unit attempt, however, the
grade does not relate to the mark range for the Mark entered. This validation
also includes the Warning Only option.
To determine the electronic upload configuration, perform the following steps.
4. Select upload file validation options in the appropriate fields.
Note: In the Electronic Upload procedure, records are validated for a mark
where the Mark Entry Mandatory check box is selected in the Online Keying
Configuration. Records with a grade that has a mark range and no mark
entered are not uploaded and details appear in the exception report.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Mark/Grade Entry Configuration Procedure 265-5

Mark/Grade Entry Configuration Window

Mark/Grade Entry Configuration Window

Figure 265–1 Mark/Grade Entry Configuration Window

265-6 Oracle Student System User’s Guide

 266
Grading Schemas Procedure

This chapter describes how to maintain grading schemas. The following sections are
in this chapter:
■ Definition
■ Overview
■ Maintaining Grading Schemas Procedure
■ Grading Schemas Window

Grading Schemas Procedure 266-1

Definition

Definition
The grading schemas procedure maintains the set of grading schemas.

Overview
The Grading Schemas window maintains basic grading schema details and the
available grades within each schema. The need to create new schema or new
versions of existing schemas is determined by the policy of the institution. Grading
schemas are used by the manual entry result procedure and the electronic upload
procedure, to determine the grades that can be applied to student unit attempts.
Grading schemas are linked to units in the Basic Unit Details window and to unit
sections in the Unit Sections window.
Within a grading schema, the use of a grade for publication is specified. A grade can
be published in the following ways:
■ notice board
■ official notification, such as transcripts and certificates of results
■ newspaper
■ internal documents such as draft transcripts and academic histories
For information on grading schemas, see Grading Schema Procedures, Chapter 243,
Assessments Functions and Maintenance.
For information on manual entry of results, see Manual Entering of Results,
Chapter 243, Assessments Functions and Maintenance.
For information on the electronic upload process, see Electronic Upload of Results,
Chapter 243, Assessments Functions and Maintenance.

266-2 Oracle Student System User’s Guide

 Maintaining Grading Schemas Procedure

Maintaining Grading Schemas Procedure

The Grading Schemas procedure includes the following parts:
■ Creating a New Grading Schema
■ Entering Grades in a Grading Schema
Queries can be performed to retrieve existing grading schemas or create new
schemas.

Creating a New Grading Schema

To create a new grading schema, perform the following steps.
1. In Oracle Student System, navigate to the Grading Schemas window as follows:
Academic Progress - Grades & Transcripts - Grading Schemas
2. Enter data in appropriate fields.
3. Enter a unique grading schema code.
Note: The version number is inserted by the system when the schema is saved.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Entering Grades in a Grading Schema

The following information applies to this procedure:
■ The Grade Point Average Value is used in the calculation of program grade
point averages.
■ The external grade is the alternate grade that appears on external publications.
■ A grade is designated as a special grade type to indicate that the grade has
special meaning when applied to a student unit. For example, the assessor at
Location X uploads the results first with a grade with a special grade type.
When the assessor at Location Y uploads the results, the student’s replaceable
grade is updated to the actual grade.
■ The replaceable grade special grade type can be replaced during the
electronic upload process. For example, a student may be enrolled in a unit
at Location X, but actually does the unit at Location Y. The assessor at

Grading Schemas Procedure 266-3

Maintaining Grading Schemas Procedure

Location X has no knowledge of the student and gives the student the
replaceable grade, for example, XN. However, the assessor at Location Y
knows the student, assesses the student, and awards the student an actual
grade.
■ The supp-exam special grade type indicates that the student was granted a
supplementary exam. This is used by Oracle Student System to identify
supplementary examination students whose details are to be passed to the
exam timetabling subsystem for a special or supplementary examination
period.
■ The special-exam special grade type indicates that the student was granted
a special or deferred examination. This is used by Oracle Student System to
identify special examination students whose details are to be passed to the
exam timetabling subsystem for a special or supplementary examination
period.
■ The conceded-pass special grade type indicates a pass was granted in a unit
attempt for institution defined reasons. It can be recognized as part of
progression and program completion rules.
■ The Select Grade Inclusion check box indicates if the grade is included in the
corresponding published window.
■ The notional percentage grade distribution fields indicate the minimum and
maximum percentage of students to achieve a certain grade, for example, the
usual expected distribution. No system functionality is currently associated
with this.
■ The System Assigned check box indicates that the grade can only be assigned
by Oracle Student System, not by the user. Currently there is no validation
preventing users from entering a grade set as system assigned.
■ The Default Outstanding Grade check box sets the grade as the grade to be
inserted by the Insert Administrative Grades procedure, if an alternate grade is
not specified as a parameter.
The following notes apply when entering grades into the grading schema:
■ Grades cannot be added to a grading schema that does not have a current or
future date range.
■ A non-current grading schema cannot be assigned to a unit section.
■ If there are several versions of a particular grading schema, only one can have
no end date. All others must have an end date.

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 Maintaining Grading Schemas Procedure

■ If there are several versions of a particular grading schema, the date ranges
cannot overlap.
■ The mark ranges for different grades within the schema cannot overlap.
■ If either the upper or lower mark range is set, both must be set.
■ Only one grade within a grading schema can be set as the default outstanding
grade.
■ The Grade Translations button navigates in context to the Grading Schema
Grade Translations window. This window is used to translate grades from one
grading schema to another, when there is a relationship between a unit grading
schema and a program grading schema.
■ If a grading schema grade was mapped to another grade for grade translation
in the Grading Schema Translations window, its system result type cannot be
altered.
The following notes apply to administrative unit status:
■ Mapping withdrawal grades to the administrative unit status Discontin is
performed in the Maintain Administrative Unit Statuses window.
■ Only one withdrawal grade in each grading schema can be mapped to a specific
administrative unit status.
■ If a student is discontinued and only one grading schema is mapped to the
administrative unit status, that grade is entered for the student.
■ If a student is discontinued and there are multiple grading schemas mapped to
the administrative unit status, the discontinuation process examines which
grading schema is mapped to the student's unit attempt and inserts the
corresponding grade.
To enter grades within a grading schema, perform the following steps.
1. In Oracle Student System, navigate to the Grading Schemas window as follows:
Academic Progress - Grades & Transcripts - Grading Schemas
2. Enter data in appropriate fields in the Grading Schema Grade region.
3. Select a system result type.
Note: The system result type is a broad grouping of grades and has various
functional roles in the Progression and Enrollment subsystems. The chosen
result type should reflect the ultimate outcome. For example, for a grade of
withdrawn-fail, the result type should be Fail, not Withdrawn.

Grading Schemas Procedure 266-5

Maintaining Grading Schemas Procedure

4. Optionally, set the lower and upper values of the mark range.
Note: This defines the range of marks within the grade. For example, a range of
60 to 69 is set to equal Credit. Oracle Student System uses this range to validate
grades and derive grades from marks.
5. Enter the grade rank.
Note: The grade rank is a numerical order of the grade. For example, HD is set
to equal 1, Distinction is set to equal 2, Credit is set to equal 3, and Fail is set to
equal 7. The rules require that each grade is given a unique rank and that the
order is 1 equals the highest grade, 2 equals the next highest and so forth. Grade
rank is also used in progression rules.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

266-6 Oracle Student System User’s Guide

 Grading Schemas Window

Grading Schemas Window

Figure 266–1 Grading Schemas Window

Grading Schemas Procedure 266-7

Grading Schemas Window

266-8 Oracle Student System User’s Guide

 267
Grading Schema Grade Translations
Procedure

This chapter describes how to maintain grading schema grade translations. The
following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Grading Schema Grade Translations Procedure
■ Grading Schema Grade Translations Window

Grading Schema Grade Translations Procedure 267-1

Definition

Definition
The grading schema grade translations procedure maps one grading schema to
another for grade translations.

Overview
The Grading Schema Grade Translations window creates relationships between unit
grading schemas and program grading schemas for grade translations.
Unit sections must have a grading schema assigned in the Unit Sections window.
However, program offering patterns can also be assigned a grading schema in the
Program Offering Patterns window. Outcomes are entered in the context of the unit
section grading schema. If a student is enrolled in the unit offering and also in the
program, and the unit section Unit Grading Schema Precedence check box is not set,
the student’s recorded unit outcome must be translated to the corresponding grade
in the program grading schema. To do this, relationships must be established
between grades in the unit grading schema and the program grading schema.
Grade translations are performed by the Translate Student Unit Attempt Outcomes
procedure.
For information on grading schemas, see Grading Schema Procedures, Chapter 243,
Assessments Functions and Maintenance.

267-2 Oracle Student System User’s Guide

 Maintaining Grading Schema Grade Translations Procedure

Maintaining Grading Schema Grade Translations Procedure

The following information applies to this procedure:
■ The Grading Schema Grade Translations window must be entered in context
through the Grade Translation button in the Grading Schemas window.
To maintain grading schema grade translations, perform the following steps.
1. In Oracle Student System, navigate to the Grading Schema Grade Translations
window as follows:
Academic Progress - Grades & Transcripts - Grading Schemas
The Grading Schemas window appears.
2. Click Grade Translations.
The Grading Schema Grade Translations window appears.
3. Retrieve the To grading schema by performing a query in the To Grading
Schema region.
Note: If the context schema is already mapped to at least one schema, Oracle
Student System performs an autoquery in the To Grading Schema region and
retrieves the first schema.
4. Map From grades to To grades for translation by selecting a grade from the list
of values in the From Grade Field in the Grading Schema Grade Translation
region or by entering a valid grade.
The list of values lists only those grades in the From grading schema.
5. For the same highlighted record, select the grade to which the from grade
translates from the list of values in the To Grade field in the Grading Schema
Grade Translation region or enter a valid grade.
The list of values lists only those grades in the To grading schema.
6. Click the From Schema Mappings button to display the From grading schema
in context.
All mapped grades in every From grading schema are displayed.
7. Click the To Schema Mappings button to display the To grading schema in
context.
All mapped grades in every To grading schema are displayed.
8. Save or save and continue as follows:

Grading Schema Grade Translations Procedure 267-3

Maintaining Grading Schema Grade Translations Procedure

File - Save or Save and Proceed

9. Close the window.

267-4 Oracle Student System User’s Guide

 Grading Schema Grade Translations Window

Grading Schema Grade Translations Window

Figure 267–1 Grading Schema Grade Translations Window

Grading Schema Grade Translations Procedure 267-5

Grading Schema Grade Translations Window

267-6 Oracle Student System User’s Guide

 268
Mark/Grade Entry Procedure

This chapter describes how to maintain marks or grades. The following sections are
in this chapter:
■ Definition
■ Overview
■ Maintaining Mark/Grade Entry Procedure
■ Mark/Grade Entry Window

Mark/Grade Entry Procedure 268-1

Definition

Definition
The mark/grade entry procedure maintains student results by manually entering
marks and grades.

Overview
The Mark/Grade Entry window is used to manually enter student unit attempt
outcomes.
The configuration of the Mark/Grade Entry window is defined in the Mark/Grade
Entry Configuration window.
The operation of this window differs depending on whether grades are entered for
a particular result sheet or a unit section.
The Result Sheet and Unit Section regions are not queryable.
Grades and marks that are saved are not displayed in this window if the window is
re-entered or records are queried to ensure data integrity.
For information on the manual entry of results, see Manual Entering of Results,
Chapter 243, Assessments Functions and Maintenance.

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 Maintaining Mark/Grade Entry Procedure

Maintaining Mark/Grade Entry Procedure

The Maintaining Mark/Grade Entry procedure includes the following parts:
■ Using Result Sheet Number
■ Adding Student Unit Attempt Outcomes
■ Using Unit Section Details

Using Result Sheet Number

To use the result sheet number, perform the following steps.
1. In Oracle Student System, navigate to the Mark/Grade Entry window as
follows:
Academic Progress - Grades & Transcripts - Enter Marks/Grades
2. Enter data in appropriate fields.
3. Enter the result sheet number, which is displayed at the top right of the result
sheet.
For information on result sheets, see Entering Results, Chapter 243,
Assessments Functions and Maintenance.
4. Click the Enter Grades button to display the Mark/Grade Entry window.
The window displays the students enrolled at the time the mark sheet was
produced. They are displayed in either person ID or name order, depending on
the order in which they are displayed on the result sheet.
5. If the ID Check field is displayed, enter the last two digits of the person number.
This field is used to verify that the details entered are for the correct person. The
cursor advances to the Mark or the Grade field.
6. If the Mark field is displayed, enter the student’s mark.
This field can be configured as mandatory. If so, a mark must be entered if the
grade has a mark range in the grading schema.
7. To move the cursor from the Mark field to the Grade field, press the Tab key.
8. Enter the student’s grade.
Note: This is not required if the form has been configured to derive the grade
from the mark.

Mark/Grade Entry Procedure 268-3

Maintaining Mark/Grade Entry Procedure

9. To advance to the next student, press the next record key, which is the Down
Arrow key, or the next record button in the tool bar.
If values must be re-entered, a dialog box is displayed, alerting the user to the
discrepancy and displaying both the original and new values. The user is
prompted to choose either the original or the new value by clicking the relevant
button.
10. Save or save and continue as follows:

File - Save or Save and Proceed

Adding Student Unit Attempt Outcomes

The following information applies to this procedure:
■ Student unit attempt outcomes are frequently handwritten at the bottom of
result sheets. In such cases, students can be added to the result screen if they are
enrolled in the context unit section.
■ Students added to the list are displayed at the bottom of the list without being
sorted by person number if the result sheet number is used to access the list.
■ The Add Non-Enrolled Student button invokes the Non-Enrolled Student
Outcomes window, which displays details of students who were added to the
result sheet but are not displayed in the Mark/Grade Entry window, and
therefore cannot be selected by clicking the Add Person button.
To add a student who was enrolled in the unit location or mode after the mark sheet
was produced, perform the following steps.
11. Click the Add Student button to display the Add Student to Mark Sheet
overlay.
12. Select the person ID from the list of values.

13. Click the Back button to insert the student at the bottom of the list and return to
the main window.
14. Enter the student unit attempt outcome values.

15. Save or save and continue as follows:

File - Save or Save and Proceed

Using Unit Section Details

The following information applies to this procedure:

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 Maintaining Mark/Grade Entry Procedure

■ The Include Discontinued Students checkbox includes, in the Mark/Grade

Entry window, the records of students who discontinued the unit.
To enter unit section details, perform the following steps.
16. Enter data in appropriate fields.

17. Enter the unit section details.

18. Select the sort order in the Sort By dropdown list.

19. Click the Enter Grades button to display the Mark/Grade Entry window.

The window displays all students enrolled in the unit before or after the mark
sheet was produced.
Note: The Add Student button is disabled.
20. If the ID Check field is displayed, enter the last two digits of the person ID.

This field is used to verify that the details entered are for the correct person. The
cursor advances to the Mark or the Grade field.
21. If the Mark field is displayed, enter the student’s mark.

This field can be configured as mandatory. If so, a mark must be entered if the
grade has a mark range in the grading schema.
22. To move the cursor from the Mark field to the Grade field, press the Tab key.

23. Enter the student’s grade.

Note: This is not required if the form has been configured to derive the grade
from the mark.
24. To advance to the next student, press the Next Record key, which is the Down
Arrow key, or the Next Record button in the tool bar.
If values must be re-entered, a dialog box is displayed, alerting the user to the
discrepancy and displaying both the original and new values. The user is
prompted to choose either the original or the new value by clicking the relevant
button.
25. Save or save and continue as follows:

File - Save or Save and Proceed

26. Close the window.

The Add Non-Enrolled Student button invokes the Non-Enrolled Student

Outcomes window, which displays details of students who were added to the result

Mark/Grade Entry Procedure 268-5

Maintaining Mark/Grade Entry Procedure

sheet but are not displayed in the Mark/Grade Entry window, and therefore cannot
be selected by clicking the Add Person button.

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 Mark/Grade Entry Window

Mark/Grade Entry Window

Figure 268–1 Mark/Grade Entry Window

Mark/Grade Entry Procedure 268-7

Mark/Grade Entry Window

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 269
Non-Enrolled Student Outcomes Procedure

This chapter describes how to add non-enrolled student outcomes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Non-Enrolled Student Outcomes Procedure
■ Non-Enrolled Student Outcomes Window

Non-Enrolled Student Outcomes Procedure 269-1

Definition

Definition
The non-enrolled student outcomes procedure maintains non-enrolled student
outcomes.

Overview
The Non-Enrolled Student Outcomes window records details of student unit
attempt outcomes added to the mark sheet, if students are not enrolled in the
context unit section. However, the student must be entered in Oracle Student
System.
Typically, if a student is not displayed on the result entry window in the
Mark/Grade Entry window, the system tries to add the student using the Add
Student procedure. If that is not possible because the student is not enrolled in the
unit offering, details of the student’s unit attempt outcome can be entered in this
window for later resolution. It is also possible that the student may be enrolled in
another section of the same unit, in which case the student’s outcome can still be
entered in the Mark/Grade Entry window.
The window can be accessed through a menu or by clicking the Add Non-Enrolled
Student button in the Mark/Grade Entry window. The details entered in this
window can be printed in the Non-Enrolled Student Unit Attempt Outcome Report
for resolution by an assessments specialist.
For information on the result sheet entry process, see Entering Results, Chapter 243,
Assessments Functions and Maintenance.

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 Maintaining Non-Enrolled Student Outcomes Procedure

Maintaining Non-Enrolled Student Outcomes Procedure

The Maintaining Non-Enrolled Student Outcomes procedure includes the following
parts:
■ Entering New Non-Enrolled Student Outcomes
■ Querying Existing Non-Enrolled Student Outcomes

Entering New Non-Enrolled Student Outcomes

To enter a new non-enrolled student outcome, perform the following steps.
1. In Oracle Student System, navigate to the Non-Enrolled Student Outcomes
window as follows:
Academic Progress - Grades & Transcripts - Non-Enrolled Unit Attempt
2. Enter the known person number or click the Find Person button to display the
Find Person window.
3. Perform a query to retrieve person details.
Click OK to return to the Non-Enrolled Student Outcomes window.
4. Enter data in appropriate fields.
5. Optionally, enter the program code.
The list of values displays all program attempts for the selected student.
6. Enter the unit offering pattern, that is the unit code, version, calendar type, and
teaching period.
Note: When the unit code is entered, the list of values displays all offering
patterns for the unit.
Note: When the unit code is entered, the version, calendar type, and teaching
period appear by default.
7. Select the required unit offering pattern.
If the window is accessed via Mark/Grade Entry, the context unit offering
pattern is automatically displayed.
8. Optionally, enter unit section details: location, unit mode, and unit class.
If the window is accessed through the Mark/Grade Entry window, the context
unit section details are automatically displayed.

Non-Enrolled Student Outcomes Procedure 269-3

Maintaining Non-Enrolled Student Outcomes Procedure

9. Enter the mark and grade.

Note: Entering the grade inserts the relevant grading schema details. If the
details are not entered, the grading schema list of values displays an aggregated
list of grades from all schema associated with the unit section details entered.
The creation method is inserted by Oracle Student System and indicates how
the non-enrolled outcome was entered: manually keyed or electronic upload
process.
10. Select the resolved check box when the student's enrollment in this unit is
investigated and resolved, and records are corrected.
11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

Querying Existing Non-Enrolled Student Outcomes

The following information applies to this procedure.
■ A mark or grade must be entered.
■ A person cannot be added who does not have at least one program attempt
entered.
To query an existing non-enrolled student outcome, perform the following steps.
1. In Oracle Student System, navigate to the Non-Enrolled Student Outcomes
window as follows:
Academic Progress - Grades & Transcripts - Non-Enrolled Unit Attempt
2. Enter data in appropriate fields.
3. Perform a query to retrieve existing records.
4. Select the Include Resolved Outcomes check box to return all records in the
query including those whose Resolved check box is selected.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

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 Non-Enrolled Student Outcomes Window

Non-Enrolled Student Outcomes Window

Figure 269–1 Non-Enrolled Student Outcomes Window

Non-Enrolled Student Outcomes Procedure 269-5

Non-Enrolled Student Outcomes Window

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 270
Outcome Upload File Procedure

This chapter describes how to validate outcome upload files. The following sections
are in this chapter:
■ Definition
■ Overview
■ Validating Outcome Upload File Procedure
■ Outcome Upload File Window

Outcome Upload File Procedure 270-1

Definition

Definition
The outcome upload file procedure validates the files of student unit attempt
outcomes for electronic upload from external applications.

Overview
The Outcome Upload File window is used to validate an assessor's file of results for
a unit in the Electronic Upload procedure. The records within the file are validated
according to the upload file validations configured in the Mark/Grade Entry
Configuration window. Records that could not be validated are displayed in the
Electronic Outcome Upload Validation Exception Report.
For information on the electronic result file and an example of the file format, see
Electronic Upload of Results, Chapter 243, Assessments Functions and
Maintenance.
The following topics are included in this section:
■ After Validation Information
■ Example of Upload File Format
■ Causes for Failure
■ Validation Errors
■ Validation Actions

After Validation Information

After validation is completed, Oracle Student System attempts to validate each
record in the file and store the details in a temporary area before loading them into
the system as student unit results.
If the system is unable to validate the file, an error message is displayed with
possible causes.
When the file is validated, various types of errors can be encountered. If any abort
errors are encountered, the validation process continues, but the file contents are
not loaded into the system.
When the procedure finishes, a window showing a summary of the validation is
displayed. It provides a count of the number of errors, warnings, abort errors, and
successful records encountered while validating the file. If no warning, errors, or
abort errors are encountered, the user is given the option of generating a report of

270-2 Oracle Student System User’s Guide

 Overview

the summary details. Otherwise, an exception report is automatically produced and

displayed on screen, with the option to print.
The exception report gives details of all warnings, errors, and abort errors
encountered and the action taken by the system. Actions taken depend on how the
system administrator has configured the procedure.
Records displayed with the Warning message are generally minor problems such as
a surname misspelled. These records are still loaded into the system. The assessor
can fix the error before attempting to upload the file again.
Records displayed with an Error message are not loaded into the system. These
records have more serious problems which must be corrected by the assessor before
any attempt to upload the file again. However, when these errors are encountered
during the validation, subsequent clear records are still validated and uploaded.
Records displayed with a Fatal message prevent any further records from being
loaded into the system whether or not they are validated. The validation of the file
is continued and exceptions are displayed in the report. Fatal errors must be
corrected by the assessor before the file can be uploaded.
If exceptions are encountered that must be resolved by the assessor, this procedure
can take several attempt to upload all student unit attempt outcomes.

Example of Upload File Format

The following is an example of the upload file format:
person ID, surname, name, mark, grade, unit, location, mode, class
96882635, BLACK,J OANNE ELIZABETH, 95, HD, MLC101, G,O N, D
96534266, DAVIES, ALEXANDER, 63, C, MLC101, B, ON, D 97118902,
EVANS,J ANET BRIDGET, 78, D, MLC101, B, OFF, X 97192345, FRANCIS,C
HRISTINE MARY, WN, MLC101, G,O N, D 97204578, GRANT,S EBASTIAN, 55,
P, MLC101, W, ON, D.

Causes for Failure

The following are possible causes for failure:
■ The path or filename is incorrect.
■ The file is not a comma delimited text file.
■ The file includes column headings.

Outcome Upload File Procedure 270-3

Overview

■ The file contents are in conflict with details entered in window. For example,
file gives details of student unit attempts at Location X, but window details
specify Location Y.

Validation Errors
The following are possible validation errors in the file:
■ The grade must have a mark specified.
■ The specified grade is not valid for the student.
■ The person ID does not exist in the system.
■ The surname in the file does not match the surname recorded on the system.
■ The student is discontinued from the unit attempt.
■ The student already has an outcome for the unit attempt.
■ The system is unable to determine the grading schema for the unit attempt. If
this occurs, the administrator must be contacted.
■ The student is not enrolled in the unit within the specified period.
■ The person has no any program attempts recorded.
■ The mark is not within the allowable range for the specified grade.

Validation Actions
The following action can be taken for these validations:
■ Warning: There is a minor problem with the record, however, the record is still
loaded into the system.
■ Error: The record is not loaded into the system, however, the validation of the
file continues.
■ Fatal: No records are loaded into the system, however, the validation of the file
continues.

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 Validating Outcome Upload File Procedure

Validating Outcome Upload File Procedure

The following information applies to this procedure:
■ A file cannot be uploaded that contains multiple unit section records; only one
unit section at a time can be transacted.
■ The upload file cannot contain headings.
To validate an outcome upload file, perform the following steps.
1. In Oracle Student System, navigate to the Outcome Upload File window as
follows:
Academic Progress - Grades & Transcripts - Electronic Outcome Upload File
2. Enter data in appropriate fields.
3. Enter the unit section details.
Note: These details are optional. However, if the records in the file relate to a
single unit location, unit mode, or unit class, it is strongly recommended that
the details be entered in the appropriate fields. This assists in identifying the
validated file when it is loaded into the database.
4. Enter the full path and filename including the extension of the upload file as in
the following example:
c:\mydocument\myresultfile.csv
5. Click the Validate File button to validate the upload file.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Outcome Upload File Procedure 270-5

Outcome Upload File Window

Outcome Upload File Window

Figure 270–1 Outcome Upload File Window

270-6 Oracle Student System User’s Guide

 271
Student Unit Attempt Outcomes Procedure

This chapter describes how to amend marks and grades. The following sections are
in this chapter:
■ Definition
■ Overview
■ Amending Student Unit Attempt Outcomes
■ Student Unit Attempt Outcomes Window

Student Unit Attempt Outcomes Procedure 271-1

Definition

Definition
The student unit attempt outcomes procedure amends student unit attempt
outcomes.

Overview
The Student Unit Attempt Outcomes window amends the marks or grades entered
for a student's unit attempt. It is typically used to amend results after bulk keying
outcomes in the Mark/Grade Entry window. These changes can occur before or
after results are finalized and published.
Finalized outcomes cannot be overridden unless the finalized indicator is changed
first, which is not recommended. The usual practice is to create a new outcome
record to replace a finalized grade.
Recommended outcomes can be amended either by overwriting the existing grade
or mark, which is not recommended; or by creating a new outcome record to
replace the existing grade or mark.
If large numbers of amendments to recommended outcomes are required following
Boards of Examiners or equivalent authorities meetings, the Mark/Grade Entry
window can be used to overwrite outcomes. However, this is only possible if the
window was configured to enable overwriting of grades in the Mark/Grade Entry
Configuration window.
Outcome records are displayed in date order, forming a history of outcome changes.
For information on entering results, see Entering Results, Chapter 243, Assessments
Functions and Maintenance.

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 Amending Student Unit Attempt Outcomes

Amending Student Unit Attempt Outcomes

The following information applies to this procedure:
■ The outcome date is inserted automatically by the system.
■ Where the Translate Student Unit Attempt Outcome procedure is run for the
student, the translated grade is displayed.
■ The creation method indicates that the result has been manually keyed. For
existing results, it indicates if they were manually keyed, entered through the
Electronic Upload procedure, or the result of unit discontinuances.
■ The Finalized check box of the replacement grade defaults to the status of the
grade being replaced. It can be amended if required.
■ The Times Keyed field indicates how many times an existing result was keyed
in the Mark/Grade Entry window.
To add a student unit attempt, perform the following steps.
1. In Oracle Student System, navigate to the Student Unit Attempt Outcomes
window as follows:
Academic Progress - Grades & Transcripts - Amend Marks/Grades
2. Perform a query to locate student unit attempts.
Queries can be performed on single fields or on combinations of any field
except name.
3. Select the student unit attempt.
4. Enter data in appropriate fields.
The following information applies to this step:
■ Outcomes can be entered only against units that are listed as Enrolled,
Complete, or Discontin.
■ A mark or grade that is defined as finalized cannot be updated unless the
Finalized check box is deselected and the record saved, or the outcome is
the result of a unit discontinuance.
■ Previously entered results cannot be deleted. A new outcome record
defaults to the previously entered results status of finalized or
recommended.
■ A discontinued outcome can be changed only by modifying, that is,
overwriting, the outcome. In such cases, the creation method remains listed

Student Unit Attempt Outcomes Procedure 271-3

Amending Student Unit Attempt Outcomes

as Discontin. New or replacement outcomes cannot be created for

discontinued outcomes.
■ When a user modifies a student unit attempt outcome or creates a new
outcome, the updated or new outcome is translated if the previous outcome
was translated.
■ Finalized records cannot be modified.
5. Optionally, insert a mark.
6. Insert a grade.
Note: Oracle Student System attempts to derive the grade from the mark if a
grade is not entered.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

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 Student Unit Attempt Outcomes Window

Student Unit Attempt Outcomes Window

Figure 271–1 Student Unit Attempt Outcomes Window

Student Unit Attempt Outcomes Procedure 271-5

Student Unit Attempt Outcomes Window

271-6 Oracle Student System User’s Guide

 272
Produce Transcript Procedure

This chapter describes how to produce academic transcripts for students. The
following sections are in this chapter:
■ Definition
■ Overview
■ Producing Academic Transcript Procedure
■ Produce Transcript Window

Produce Transcript Procedure 272-1

Definition

Definition
The transcript procedure creates academic transcripts for students.

Overview
An academic transcript is a student’s academic record. Details to be included in the
transcript are determined by the institution. Specialist users configure the transcript
templates and parameters.
Note: The template used to produce a letter is entered in the Transcript Types
window. The control.doc file must be in the c:\tmp directory and the required
template must be in the specified template directory.
A Busy dynamic prompt appears when producing or rejecting a transcript to
indicate that Oracle Student System is obtaining data to create the transcript, or
deleting the transcript.

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 Producing Academic Transcript Procedure

Producing Academic Transcript Procedure

To produce an academic transcript for a student, perform the following steps.
1. In Oracle Student System, navigate to Produce Transcript window as follows:
Academic Progress - Grades and Transcript - Produce Transcript
2. Query the appropriate record.
3. Enter data in appropriate fields.
The following information applies to this step:
■ In the Order By field, unit results are displayed chronologically by year or
are grouped by program.
■ Transcript types are defined by the institution in the Transcript Types
window.
4. In the Current/Future Units, select one of the following values:
■ Current Academic Year Only to display the current academic year’s
enrolled units in the academic transcript
■ Current and Future Academic Years to display the current academic year’s
enrolled units and future academic year’s enrolled units recorded through
preenrolment in the academic transcript
■ Exclude Current and Future Units to exclude all current and future enrolled
units from the academic transcript
5. In the Exclude Research Units field, select Yes to exclude research units
undertaken as part of a research program from the academic transcript.
6. In the Exclude Unit Category field, select the institution-defined unit category
to be excluded from the academic transcript. Selecting a unit category prevents
all units in that unit category from appearing in the academic transcript.
7. In the Include Fail Grades field, select No to prevent student unit attempt
outcomes with a system result type of Fail from appearing in the academic
transcript.
8. In the Program field, select a program code from the list of values. The list of
values includes all student program attempts except those with a status of
Unconfirm.

Produce Transcript Procedure 272-3

Producing Academic Transcript Procedure

9. In the Include Related Program(s) field, select Yes to include details of other
program attempts the student completed that are related to the program
attempt specified in the Program field.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Click Produce Transcript to preview and print the academic transcript.

12. Click Reject Transcript to delete the academic transcript that is produced.

13. Close the window.

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 Produce Transcript Window

Produce Transcript Window

Figure 272–1 Produce Transcript Window

Produce Transcript Procedure 272-5

Produce Transcript Window

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 273
Transcript Types Procedure

This chapter describes how to maintain transcript types. The following sections are
in this chapter:
■ Definition
■ Overview
■ Maintaining Transcript Types Procedure
■ Transcript Types Window

Transcript Types Procedure 273-1

Definition

Definition
The transcript types procedure maintains institution-defined transcript types.

Overview
The Transcript Types window records institution defined transcript types.
This window is used to create the available set of transcript types used when
transcripts are produced online for individuals or in batch mode for multiple
persons.
Each transcript type is mapped to a system letter definition, which is identified by a
correspondence type and letter reference number. System letter definitions are
maintained in the Maintain System Letter window, where each is mapped to a
template file.

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 Maintaining Transcript Types Procedure

Maintaining Transcript Types Procedure

The following information applies to this procedure:
■ Once a transcript type has been created, its system letter definition mapping
cannot be updated.
■ Only system letter definitions with a system reference type of TRN can be used.
■ Once used in Oracle Student System, transcript types should not be deleted.
The Closed check box must be selected to prevent further use.
To maintain a transcript type, perform the following steps.
1. In Oracle Student System, navigate to the Transcript Types window as follows:
Academic Progress - Grades & Transcripts - Transcript Type
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Transcript Types Procedure 273-3

Transcript Types Window

Transcript Types Window

Figure 273–1 Transcript Types Window

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 274
Assessments Concurrent Processes
Procedure

This chapter describes how to run Assessments concurrent processes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Assessments Concurrent Process Procedure
■ Default Examination Venue Session Availability Concurrent Process
■ Insert Administrative Grades Concurrent Process
■ Translate Student Unit Attempt Outcomes Concurrent Process
■ Finalize Outcomes Concurrent Process
■ Produce Student Assignment Cover Sheet Concurrent Process
■ Academic Transcript Concurrent Process
■ Examination Packaging Labels Report Concurrent Process
■ Examination Supervisor Labels Concurrent Process
■ Student Examination Notification Letter Concurrent Process
■ Notification to Student of Special Consideration Application Outcome
Concurrent Process
■ Required Examinations Report Concurrent Process
■ Seating Allocation Report Concurrent Process
■ Exam Attendance Rolls Concurrent Process

Assessments Concurrent Processes Procedure 274-1

 ■ Non-Enrolled Student Outcomes Report Concurrent Process
■ Applications for Special Consideration in Assessment Concurrent Process
■ Unit Review Report Concurrent Process
■ Unit Attempt Outcome Noticeboard Report Concurrent Process
■ Unit Clash Report Concurrent Process
■ Assignment Due Date Summary Report Concurrent Process
■ Student Examination Location Report Concurrent Process
■ Special Consideration Outcome Report Concurrent Process
■ Result Entry Control Sheet Concurrent Process
■ Automatically Maintain Student Unit Attempt Assessment Items Concurrent
Process
■ Apply Unit Assessment Item Modification to Students Concurrent Process
■ Initiate Tracking Items for Assignments Concurrent Process
■ Result Sheet Concurrent Process
■ Electronic Outcome Upload Validation Exception Report Concurrent Process
■ Electronic Outcome Upload Report Concurrent Process
■ Invalid Grade Report Concurrent Process

274-2 Oracle Student System User’s Guide

 Overview

Definition
The Assessments concurrent processes maintain and monitor Assessments
subsystem functionality.

Overview
Assessments concurrent processes assign examination venues, administer
assessment items and conduct exams, administer special assessment considerations,
perform conflict checking on exam schedules, administer exam materials and
correspondence, rectify student enrollments, produce mark and grade entry sheets,
upload grades from an external application, convert recommended grades to
finalized status and rectify invalid grades, translate grading schemas, insert
administrative grades, produce academic transcripts, and report grades.

Assessments Concurrent Processes Procedure 274-3

Assessments Concurrent Process Procedure

Assessments Concurrent Process Procedure

To run an Assessments concurrent process, perform the following steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Request window appears.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the tables in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

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 Default Examination Venue Session Availability Concurrent Process

Default Examination Venue Session Availability Concurrent Process

For a selected examination period, the Default Examination Venue Session
Availability concurrent process makes all venues available, assigns open venues to
exam sessions, and creates venue availability records. If venues are unavailable
during the examination period, or if sessions are not required at a venue, the
corresponding availability records are manually deleted in the Venue Session
Availability window.

Table 274–1 Default Examination Venue Session Availability Concurrent Process

Parameters
Parameter Description
Examination Calendar examination calendar

The Default Examination Venue Session Availability concurrent process is run by an

Assessments specialist before creating an examination timetable, or as required.
Typically, this concurrent process is run in batch mode, but it can be run online,
particularly with a specific examination calendar.

Assessments Concurrent Processes Procedure 274-5

Insert Administrative Grades Concurrent Process

Insert Administrative Grades Concurrent Process

The Insert Administrative Grades concurrent process inserts default or specified
administrative grades for student unit attempts that are not assessable, such as
audit enrollments, or that lack a recorded outcome.

Table 274–2 Insert Administrative Grades Concurrent Process Parameters

Parameter Description
Assessment Calendar assessment calendar
Teaching Calendar teaching calendar
Owning Organizational owning organizational unit
Unit
Unit Code identifies unit
Unit Location place in which institution conducts business or holds classes
Unit Mode means by which unit is studied
Unit Class high level day and time indicator or unit section number
Insert Default from if selected, inserts default outstanding grade specified in
Grading Schema relevant grading schema
Note: For information on defining a default outstanding grade,
see Chapter 266, Grading Schemas Procedure.
Grade to Insert grade inserted instead of grading schema default outstanding
grade; mandatory when Insert Default from Grading Schema
check box is not selected
Insert Outcomes as if selected, inserts grades as finalized instead of recommended
Finalized
Assessable Units units not indicated as assessable in Basic Unit Details window
to be processed by concurrent process
Non Assessed Students students with nonassessment unit attempts in the Student
Enrollments window to be processed by concurrent process

The Insert Administrative Grades concurrent process is run by an Assessments

specialist before student unit results are released, to prevent blank grades on results
publications, such as statements of results, or as required. Typically, this concurrent
process is typically run in batch mode, but it can be run online, particularly with a
small data set, such as a specific unit code.

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 Translate Student Unit Attempt Outcomes Concurrent Process

Translate Student Unit Attempt Outcomes Concurrent Process

The Translate Student Unit Attempt Outcomes concurrent process updates student
unit attempt outcomes while translating recommended unit offering option grading
schema grades to overriding program offering pattern grading schema grades
under the following conditions:
■ grading schema is recorded for the program offering pattern
■ Unit Grading Schema Precedence check box is not selected for the unit offering
option grading schema
■ student unit attempt outcome is not been finalized
■ student program attempt status is not Unconfirmed or Deleted
■ student unit status is Enrolled
■ relationship created in the Grading Schema Grade Translations window exists
between the unit offering option grading schema and the overriding program
offering pattern grading schema
Table 274–3 Translate Student Unit Attempt Outcomes Concurrent Process
Parameters
Parameter Description
Assessment Calendar assessment calendar
Teaching Calendar teaching calendar
Program Group program collection with common institution-defined properties
Program Code identifies program
Program Responsible program responsible organizational unit
Organizational Unit
Program Location program location
Program Attendance program attendance mode
Mode
Unit Code identifies unit
Unit Owning unit owning organizational unit
Organizational Unit
Unit Location unit location
Unit Mode means by which unit is studied
Unit Class high level day and time indicator or unit section number

Assessments Concurrent Processes Procedure 274-7

Translate Student Unit Attempt Outcomes Concurrent Process

Table 274–3 Translate Student Unit Attempt Outcomes Concurrent Process

Parameters
Parameter Description
Allow Translation of if selected, allows translation of invalid mark and grade
Invalid Grades combinations

Outcomes are always entered using the unit section grading schema. The
concurrent process updates the existing grade based on the mapping between the
grade in the unit section grading schema and the grade in the program offering
pattern grading schema. For example, a unit section grade is D - Distinction and the
unit section grading schema is mapped to a Pass-Fail program offering pattern
grading schema, in which all passing grades are mapped to the grade Pass. When
the concurrent process is run, the D-Distinction grade is translated to Pass.
The Translate Student Unit Attempt Outcomes concurrent process is run in batch
mode by an Assessments specialist before outcomes are finalized at the end of the
results processing cycle in teaching or assessment periods. This concurrent process
does not produce an exception report, but does produce a log file listing exceptions.

274-8 Oracle Student System User’s Guide

 Finalize Outcomes Concurrent Process

Finalize Outcomes Concurrent Process

The Finalize Outcomes concurrent process changes the status of specified student
unit attempt outcomes from Recommended to Finalized. Outcomes must be
finalized before they can be published.

Table 274–4 Finalize Outcomes Concurrent Process Parameters

Parameter Description
Assessment Calendar assessment calendar
Teaching Calendar teaching calendar
Program Group program collection with common institution-defined properties
Program Code identifies program
Program Responsible program responsible organizational unit
Organizational Unit
Program Location program location
Program Attendance program attendance mode
Mode
Unit Code identifies unit
Unit Owning unit owning organizational unit
Organization Unit
Unit Location unit location
Unit Mode means by which unit is studied
Unit Class high level day and time indicator or unit section number
Allow Finalization of if selected, allows invalid mark and grade combinations to be
Invalid Grades finalized

The Finalize Outcomes concurrent process is run by an Assessments specialist

before student unit attempt outcomes are published, or as required. Typically, this
concurrent process is run in batch mode, but it can be run online, particularly with a
small data set, such as a specific unit code.

Assessments Concurrent Processes Procedure 274-9

Produce Student Assignment Cover Sheet Concurrent Process

Produce Student Assignment Cover Sheet Concurrent Process

The Produce Student Assignment Cover Sheet concurrent process automatically
creates an extract file with records that enable the printing of cover sheets for
student assignments to be tracked, and a correspondence item record for each cover
sheet.

Table 274–5 Produce Student Assignment Cover Sheet Concurrent Process

Parameters
Parameter Description
Academic Calendar twelve-month period representing academic activities’ cycle
Teaching Calendar teaching calendar
Program Code identifies program
Unit Code identifies unit
Unit Location unit location
Unit Mode means by which unit is studied
Unit Class high level day and time indicator or unit section number
Person any individual in Oracle Student System
Assessment Item ID system-generated number identifying assessment item

The Produce Student Assignment Cover Sheet concurrent process is run in batch
mode as required. This concurrent process is dependent on the Initiate Tracking
Items for Assignments concurrent process, which must run first. Parameters set in
the Initiate Tracking Items for Assignments concurrent process become the default
parameters for the Produce Student Assignment Cover Sheet concurrent process,
and cannot be changed.
The Produce Student Assignment Cover Sheet concurrent process generates the
Create Assignment Cover Sheets report.

274-10 Oracle Student System User’s Guide

 Academic Transcript Concurrent Process

Academic Transcript Concurrent Process

The Academic Transcript concurrent process produces academic transcripts for
individual students or for groups of students. Academic transcripts can also be
produced through the Produce Transcript window.
For information on the Produce Transcript window, see Chapter 272, Produce
Transcript Procedure.

Table 274–6 Academic Transcript Concurrent Process Parameters

Parameter Description
Program Responsible program responsible organization unit
Organization Unit
Program Group program collection with common institution-defined properties
Program Code identifies program
Program Location program location
Program Mode program mode
Award Program program yielding award upon successful completion
Program Attempt Status status derived by system based upon student’s enrollment
Program Progression program progression status
Status
Graduand Status graduand’s current status
Person ID Group group of persons with common characteristic
Person Number individual person
Transcript Type transcript type
Include FAIL Grades include Fail grades
Enrolled Units enrolled units
Exclude Research Units exclude research units
Exclude Unit Category exclude unit category
Extract Program Code extract program category
Include Related include related programs
Programs
Internal Sort Order internal sort order

Assessments Concurrent Processes Procedure 274-11

Academic Transcript Concurrent Process

Table 274–6 Academic Transcript Concurrent Process Parameters

Parameter Description
Multiple Record Sort multiple record sort order
Order
Create Correspondence create correspondence items
Items

274-12 Oracle Student System User’s Guide

 Examination Packaging Labels Report Concurrent Process

Examination Packaging Labels Report Concurrent Process

The Examination Packaging Labels Report concurrent process produces large labels,
with exam details only, for packages of examination materials sent to examination
location supervisors. These labels are used as a checklist when sending and
receiving materials, to ensure the correct materials are included in each package,
and to display special instructions or announcements for the examination. The list
of materials on a label comes from the supplied, allowable, and non-allowable
examination materials entered for the examination.

Table 274–7 Examination Packaging Labels Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Examination Period when examinations are held
Examination Date examination date
Examination Session examination session
Examination Location examination location type
Type
Examination Location examination location
Unit Code identifies unit
Assessment Item assignment student is required to complete for unit

The Examination Packaging Labels Report concurrent process is run by an

Assessments specialist before and during examination periods. Typically, this
concurrent process is run in batch mode, but it can be run online, particularly with a
small data set, such as a specific assessment item.

Assessments Concurrent Processes Procedure 274-13

Examination Supervisor Labels Concurrent Process

Examination Supervisor Labels Concurrent Process

The Examination Supervisor Labels concurrent process produces labels for mailing
external examination papers and examination session information to examination
supervisors, particularly those in charge of external locations. Examination
supervisors must have a correspondence address entered before a label can be
produced.

Table 274–8 Examination Supervisor Labels Concurrent Process

Parameter Procedure
Runtime Comment comment that appears on header page of report
Examination Period when examinations are held
Exam Session exam session
Exam Location Type exam location type
Exam Location exam location
Supervisor Type institution-defined classification of supervisor for assessment or
research
Unit Code identifies unit
Assessment Item ID system-generated number identifying assessment item
Report Sort Option report sort options

The Examination Supervisor Labels concurrent process is run by an Assessments

specialist before and during examination periods, or as required. The concurrent
process can be run only after the examination timetable is created. A previous
examination calendar is used if labels are required before the examination timetable
can be created. Typically, this concurrent process is run in batch mode, but it can be
run online, particularly with a small data set, such as a specific unit code.

274-14 Oracle Student System User’s Guide

 Student Examination Notification Letter Concurrent Process

Student Examination Notification Letter Concurrent Process

Table 274–9 Student Examination Notification Letter Concurrent Process Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Examination Period when examinations are held
Teaching Period teaching period
Commercial Program commercial program owning organizational unit
Owning Organizational
Unit
Program Responsible program responsible organizational unit
Organizational Unit
Unit Code identifies unit
Unit Mode means by which unit is studied
Unit Class high level day and time indicator or unit section number
Unit Location unit location
Person Number individual person
Introductory Free Text introductory free text
Closing Free Text closing free text
Instructions for Variation instructions for variation free text
Free Text
Signatory signatory
Return Address Type return address type
Commercial Client commercial credit return address type
Return Address Type
Venue Address Type venue address type
Return Organizational return organizational unit
Unit
Register Correspondence register correspondence

Assessments Concurrent Processes Procedure 274-15

Notification to Student of Special Consideration Application Outcome Concurrent Process

Notification to Student of Special Consideration Application Outcome

Concurrent Process
The Notification to Student of Special Consideration Application Outcome
concurrent process produces correspondence informing students about the
outcomes of their applications for special consideration and creates a
correspondence item record for each letter produced.

Table 274–10 Notification to Student of Special Consideration Application Outcome

Concurrent Process Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Assessment Period assessment period
Teaching Period teaching period
Return Organizational return organizational unit
Unit
Return Address Type return address type
Program Responsible program responsible organizational unit
Organizational Unit
Program Location program location
Program Mode program mode
Unit Code identifies unit
Person Number individual person ID for which notification letter is run
Applications Created application created start date; allows report to be run for
Start Date applications received after this date
Applications Created applications created end date; allows report to be run for
End Date applications received before this date
Introductory Message introductory message
Special Instructions special instructions
Signatory signatory
Signatory Title signatory title
Register as register as correspondence
Correspondence

274-16 Oracle Student System User’s Guide

 Notification to Student of Special Consideration Application Outcome Concurrent Process

The Notification to Student of Special Consideration Application Outcome

concurrent process is run by an Assessments specialist regularly throughout an
assessment period, after special consideration applications are reviewed, and as
required. Typically, this concurrent process is run in batch mode, but it can be run
online, particularly with a small data set, such as a specific person ID or unit code.
The Notification to Student of Special Consideration Application Outcome
concurrent process produces the Notification of Special Consideration Application
Outcome to Student report.

Assessments Concurrent Processes Procedure 274-17

Required Examinations Report Concurrent Process

Required Examinations Report Concurrent Process

The Required Examinations Report concurrent process provides details of
examinations to be scheduled during an examination period. This concurrent
process is used primarily by institutions that do not use examination timetabling
functionality to schedule examinations, however, other institutions can use it also.

Table 274–11 Notification to Student of Special Consideration Application Outcome

Concurrent Process Parameters
Parameter Description
Run Time Comment comment that appears on header page of report
Examination Period when examinations are held
Teaching Period teaching period
Owning Organizational owning organizational unit
Unit
Unit Code identifies unit
Unit Mode means by which unit is studied
Unit Location code of location owned or used by institution
Examination examination responsibility
Responsibility
Sort By sort by
Text File if selected, comma-delimited text file of report is produced in
immediate mode

The report includes the following details:

■ examination duration numbers of students enrolled in On and Off modes
■ units with the same examination
■ constraints considered when compiling a timetable
■ whether exams are central or non-central
Note: Central exams are scheduled exams administered by a central
organizational unit, such as a registrar’s office. Non-central exams are
scheduled exams administered by a non-central organizational unit, such as an
individual academic department.

274-18 Oracle Student System User’s Guide

 Required Examinations Report Concurrent Process

Typically, the Required Examinations Report concurrent process is run by an

Assessments specialist or examination timetabler immediately before an
examination schedule is produced, for all examinations in an assessment period,
although a subset of the examinations can be reported. This concurrent process is
run in either batch or immediate modes, however, if it is run in batch mode, an
output file of the report cannot be produced.
Before this concurrent process is run, all student unit attempt assessment items
relevant to an assessment period must be recorded by running the Automatically
Maintain Student Unit Attempt Assessment Items and the Apply Unit Assessment
Item Modification to Students concurrent processes.

Assessments Concurrent Processes Procedure 274-19

Seating Allocation Report Concurrent Process

Seating Allocation Report Concurrent Process

The Seating Allocation Report concurrent process provides details of seats allocated
to students at examination venues. It is used to inform students about their
examination locations and to allow supervisors to seat students correctly, in
conjunction with the Exam Attendance Rolls concurrent process.

Table 274–12 Seating Allocation Report Concurrent Process Parameters

Parameter Description
Run Time Comment comment that appears on header page of report
Examination Calendar examination calendar
Examination Location examination location
Examination Venue examination venue
Examination Date examination date
Examination Session examination session
Unit Code identifies unit
Display Options person details to be displayed
Note: Typically, Person ID Surname is used to run the report for
examination supervisors.
Report Sort Options report sort options

The Seating Allocation Report concurrent process is run by an Assessments

specialist before and during examination periods. Typically, this concurrent process
is run in batch mode, but it can be run online, particularly with a small data set,
such as a specific examination session.
The Seating Allocation Report concurrent process produces the Seating Allocation
Report.

274-20 Oracle Student System User’s Guide

 Exam Attendance Rolls Concurrent Process

Exam Attendance Rolls Concurrent Process

The Exam Attendance Rolls concurrent process produces a list of students expected
to attend a specific examination venue and session. Examination supervisors use
these lists to record student attendance and comments about students.

Table 274–13 Exam Attendance Rolls Concurrent Process Parameters

Parameter Description
Run Time Comment comment that appears on header page of report
Examination Calendar examination calendar
Centrally Managed if selected, allows report to display central examinations only,
Examinations Only non-central examinations only, or both
Unit Code identifies unit
Assessment Item assignment student is required to complete for unit
Internal and External if selected, allows report to display internal exam locations and
Locations venues only, external exam locations only, or both
Examination Location examination location
Examination Venue examination venue
Examination Date examination date
Examination Session examination session
Report Sort Options report sort options
Report Body Sort report body sort options
Options

The Exam Attendance Rolls concurrent process is run by an Assessments specialist

before and during examination periods. Typically, this concurrent process is run in
batch mode, but it can be run online, particularly with a small data set, such as a
specific examination session.
The Exam Attendance Rolls concurrent process produces the Exam Attendance
Rolls report.

Assessments Concurrent Processes Procedure 274-21

Non-Enrolled Student Outcomes Report Concurrent Process

Non-Enrolled Student Outcomes Report Concurrent Process

The Non-Enrolled Student Outcomes Report concurrent process provides details of
non-enrolled students with outcomes for all non-enrolled students in an assessment
period, or a subset of non-enrolled students in a selected period of time, for
example, since the concurrent process was last run.

Table 274–14 Non-Enrolled Student Outcomes Report Concurrent Process

Parameters
Parameter Description
Run Time Comment comment that appears on header page of report
Assessment Calendar assessment calendar
Teaching Period teaching period
Owning Organizational owning organizational unit
Unit
Unit Code identifies unit
Unit Location unit location
Unit Mode means by which unit is studied
Unit Class high level day and time indicator or unit section number
Which Non Enrolled if selected, allows report to be produced for unresolved
Outcomes outcomes, resolved outcomes, or both
Creation Method if selected, allows report to be produced for keyed outcomes,
uploaded outcomes, or both
Start Update Period start update period
End Update Period end update period

The Non-Enrolled Student Outcomes Report concurrent process is run by an

Assessments specialist when processing assessment results. Results are either
manually entered in Oracle Student System when students unknown to the system
are recorded as non-enrolled, or loaded through the electronic upload process when
records that fail validation and records that fail to upload are recorded as
non-enrolled.
For information on non-enrolled student outcomes, see Chapter 269, Non-Enrolled
Student Outcomes Procedure.

274-22 Oracle Student System User’s Guide

 Non-Enrolled Student Outcomes Report Concurrent Process

The Non-Enrolled Student Outcomes report lists student, program, and unit details
for which an outcome is recorded. Administrators use this information to resolve
non-enrolled student outcomes. A check box in the Non-Enrolled Student
Outcomes window is selected to indicate that a non-enrolled student outcome is
resolved.
If a student with a non-enrolled student outcome is enrolled in the unit in the same
teaching period, details of the actual unit attempt are displayed in the report. If the
student is not enrolled, the value Unknown appears in the Location, Class, and
Status fields. The Comments field is reserved for handwritten comments.

Assessments Concurrent Processes Procedure 274-23

Applications for Special Consideration in Assessment Concurrent Process

Applications for Special Consideration in Assessment Concurrent

Process
The Applications for Special Consideration in Assessment concurrent process
provides details of students who have applied for special consideration to assist the
unit coordinator or unit contact responsible for deciding whether to grant special
consideration.

Table 274–15 Applications for Special Consideration in Assessment Concurrent

Process Parameters
Parameter Description
Run Time Comment comment that appears on header page of report
Assessment Period assessment period
Teaching Period teaching period
Owning Organizational owning organizational unit
Unit
Unit Code identifies unit
Unit Location place in which institution conducts business or holds classes
Unit Mode means by which unit is studied
Unit Class high level day and time indicator or unit section number
Application Receiving application receiving start date; each time report is run, it selects
Start Date applications created after previous run, unless another date is
specified in this field; typically set to day after last time report
run
Note: If this report is run twice on the same day, changes made
after the first run are not reflected.
Application Receiving application receiving end date
End Date
Include Unit defines whether unit contact, unit coordinator, or both appear
Coordinators/Unit on each page of report
Contacts
Unit unit coordinator/contact address type
Coordinator/Contact
Address Type
Message 1 - general general instructions and information that appear on front page
instructions/information of report

274-24 Oracle Student System User’s Guide

 Applications for Special Consideration in Assessment Concurrent Process

Table 274–15 Applications for Special Consideration in Assessment Concurrent

Process Parameters
Parameter Description
Message 2 - outcome outcome notes that appear on front page of report
notes
Message 3 - General additional general instructions and information that appear
Instructions/Informa- below unit contact or unit coordinator details in report’s body
tion
Unit Coordinator Title unit coordinator title; appears at bottom of each page in report
Chair of Board of chair of Board of Examiners title; appears at bottom of each
Examiners Title page in report

The Applications for Special Consideration in Assessment concurrent process is run

by an Assessments specialist during assessment periods, and as required. Typically,
this concurrent process is run in batch mode, but it can be run online, particularly
with a small data set, such as a specific unit code.
The Applications for Special Consideration in Assessment concurrent process
produces the Application for Special Consideration report, presented in landscape
mode. The first page displays information on special consideration categories and
outcomes for each unit offering option.

Assessments Concurrent Processes Procedure 274-25

Unit Review Report Concurrent Process

Unit Review Report Concurrent Process

The Unit Review Report concurrent process displays recommended marks and
grades, finalized marks and grades, or both to allow an institution’s Board of
Examiners to identify outcomes to be amended. This concurrent process can also be
run during the cleanup process for all finalized but incomplete results.

Table 274–16 Unit Review Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Assessment Period assessment period
Teaching Period teaching period
Owning Organizational owning organizational unit
Unit
Include Child if selected, child organizational units are included in report; if
Organizational Unit deselected, only top-level or direct owner of organizational
units is displayed in report
Chair of Examination chair of Examination Board name label; appears at end of each
Board Name Label unit list
Chair of Examination chair of Examination Board signature label; appears at end of
Board Signature Label each unit list
Chair of Assessment chair of assessment panel name label; appears at end of each
Panel Name Label unit list
Chair of Assessment chair of assessment panel signature label; appears at end of each
Panel Signature Label unit list
Unit Code identifies unit
Unit Location unit location
Unit Mode means by which unit is studied
Unit Class high level day and time indicator or unit section number
Grade Type grade type, including Recommended, Finalized or Both
System Result Type system result type, defaults to All
Note: This parameter is useful when reporting incomplete
grades.
GRADE1 Grade1
GRADE2 Grade2

274-26 Oracle Student System User’s Guide

 Unit Review Report Concurrent Process

Table 274–16 Unit Review Report Concurrent Process Parameters

Parameter Description
GRADE3 Grade3
GRADE4 Grade4
Sort By sort by

The Unit Review Report concurrent process is run by an Assessments specialist

throughout an assessment period, or as required. Typically, this concurrent process
is run in batch mode, but it can be run online, particularly with a small data set,
such as a specific unit code.
The Unit Review Report concurrent process produces the Unit Review Report,
presented in landscape mode. This report can display recommended, finalized, or
both outcomes. If the report displays both outcomes, a label indicates whether the
outcome is recommended or finalized. If an outcome includes invalid mark or
grade combinations, the Forced label appears after the grade. Space is provided at
the end of each unit list for the names and signatures of the Examination Board and
Assessment Panel chairs.

Assessments Concurrent Processes Procedure 274-27

Unit Attempt Outcome Noticeboard Report Concurrent Process

Unit Attempt Outcome Noticeboard Report Concurrent Process

The Unit Attempt Outcome Noticeboard Report concurrent process produces a list
of student unit attempt outcomes for display on notice boards. It provides
maximum flexibility with several sort combinations.

Table 274–17 Unit Attempt Outcome Noticeboard Report Concurrent Process

Parameters
Parameter Description
Run Time Comment comment that appears on header page of report
Assessment Calendar assessment calendar
Teaching Period teaching period
Program Responsible program responsible organizational unit
Organization Unit
Program Group program collection with common institution-defined properties
Program Code identifies program
Program Location program location; selects all students with matching program
location; includes all enrolled units regardless of unit location.
Program Mode program mode, selects all students with matching program
mode; includes all enrolled units in program regardless of unit
mode
Unit Code identifies unit
Unit Location unit location
Unit Mode means by which unit is studied
Unit Class high level day and time indicator or unit section number
Include Marks if selected, report’s Marks field appears; defaults to No
Sort By sort by

The Unit Attempt Outcome Noticeboard Report concurrent process is run by an

Assessments specialist regularly at the end of an assessment period. Typically, this
concurrent process is run in batch mode, but it can be run online, particularly with a
small data set, such as a specific unit code.
The Unit Attempt Outcome Noticeboard Report concurrent process produces the
Unit Attempt Outcome Noticeboard report.

274-28 Oracle Student System User’s Guide

 Unit Clash Report Concurrent Process

Unit Clash Report Concurrent Process

The Unit Clash Report concurrent process produces a list of all units with
examinations scheduled in a specified examination period. It also lists any units
with examinations scheduled at the same time, if schedule conflicts exist for
students enrolled in the units.

Table 274–18 Unit Clash Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Examination Period when examinations are held
Teaching Period teaching period
Unit Code identifies unit
Unit Location place in which institution conducts business or holds classes
Minimum Number of Co minimum number of co-enrolled students that must exist before
Enrolled Students report is produced
Report Sort Options report sort options

The Unit Clash Report concurrent process is run by an Assessments specialist before
examination timetabling as required.
The Unit Clash Report concurrent process produces the Unit Clash report, listing
details for each unit and examination location in which scheduling conflicts exist for
students enrolled in the units. The institution’s timetabling process resolves these
conflicts.

Assessments Concurrent Processes Procedure 274-29

Assignment Due Date Summary Report Concurrent Process

Assignment Due Date Summary Report Concurrent Process

The Assignment Due Date Summary Report concurrent process summarizes
assignments due and received for a specific assessment period or teaching period,
including assignment extension details.

Table 274–19 Assignment Due Date Summary Report Concurrent Process

Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Assessment Calendar assessment calendar
Owning Organizational organizational unit that owns assignment or assignments
Unit
Unit Mode means by which unit is studied
Format format

The Assignment Due Date Summary Report concurrent process is run by an

Assessments or assignment specialist at the beginning of a teaching period, or at
other times as required, but no more than once per week during a period in which
assignments are due.
The Assignment Due Date Summary Report concurrent process produces the
Assignment Due Date Summary report.

274-30 Oracle Student System User’s Guide

 Student Examination Location Report Concurrent Process

Student Examination Location Report Concurrent Process

The Student Examination Location Report concurrent process identifies
examination location conflicts in which off-campus students’ examination locations
conflict with their correspondence address, and students who have not selected an
examination location, such as overseas students.

Table 274–20 Student Examination Location Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Examination Period when examinations are held
Teaching Period teaching period
Exam Location exam location
Unit Location unit location
Post Code post code
Address Type address type; identifies address lines used; defaults to address
type used most recently
Town / City town/city
State / Region state/region
County county
Report Sort Options report sort options

The Student Examination Location Report concurrent process is run by an

Assessments specialist before examination periods, or as required. Typically, this
concurrent process is run in batch mode, but it can be run online, particularly with a
small data set, such as a specific exam location.
The Student Examination Location Report concurrent process produces the Student
Examination Location report.

Assessments Concurrent Processes Procedure 274-31

Special Consideration Outcome Report Concurrent Process

Special Consideration Outcome Report Concurrent Process

The Special Consideration Outcome Report concurrent process provides details
about students who apply for special consideration and the status of their
applications. It is used to manage special consideration applications or to send to
organizational units.

Table 274–21 Special Consideration Outcome Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Assessment Period assessment period
Teaching Period teaching period
Parent Organizational superior organizational unit
Unit
Unit Owning unit owning organizational unit
Organizational Unit
Unit Code identifies unit
Unit Location place in which institution conducts business or holds classes
Unit Class high level day and time indicator or unit section number
Person Number individual person
Applications Keyed only applications entered after this date are reported
Since Date
Application Status application status
Include Keys to if selected, includes keys to categories and outcomes, which
Categories/Outcomes typically print after each owning organizational unit
Report Sort Options report sort options

The Special Consideration Outcome Report concurrent process is run in both

scheduler and immediate modes by an Assessments specialist as required by the
institution.
The Special Consideration Outcome Report concurrent process produces the Special
Consideration Outcome report, listing each application for special consideration
with details about the student unit attempt and assessment item involved, recorded
outcomes, and application-related dates. Special consideration applications for

274-32 Oracle Student System User’s Guide

 Special Consideration Outcome Report Concurrent Process

assessment items linked to discontinued student unit attempts and student

program attempts are also displayed.

Assessments Concurrent Processes Procedure 274-33

Result Entry Control Sheet Concurrent Process

Result Entry Control Sheet Concurrent Process

The Result Entry Control Sheet concurrent process tracks the movement of mark
sheets.

Table 274–22 Result Entry Control Sheet Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Assessment Period assessment period
Owning Organizational owning organizational unit
Unit
Note: Active organizational units only are displayed. If closed
organizational units are required, the percent sign, %, must be
used instead of selecting an item from the list of values.
Unit Code unit code; using percent sign, %, specifies groups of units; not
used to specify single unit
Teaching Period teaching period
Unit Location place in which business conducts business or holds classes
Note: Active locations only are displayed. If closed locations are
required, the percent sign, %, must be used instead of selecting
an item from the list of values.
Unit Mode means by which unit studied
Note: Active modes only are displayed. If closed modes are
required, the percent sign, %, must be used instead of selecting
an item from the list of values.
Sort By sort by

The Result Entry Control Sheet concurrent process is run by an Assessments

specialist in immediate mode only after result sheets are produced. This concurrent
process is dependent on the Result Sheet concurrent process.
The Result Entry Control Sheet concurrent process produces the Result Entry
Control Sheet report, listing mark sheets specified by the parameters and important
dates in the mark sheet management process. This report also produces an output
file in the user's root directory that can be opened by a word processing,
spreadsheet, or database application.

274-34 Oracle Student System User’s Guide

 Automatically Maintain Student Unit Attempt Assessment Items Concurrent Process

Automatically Maintain Student Unit Attempt Assessment Items

Concurrent Process
The Automatically Maintain Student Unit Attempt Assessment Items concurrent
process automatically associates default assessment items and assessment patterns
for a unit offering pattern with students enrolled in the unit.

Table 274–23 Automatically Maintain Student Unit Attempt Assessment Items

Concurrent Process Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Report Level level of information displayed in exception report
Select Either Previous if selected, previous exception report is duplicated without
Log Date further processing and all other parameters are ignored
Or Combination of the twelve-month period representing academic activities’ cycle
Following (Academic
Calendar
Teaching Calendar teaching calendar
Program Code identifies program
Unit Code identifies unit
Student Number) student number

When a student's unit attempt status changes to Enrolled, default assessment items
or assessment patterns for the unit offering pattern are assigned to the student.
When a student's unit attempt status changes from Enrolled to Discontinued,
Unconfirmed, Deleted, or Invalid, the assessment items or assessment patterns are
deleted. When a student changes location or unit class, assessment items or
assessment patterns that no longer apply to the new location or unit class are
deleted, and new assessment items or assessment patterns are assigned to the
student. Details about student records that cannot be changed are reported as
exceptions in the exception report.
The Automatically Maintain Student Unit Attempt Assessment Items concurrent
process is run by an Assessments specialist or run automatically at least weekly
during an enrollment period, before assignment cover sheets are printed, and as
required at other times. This concurrent process is usually run with the Apply Unit
Assessment Item Modification to Students concurrent process.

Assessments Concurrent Processes Procedure 274-35

Automatically Maintain Student Unit Attempt Assessment Items Concurrent Process

If records cannot be processed because they are locked by another concurrent

process, the Automatically Maintain Student Unit Attempt Assessment Items
concurrent process can be run again. If a lock persists, the database administrator
must investigate.

274-36 Oracle Student System User’s Guide

 Apply Unit Assessment Item Modification to Students Concurrent Process

Apply Unit Assessment Item Modification to Students Concurrent

Process
The Apply Unit Assessment Item Modification to Students concurrent process
updates default unit assessment items and unit assessment patterns associated with
a student if the following changes are made:
■ if a new unit assessment item or unit assessment pattern is associated with a
unit offering pattern, the unit assessment item or pattern is attached to students
enrolled in the unit
■ if a unit assessment item or unit assessment pattern is deleted from a unit
offering pattern, the unit assessment item or pattern is deleted from students
enrolled in the unit
■ if the location, mode, or unit class of a unit assessment item or unit assessment
pattern is changed, the unit assessment item or pattern is attached to students
enrolled in the equivalent offering option. The unit assessment item or pattern
is then deleted from the students and they are enrolled in a different offering
option.
Table 274–24 Apply Unit Assessment Item Modification to Students Concurrent
Process Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Report Level level of information displayed in exception report
Select Either Previous if selected, previous exception report is duplicated without
Log Date further processing and all other parameters are ignored
Or a Combination of the twelve-month period representing academic activities’ cycle
Following (Academic
Calendar
Teaching Calendar teaching calendar
Unit Code identifies unit
Version Number version number
Assessment Type classification of assessment items
Assessment Pattern grouping of assessment items
Assessment Id) system-generated number that uniquely identifies assessment
ID

Assessments Concurrent Processes Procedure 274-37

Apply Unit Assessment Item Modification to Students Concurrent Process

The Apply Unit Assessment Item Modification to Students concurrent process is

run by an Assessments specialist as required, or scheduled to run at least once per
week during an enrollment period to ensure that all changes are made before
assignment cover sheets are printed. Typically, this concurrent process is run in
conjunction with the Automatically Maintain Student Unit Attempt Assessment
Items concurrent process.
The Apply Unit Assessment Item Modification to Students concurrent process
produces an exception report providing details about those records that cannot be
processed and the student unit attempt. If a lock from another concurrent process
prevents records from being processed, the concurrent process can be rerun. If a
lock persists, the database administrator must investigate.

274-38 Oracle Student System User’s Guide

 Initiate Tracking Items for Assignments Concurrent Process

Initiate Tracking Items for Assignments Concurrent Process

The Initiate Tracking Items for Assignments concurrent process creates tracking
items for student unit attempt assessment items. Tracking items inherit
institution-defined tracking steps from their tracking type. These steps are mapped
to system-defined steps described in Table 274–26.
Note: The tracking type and tracking items can have steps not mapped to the
system-defined steps.

Table 274–25 Initiate Tracking Items for Assignments Concurrent Process

Parameters
Parameter Description
Select Either Previous if selected, previous exception report is duplicated without
Run Date further processing and all other parameters are ignored
Or a Combination of comment that appears on header page of report
(Runtime Comment
Academic Calendar twelve-month period representing academic activities’ cycle
Teaching Calendar teaching calendar
Program Code identifies program
Unit Code identifies unit
Unit Location place in which institution conducts business or holds classes
Unit Mode means by which unit is studied
Unit Class high level day and time indicator or unit section number
Student ID student ID
Assessment ID system-generated number that uniquely identifies assessment
ID
Tracking Type tracking type mapped to system-defined tracking type
Assignment assigned to all tracking items created when
concurrent process is run
Tracking Status institution-defined tracking status mapped to system-defined
tracking status Active assigned to all tracking items created
when concurrent process is run
Tracking Start Date tracking start date; assigned to each tracking item created by
concurrent process; defaults to current date and time

Assessments Concurrent Processes Procedure 274-39

Initiate Tracking Items for Assignments Concurrent Process

Table 274–25 Initiate Tracking Items for Assignments Concurrent Process

Parameters
Parameter Description
Tracking Originator) tracking originator; assigned to each tracking item created by
concurrent process; defaults to current user

Table 274–26 describes system-defined tracking steps.

Table 274–26 System-Defined Tracking Steps

System-Defined
Tracking Step Description
Assign-Due assignment submitted by student
Assign-Ass assignment sent to assessor for marking
Assign-Mrk marked assignment returned from assessor
Assign-Rtn assignment returned to student

When this concurrent process creates a tracking item, the default tracking steps of
the Assignment tracking type are assigned to it. The action date of the first
system-defined tracking step, Assign-Due, is set to the student unit attempt
assessment item’s due date, and the action dates of the remaining tracking steps are
calculated from the action days defined in the Tracking Types window.
The Initiate Tracking Items for Assignments concurrent process is run in batch
mode as required when assignment cover sheets are produced, typically before the
start of a teaching period and before sending assessment requirements to
off-campus students. This concurrent process is run with the Produce Student
Assignment Cover Sheet concurrent process.
The Initiate Tracking Items for Assignments concurrent process creates an exception
report. The following exceptions can occur:
■ records for which the system cannot create a tracking item, when data in a
student unit attempt assessment item or a tracking item is not sufficient to
create a complete and valid tracking item record
■ records that cannot be processed because they are locked by another concurrent
process. If a lock from another concurrent process prevents records from being
processed, the concurrent process can be rerun. If a lock persists, the database
administrator must investigate.

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 Result Sheet Concurrent Process

Result Sheet Concurrent Process

The Result Sheet concurrent process produces mark sheets used to record student
unit attempt outcomes. Each mark sheet has a unique sheet number to easily select
unit offerings in the Mark/Grade Entry window and enter results manually.

Table 274–27 Result Sheet Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Assessment Period assessment period
Teaching Period teaching period
Text Field A information displayed on result sheet’s first page, usually
instructions for completing and submitting result sheets
Text Field B information displayed on result sheet’s first page, usually
instructions for completing and submitting result sheets
Include Discontinued if selected, discontinued unit attempts are included in result
Units sheets
Sort Order sort order; result sheets sorted by person name or person ID
Unit Responsible unit responsible organizational unit
Organizational Unit
Unit Code identifies unit
Unit Location code of location owned or used by institution
Unit Mode means by which unit is studied

The Result Sheet concurrent process is run by an Assessments specialist once per
assessment period before the results processing cycle. Typically, this concurrent
process is run in batch mode, but it can be run online, particularly with a small data
set, such as a specific unit code.
The Result Entry Control Sheet concurrent process can be run only after result
sheets are created.
The Result Sheet concurrent process creates the Result Sheets report, presented in
landscape mode. Each report indicates whether special consideration applications
exist by displaying Y in the Special Consideration Application column. If an
outcome exists for an application, the outcome code appears in the Special
Consideration Outcome column. The Duplicate dynamic prompt appears on top of

Assessments Concurrent Processes Procedure 274-41

Result Sheet Concurrent Process

each page if a result sheet was previously generated for the unit offering, and if
students appearing on each list are identical. The sheet number of a duplicate list is
identical to the original list’s sheet number. Each result sheet is for a specific unit
location and unit mode.

274-42 Oracle Student System User’s Guide

 Electronic Outcome Upload Validation Exception Report Concurrent Process

Electronic Outcome Upload Validation Exception Report Concurrent

Process
The Electronic Outcome Upload Validation Exception Report concurrent process
provides details about all records that fail validation when uploading a student unit
attempt outcome file.

Table 274–28 Electronic Outcome Upload Validation Exception Report Concurrent

Process Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Log Creation Date log creation date

The Electronic Outcome Upload Validation Exception Report concurrent process is

run frequently during the results processing period by the person responsible for
submitting recommended student unit results, and automatically when uploading a
student unit attempt outcome file through the Outcome Upload File window.
The Electronic Outcome Upload Validation Exception Report concurrent process
produces an exception report in landscape or landwide mode. Fatal errors
preventing records from being uploaded must be fixed before revalidating the
student unit attempt outcome file.

Assessments Concurrent Processes Procedure 274-43

Electronic Outcome Upload Report Concurrent Process

Electronic Outcome Upload Report Concurrent Process

The Electronic Outcome Upload Report concurrent process validates records using
configurations entered in the Mark/Grade Entry Configuration window, loads
validated records into Oracle Student System, and loads records designated as
Holding into the non-enrolled student outcome structure.

Table 274–29 Electronic Outcome Upload Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Assessment Calendar assessment calendar
Teaching Calendar teaching calendar
Unit Location code of location owned or used by institution
Unit Mode means by which unit is studied
Unit Class high level day and time indicator or unit section number
Unit Code identifies unit
Finalized Outcome if selected, uploads student unit attempt outcomes as finalized
outcomes
Validated By person who validates batch files to be uploaded
Validated Batch batch file to be uploaded

The exception report lists records not loaded into Oracle Student System and
displays one of the electronic outcome upload exception types described in
Table 274–30. An Assessments specialist must resolve these records.

Table 274–30 Electronic Outcome Upload Exception Types

Electronic Outcome
Upload Exception Type Description
Warning validations in Mark/Grade Entry Configuration window are
set to Warning; records are loaded and no action is required
Error validations are set to Don’t Load or Abort File in the
Mark/Grade Entry Configuration window; records are not
loaded
Duplicate student unit attempt outcome is already loaded; duplicate is
not loaded and no action is required

274-44 Oracle Student System User’s Guide

 Electronic Outcome Upload Report Concurrent Process

Table 274–30 Electronic Outcome Upload Exception Types

Electronic Outcome
Upload Exception Type Description
Holding validations are set to Holding in Mark/Grade Entry
Configuration window; record is loaded into non-enrolled
student outcome structure for resolution; non-enrolled student
outcomes can be viewed in Non-Enrolled Student Outcomes
report
Holding Duplicate validations are set to Holding in Mark/Grade Entry
Configuration window; record already exists in non-enrolled
student outcome structure; duplicate record is not loaded and
no action is required
Holding Error validations are set to Holding in Mark/Grade Entry
Configuration window; invalid unit version for record exists;
record not loaded

The Electronic Outcome Upload Report concurrent process is run by an

Assessments specialist frequently at the end of each assessment period, and at
regular intervals at other times. Typically, this concurrent process is run in batch
mode, but it can be run online, particularly with a small data set, such as a specific
validated sequence or batch number. This concurrent process is dependent on the
Outcome Upload File concurrent process.
The Electronic Outcome Upload Report concurrent process produces the Upload
Student Unit Attempt Outcomes - Exception Report, presented in landscape or
landwide mode.

Assessments Concurrent Processes Procedure 274-45

Invalid Grade Report Concurrent Process

Invalid Grade Report Concurrent Process

The Invalid Grade Report concurrent process identifies student unit attempt
outcomes with a recorded grade outside the mark range, as specified in the grading
schema. An institution decides whether to allow invalid grades to be finalized and
published.

Table 274–31 Invalid Grade Report Concurrent Process

Parameter Description
Runtime Comment comment that appears on header page of report
Assessment Period assessment period
Teaching Period teaching period
Organizational Unit business unit of institution or organization
Unit Code identifies unit
Unit Location unit location
Unit Mode means by which unit is studied
Unit Class high level day and time indicator or unit section number
Unfinalized Only if selected, selects all invalid grades, unfinalized grades only, or
finalized grades only
Grade Creation Method grade creation method; selects grades created by this method
Outcome Creation From outcome creation start date; selects outcomes recorded after this
Date date
Outcome Creation End outcome creation start date; selects outcomes recorded before
Date this date

The Invalid Grade Report concurrent process is run by an Assessments specialist

when processing results at the end of assessment periods, or as required at other
times. Typically, this concurrent process is run in batch mode, but it can be run
online, particularly with a small data set, such as a specific unit code.
The Invalid Grade Report concurrent process produces the Invalid Grade report.

274-46 Oracle Student System User’s Guide

 275
Graduation Overview

This chapter provides an overview of the Graduation subsystem.

The following sections are in this chapter:
■ Purpose
■ Terminology
■ Prerequisites
■ Graduation Calendars and Date Aliases
■ Controlling Progress Through the Graduation Cycle
■ Graduation Cycle
For information on setup and maintenance of Graduation reference data, see
Chapter 276, Graduation Functions and Maintenance.
For information on calendars, see Chapter 431, Calendar Overview.

Graduation Overview 275-1

Purpose

Purpose
The Graduation subsystem manages all records and processes required to identify
and manage students expected to graduate during particular ceremony rounds,
including conferral of awards and attendance at graduation ceremonies.
The following types of windows exist in the Graduation subsystem:
■ windows that create a structure for ceremonies
■ windows that manage graduands
Figure 275–1 shows the main windows in the Graduation subsystem, how they are
related, and how they are accessed.

275-2 Oracle Student System User’s Guide

 Purpose

Figure 275–1 Main Graduation Windows and Navigation Paths

Windows associated with other subsystems provide information used in the

Graduation subsystem. For example, award information is maintained in the
Program Structure and Planning subsystem and government honors levels are
maintained in the Statistics subsystem. Windows in the Organizational Structure
and Assessments subsystems record ceremony venues and link graduation
locations to campuses where graduands study. Windows in the Progression
subsystem effect decisions about which students can graduate.

Graduation Overview 275-3

Terminology

Terminology
A ceremony round describes a period of time when a set of graduation ceremonies
is conducted. A ceremony round is based on a calendar instance and includes the
preparatory processes leading up to a ceremony, as well as the cleanup processes
after ceremonies are held.
Institutions typically have two or three ceremony rounds during an academic year.
Ceremony rounds can run concurrently, for example, when an institution conducts
graduation ceremonies both at home and in another country. This situation can also
be handled by differentiating between locations within a single ceremony round.

Prerequisites
Subsystem specialists must set up the following data before graduation processing
can occur:
■ graduation calendars and date aliases
■ reference data, including award and honors level information
■ each ceremony to be held in a ceremony round, together with venue, date, time,
and other relevant details
Note: Ceremonies are identified by number.
■ for each ceremony, a list of the awards to be presented
Note: Honorary awards must be listed for ceremonies.
Note: Unit sets, such as majors, within awards can be specified.
■ all venues at which ceremonies are held. Venues are grouped under graduation
locations that link to the campuses where students study, including campuses
in different suburbs, cities, regions, or countries. For example, campuses A, B,
and C of an institution can link to a city graduation location and campuses D
and E can link to a regional graduation location. One or more ceremony venues
are associated with each graduation location, although each location typically
has a single venue.
For information on sample scenarios, see Scenarios for Setting Up Ceremony
Rounds and Processing Graduand Records, Chapter 276, Graduation Functions and
Maintenance.

275-4 Oracle Student System User’s Guide

 Graduation Calendars and Date Aliases

Graduation Calendars and Date Aliases

The Graduation subsystem supports a typical graduation cycle. The ceremonies
take place near the end of the cycle, but preparation and the presentation of awards
can begin several months before. Follow-up activities within the system also occur
after ceremonies are held and awards conferred.
The graduation time frame is represented in the system by setting up each
ceremony round as a calendar instance, together with a set of associated dates that
mark events and control processing for the round. The start and end dates of the
calendar typically indicate the period during which the actual ceremonies occur, but
this is not required.
A second set of start and end dates limits the period when the process to identify
graduands can be run. The dates are entered as date alias instances. Other date alias
instances mark the dates of the ceremonies and the cutoff points for automatic
allocation of graduands to ceremonies.
Each ceremony round is linked to one or more completion year and period
combinations. Students who complete, or are expected to complete, program
attempts in one of these completion periods have graduand records created for the
round. Students nominate their expected completion year or period, typically when
enrolling or reenrolling. The system can also derive an expected completion time.
Figure 275–2 shows a sample graduation calendar setup with the following
characteristics:
■ The ceremony round calendar has a start date of 01-MAY-1999 and an end date
of 31-MAY-1999.
■ Two completion periods, End of 1998 and Summer 1998/1999, are linked to this
ceremony round calendar. Students completing program attempts during these
periods typically graduate at one of the May ceremonies.
■ Ceremonies for this round are held on May 3, 7, 24, and 28 and are set up as
instances of the ceremony date alias.
■ A start date alias instance of 07-NOV-1998 and an end date alias instance of
15-MAR-1999 limit the period when students can be automatically identified as
possible graduands and have graduand records created. These dates do not
limit manual creation of records.
■ A closing date alias instance of 16-APR-1999 marks the last day on which
students can be automatically allocated to a ceremony. Manual allocation is still
possible after this date.

Graduation Overview 275-5

Graduation Calendars and Date Aliases

Figure 275–2 Sample Graduation Calendar Setup

For information on setting up graduation calendars and date aliases, see Setting Up
Graduation Calendars and Date Aliases, Chapter 276, Graduation Functions and
Maintenance.

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 Controlling Progress Through the Graduation Cycle

Controlling Progress Through the Graduation Cycle

Two mechanisms control the progress of students from when they are first
identified as prospective graduands to the time when they receive their awards,
attend ceremonies, and are entered in the system as graduates. The following
mechanisms are described in this section:
■ Graduand Records
■ Graduand Status, Approval Status, and Graduand Type Combinations

Graduand Records
Once identified as a possible graduand, a graduand record is created for each
ceremony round for which the student is eligible. The graduand record is the basis
for any subsequent processing within the round. A second record, the graduand
award ceremony record, is created when a graduand is assigned to a ceremony. This
record must exist before an order-in-presentation number can be allocated to a
graduand who wants to attend a ceremony. Both records are typically created for
groups of students by running jobs, but can be created through a window for
individual students and graduands. For honorary awards, graduand records must
always be created manually through a window.

Graduand Status, Approval Status, and Graduand Type Combinations

The combination of the graduand status, approval status, and graduand type
determines how far a graduand can progress through the graduation cycle.
Graduand status determines a graduand's academic standing. Approval status
signifies whether formal approval to graduate has been granted by a council or by
the relevant academic organizational unit, at the discretion of an individual
institution. Graduand type indicates a graduand's intentions about receiving an
award.
A graduand cannot be entered as graduated unless the graduand has a system
graduand status of ELIGIBLE, an approval status of APPROVED, and a graduand
type of ATTENDING or INABSENTIA.

Graduation Overview 275-7

Controlling Progress Through the Graduation Cycle

Table 275–1 shows graduand status, approval status, and graduand type
combinations.

Table 275–1 Graduand Status, Approval Status, and Graduand Type Combinations

System Values Description

Graduand Status POTENTIAL identified as possible
graduand, but program
not yet set as completed
ELIGIBLE completion of relevant
program is confirmed and
Program Attempt
Requirements Complete?
indicator set to Yes
GRADUATED award has been conferred
SURRENDER conferred award has been
surrendered, typically in
favor of a higher award
Approval Status WAITING pending decision
APPROVED approval granted
REJECTED not approved
Graduand Type UNKNOWN not yet notified by
graduand
ATTENDING attending ceremony
INABSENTIA does not want to attend
ceremony but is receiving
award
ARTICULATE declines award in favor of
pursuing studies for
higher award
DEFERRED wants to receive award in
later, unspecified
ceremony round
DECLINED declines to accept the
award for other reasons

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 Graduation Cycle

Graduation Cycle
Once a ceremony round or rounds are established, daily work in the Graduation
subsystem consists of managing jobs. Student responses when they are invited to
apply for graduation or provide graduation details for a particular ceremony round
must be entered. Records for individual students might need to be created and
details amended through windows.
Note: The order of certain tasks can vary depending on an institution’s practices.
This section describes the following tasks that are typical during a single graduation
cycle:
■ Identifying Graduands
■ Evaluating Program Completion
■ Allocating Graduands to Ceremonies
■ Corresponding with Graduands
■ Granting Approval to Graduate
■ Managing Graduands
■ Managing Ceremony Arrangements
■ Removing Records of Ineligible Graduands

Identifying Graduands
All processing and data entry for a ceremony round depend on graduand records
existing for students who might be able to graduate in the round. Students are
identified as graduands if the completion year and period entered for their program
attempt match one of the completion periods associated with the relevant round.
The first job to run in any ceremony round is the Identify and Create Graduands
job, which performs completion period matching and creates graduand records. The
job can include as graduands any students whose completion period details are
updated after an initial run.
Concurrent graduation rounds that include different sets of students from the same
or similar completion periods can be set up if the organization of graduation is
decentralized, or if local and foreign campuses graduate students in the same
period. Concurrent graduation rounds have implications for setting parameters for
the Identify and Create Graduands job.

Graduation Overview 275-9

Graduation Cycle

For students studying a combined program leading to two awards, two graduand
records are created. For students receiving honorary awards, graduand records
must be created individually in the Graduand Details window.
For information on maintaining graduand details, see Chapter 282, Graduand
Details Procedure.

Evaluating Program Completion

Graduands are considered academically eligible to graduate in a program if the
Program Requirements Complete indicator in the Complete Student Program
Attempts window is set to Yes. Within the graduation cycle, a job can be run
regularly to update the value of the graduand status of graduands to reflect changes
in the indicator’s setting. In most cases, the Assign Graduand Status job sets the
status from POTENTIAL to ELIGIBLE, but the job can set the status from ELIGIBLE
to POTENTIAL to correct an error in setting the indicator.
For information on the Complete Student Program Attempts window, see
Chapter 298, Complete Student Program Attempts Procedure.

Allocating Graduands to Ceremonies

Institutions can allocate graduands to ceremonies before graduand identification
and creation is complete. The Manage Allocation of Graduands to Ceremonies job
allocates graduands to the appropriate ceremony for their program award, or in
some cases, according to unit sets studied, depending on the location of the student
program attempt. The allocation results in the creation of graduand award
ceremony records.
Before allocation can occur, graduands must have a graduand status with a system
value of ELIGIBLE or POTENTIAL, an approval status equivalent to APPROVED
or WAITING, and a graduand type of ATTENDING, INABSENTIA, or
UNKNOWN.
The Manage Allocation of Graduands to Ceremonies job can be run as many times
as necessary to accommodate either the creation of new graduands or any
adjustment to the list of awards for presentation at a particular ceremony. This job is
typically run while evaluating program completion.

Corresponding with Graduands

At this stage, graduands are typically advised of the following information:

275-10 Oracle Student System User’s Guide

 Graduation Cycle

■ either they are able to graduate or they will be able to graduate if program
requirements are met
■ ceremony to which they have been allocated
■ graduation depends on approval being granted
Graduand correspondence is typically an invitation to apply for graduation and
request for graduation details. Institutions can decide when this correspondence is
sent and the exact wording.

Granting Approval to Graduate

The procedure for granting approval to graduate varies among institutions.
Approval can be given by an administrative organizational unit or by a council.
When granted by an administrative organizational unit, approval can come early in
the graduation cycle as part of confirmation of eligibility to graduate. Approval can
also be given subject to the student meeting certain program requirements within
the necessary time frame.
Approval can be entered for individual students in the Graduand Details window,
but is typically entered for selected groups of students by a job accessed through the
Ceremony Graduands window. The range of graduands selected depends on the
context in which the window is entered, as shown in Figure 275–1.
The Obtain Council Approval report lists graduands eligible to graduate and is
used in the approval process.
For honors students, the level of their award can be entered using the Graduand
Details window or the Graduand Ceremony Details window.
Entering a conferral date and setting graduand status to a system value of
GRADUATED depend on graduands being verified as academically eligible to
graduate and approval procedures being completed. Many institutions enter these
details after conferral of awards at ceremonies, but for some institutions, formal
approval constitutes conferral of an award prior to or in the absence of a ceremony.
Note: Graduand types used to indicate graduands’ intentions cannot be changed
once a GRADUATED graduand status is set.

Managing Graduands
As graduands respond to correspondence about graduation, graduand and
graduand award ceremony records are updated with details the graduands supply

Graduation Overview 275-11

Graduation Cycle

about whether they intend to graduate in the current round and how. Graduand
type is also updated.
For the majority of graduands, attendance at a ceremony or receipt of an award in
absentia is entered. Graduands in a combined program receiving more than one
award have more than one graduand record and can be allocated to two different
ceremonies.
Users set the graduand type and record details required for producing lists and
testamurs for graduands attending ceremonies in the Graduand Ceremony Details
window. Some of these details can also be entered in the Graduand Details window.
For some graduands, the following circumstances might apply:
■ Alternative Exits
■ Articulating Awards
■ Changing or Adding Ceremonies
■ Deferring Graduation
■ Surrendering Awards
For information on the Graduand Ceremony Details window, see Chapter 283,
Graduand Ceremony Details Procedure.

Alternative Exits
An alternative exit occurs when students receive a lower level of qualification than
intended. For example, a student enrolled in a combined program leading to two
awards can discontinue the combined program and receive a single award for one
of the programs. The student program attempt is entered as an alternative exit
through the Complete Student Program Attempts window, and the code of the
alternative exit program is entered in the graduand's award program code record in
the Graduand Details window.
If the alternative exit program award is subdivided into unit set groups, the
graduand's order in the ceremony is based on the unit set or sets studied as part of
the original program.
For information on the Complete Student Program Attempts window, see
Chapter 298, Complete Student Program Attempts Procedure.
For information on the Graduand Details window, see Chapter 282, Graduand
Details Procedure.

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 Graduation Cycle

For information on graduand order in ceremonies, see Managing Ceremony

Arrangements in this chapter.

Articulating Awards
Before graduation, students can articulate awards by electing to forego an award in
order to pursue a higher level program award at a later date. The Graduand Details
window and the Graduand Ceremony Details window manage this procedure.
For information on the Graduand Details window, see Chapter 282, Graduand
Details Procedure.
For information on the Graduand Ceremony Details window, see Chapter 283,
Graduand Ceremony Details Procedure.

Changing or Adding Ceremonies

Graduands who change ceremonies in the same or a different ceremony round must
have ceremony details amended in the Graduand Ceremony Details window.
Graduands permitted to attend or be announced at more than one ceremony in the
same or a different round for the same award, must have an additional graduand
ceremony award record created in the Graduand Ceremony Details window. For
example, international students can attend or be announced at ceremonies held at
both local and foreign venues.
For information on the Graduand Ceremony Details window, see Chapter 283,
Graduand Ceremony Details Procedure.
For information on making changes for different scenarios, see Scenarios for Setting
Up Ceremony Rounds and Processing Graduand Records, Chapter 276, Graduation
Functions and Maintenance.

Deferring Graduation
Deferment occurs when a graduand wants to postpone graduation but cannot be
placed in a future ceremony round because future ceremony round details are not
entered in the system or the student cannot decide about attendance at a future
ceremony.
Deferment can be entered in the Graduand Details window or the Graduand
Ceremony Details window.
For information on the Graduand Details window, see Chapter 282, Graduand
Details Procedure.

Graduation Overview 275-13

Graduation Cycle

For information on the Graduand Ceremony Details window, see Chapter 283,
Graduand Ceremony Details Procedure.

Surrendering Awards
Before receiving an award in the current round, a student might have to surrender a
related award that was previously conferred. Surrendering awards is managed in
the Graduand Details window.
For information on the Graduand Details window, see Chapter 282, Graduand
Details Procedure.

Managing Ceremony Arrangements

As late as possible before the actual ceremony period, the Set Graduand Order in
Presentation job must be run to allot a number that determines the order in which
graduands receive their awards. The job can be run as many times as required, with
graduands being renumbered as required, to reflect amendments to graduand or
ceremony records. A graduand's order is viewed in the Graduand Ceremony
Details window and the Ceremony Graduands window.
Note: Seat numbers for graduands and guests must be entered manually in the
Graduand Ceremony Details window.
Structures set up in the Award Ceremony window and the Unit Set Ceremony
window provide the basis for assigning graduands their position in a ceremony.
The initial ordering is at award level and optionally at unit set group level.
For each ceremony in the round, these structures group graduands according to the
following criteria:
■ all graduands receiving the same honorary award
■ for program awards:
■ all graduands receiving the same award for programs with the same
program code and version
■ all graduands receiving the same award for programs with different
program versions
Note: The program versions must have the same order number for these
graduands to be grouped together.
■ all graduands receiving the same award for programs with different
program codes

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 Graduation Cycle

Note: The programs must have the same order number for these graduands
to be grouped together.
For all program award groups, graduands can be further divided by unit set group.
For example, whether or not graduands receive the same award for programs with
the same program code and version, they can be divided by major.
Once the award and unit set groups are established for a ceremony, further
parameters in the Set Graduand Order in Presentation job can be set. For example,
honors students can be presented before or after other graduands in the same
group.
Within the final groups, graduands are sorted into alphabetical order and assigned
a unique number.
For information on the Award Ceremony window, see Chapter 278, Award
Ceremony Procedure.
For information on the Unit Set Ceremony window, see Chapter 279, Unit Set
Ceremony Procedure.

Removing Records of Ineligible Graduands

The Clean Up Graduand Records job removes records of graduands ineligible to
graduate. This job should be run after ceremonies are held, as one of the last tasks in
the graduation cycle.
Note: The Clean Up Graduand Records job deletes all graduand records and
graduand award ceremony records from the database if the graduand still has a
graduand status of POTENTIAL.
These students are included in a future round if their expected completion period
details are updated.
A graduate register is produced by running the Graduate Register report.

Graduation Overview 275-15

Graduation Cycle

275-16 Oracle Student System User’s Guide

 276
Graduation Functions and Maintenance

This chapter provides system administrators and subsystem specialists with

information required to set up and maintain the reference data used by the
Graduation subsystem, and to perform the advanced functions available in the
subsystem.
The following sections are in this chapter:
■ Setting up Reference Data
■ Setting Up Graduation Calendars and Date Aliases
■ Setting Up Graduation Venues and Locations
■ Grouping and Ordering Graduands for Ceremonies
■ Scenarios for Setting Up Ceremony Rounds and Processing Graduand Records
For an introduction to the Graduation subsystem, see Chapter 275, Graduation
Overview.
For information on calendars, see Chapter 276, Calendar Overview.

Graduation Functions and Maintenance 276-1

Setting up Reference Data

Setting up Reference Data

For the Graduation subsystem to function, the reference data listed in Table 276–1
must be created and maintained.

Table 276–1 Graduation Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Graduand indicate the mandatory Graduand none
Statuses graduand's Statuses
academic
eligibility to
graduate and
the current
state of the
graduand
record
Graduand used to mandatory Graduand none
Approval determine Approval
Statuses whether the Statuses
graduand is
formally
approved to
graduate
Honors are institution- mandatory if Honors Levels government
Levels defined institution honors levels must
equivalents to records honors be entered in the
government as part of Government
honors levels. graduation Honors Levels
Other non- process window
government
levels of
achievement
are also
entered.
Graduation used to classify mandatory if Graduation none
Note Types notes about notes are used Note Types
ceremonies in the
according to Graduation
purpose Ceremony
window

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 Setting up Reference Data

Table 276–1 Graduation Reference Data

Prerequisite
Reference Setup
Data Purpose Type Window Dependencies
Testamur indicate content mandatory Credential correspondence
Types and layout Types types
requirements of
testamurs
Measure- full list of gown mandatory if Measurements none
ments - and hat sizes sizes are
Gown Hat available to entered in the
graduands Graduand
Ceremony
Details window
Awards used to mandatory Awards none
represent
awards
conferred by
the institution,
typically after
completing the
requirements of
a program, and
honorary
awards, prizes,
and medals
Program used to enter mandatory Program Awards window
Awards the links Awards
between
awards and
programs and
required for
conferring
awards and
organizing
graduation
ceremonies.
This data is
typically set up
when
establishing
program
structure
details.

Graduation Functions and Maintenance 276-3

Setting Up Graduation Calendars and Date Aliases

Setting Up Graduation Calendars and Date Aliases

This section describes setting up graduation calendars and date alias instances
representing these periods and events.
The procedure for setting up graduation calendars includes the following steps:
1. Use the Calendar Types window to set up ceremony rounds with a calendar
category of GRADUATION. Different rounds in the year should be identified,
such as ROUND1 and ROUND2, and the calendar instance start and end dates
should indicate the period during which ceremonies are actually held, even
though no specific functionality is associated with these dates. For example,
ROUND1 can have instances for 01-MAY-1999 to 31-MAY-1999 and
01-MAY-2000 to 31-MAY-2000. Ceremonies can be entered for calendars with
both PLANNED and ACTIVE statuses.
The number of rounds required in an academic year depends on many
variables. For example, the organization of graduation can be decentralized or
some ceremonies can be held in one or more foreign countries and the
institution can create separate graduation rounds.
2. Ensure that a category exists for graduation related dates, such as GRAD, in the
Date Alias Categories window. The category is entered for date aliases created
in Step 3.
3. In the Date Aliases window, create institution-defined date aliases to represent
the following required dates in each round:
■ earliest date when the Identify and Create Graduands job can be run for a
round, such as GRAD-START, or Start Date Alias
■ last date when graduands can be automatically identified by running the
Identify and Create Graduands job for a round, such as GRAD-END, or
End Date Alias
■ dates when ceremonies are held, such as GRAD-CRMNY, or Ceremony
Date Alias
Note: Only one date alias is required.
■ closing date after which the Manage Allocation of Graduands to
Ceremonies job, which allocates graduands to ceremonies, cannot be run,
such as GRAD-CLOSE, or Closing Date Alias
4. Return to the Calendar Types window, locate the previously created ceremony
rounds, and click the Date Alias Instances button to navigate to the Calendar
Date Alias Instances window.

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 Setting Up Graduation Calendars and Date Aliases

5. Using the Calendar Date Alias Instances window, create the required instances
of each of the graduation date aliases for each ceremony round. Each round
needs the following instances:
■ single instance for each start date alias and end date alias
■ instance for each date when a ceremony is held in the round
■ one or more instances of the closing date alias. The closing dates are entered
for ceremonies and can vary if the ceremonies are not scheduled to occur
together.
The calendar and date alias instances are used when setting up rounds and
ceremonies in the Graduation Ceremony window. Each ceremony round is
associated with one or more ceremony round periods constituting a completion
period, the period of the year in which a student is expected to complete a program
attempt, and the year.
Note: Completion periods are system-defined.
To accommodate graduands who want to defer graduation until a future round, the
graduation calendars should be set up for all rounds in the following academic year.
Calendar rollover occurs at the individual graduation calendar level and includes
date alias instances but not ceremony details.
For information on the periods and events supporting graduation processes, see
Graduation Calendars and Date Aliases, Chapter 275, Graduation Overview.
For information on suggested setups for different scenarios, see Scenarios for
Setting Up Ceremony Rounds and Processing Graduand Records in this chapter.
For information on the Date Alias Categories window, see Chapter 440, Date Alias
Categories Procedures.
For information on the Date Aliases window, see Chapter 436, Date Aliases
Procedure.
For information on the Calendar Date Alias Instances window, see Chapter 434,
Calendar Date Alias Instances Procedure.

Graduation Functions and Maintenance 276-5

Setting Up Graduation Venues and Locations

Setting Up Graduation Venues and Locations

Before the Manage Allocation of Graduands to Ceremonies job can assign
graduands to a ceremony whose venue is associated with the main campus where
the graduand studies, a structure of linked venues, graduation locations, and
campus locations must exist.
Each graduation ceremony is held at a specified venue. Each venue is associated
with a single graduation location. A campus location can be associated with one or
more graduation locations but one graduation location must be named as the
default location for the campus.
Note: If required, more than one venue can be linked to a graduation location.
A campus is often associated with only one graduation location that is the default
location. Also associating a campus with one or more graduation locations that are
not default locations gives flexibility between rounds.
Figure 276–1 shows a sample graduation venue and location structure for the
following scenario:
■ A program, X123, can be studied at both metropolitan and regional campuses.
In Round 1, program X123 is listed for two ceremonies, one held at the
Convention Center, the other at the Concert Hall. Students graduating from
program X123 at campuses A, B, or C attend the Convention Center, the venue
associated with their default location, while students graduating from X123 at
campuses D or E attend the Concert Hall, the venue associated with their
default location.
■ In Round 2, there are substantially less graduands and the institution decides
that all X123 graduands should graduate at one ceremony at the Concert Hall.
The Manage Allocation of Graduands to Ceremonies job does not find X123
listed for any ceremony at the default location, and therefore places graduands
from campuses A, B, or C in the nondefault regional graduation location, for
which X123 is listed.

276-6 Oracle Student System User’s Guide

 Setting Up Graduation Venues and Locations

Figure 276–1 Sample Graduation Venue and Location Structure

Extrapolating from this example, all students in Round 2 can be transferred to the
regional location if no ceremonies are entered with venues associated with the
metropolitan location.
Graduation location structures are similar to location structures required in other
subsystems, particularly Assessments, and therefore share a set of common location
windows with other subsystems.
The procedure for setting up locations and venues for graduation includes the
following steps:
1. Ensure that the institution's relevant campus locations are entered in Oracle
Student System during the setup of the Organizational Structure subsystem.
2. Create one or more graduation location types in the Location Type window,
each of which is assigned a system location type of GRD_CTR.

Graduation Functions and Maintenance 276-7

Setting Up Graduation Venues and Locations

3. Create locations related to graduation using the Locations window and assign
the locations a graduation location type. This window is also used to enter
campus locations.
Note: The Coordinator and Mail Delivery fields are not used when defining
graduation locations.
4. For each graduation location, use the navigation buttons in the Locations
window to enter a location address in the Location Addresses window.
Note: This step is optional.
Note: This location address can be an administrative postal address.
5. Link to one or more campus locations in the Location Relationships window,
making sure that campuses are set up as owning locations of the graduation
locations and that for each campus, one graduation location is defined as the
default location.
The Location Relationships window can be entered with a campus location as
the context. In this case, graduation locations are entered as sublocations of
campuses.
6. Enter and maintain a venue or venues where ceremonies are held in the Venues
window. The Supervisor Limit and Priority Code fields are not relevant to
graduation locations.
7. For each venue, at least one venue address should be entered in the Venue
Addresses window, accessed from a navigation button in the Venues window.
This address is used in correspondence to students giving details of the
ceremony to which they are allocated. Postal or contact addresses can also be
entered here.
For information on the Maintain Locations window, see Chapter 466, Location
Relationships Procedure.
For information on the Venues window, see Chapter 467, Venues Procedure.

276-8 Oracle Student System User’s Guide

 Grouping and Ordering Graduands for Ceremonies

Grouping and Ordering Graduands for Ceremonies

Ceremony rounds and ceremonies are set up using the Graduation Ceremony
window.
The awards to be presented at each ceremony must be listed in the Award
Ceremony window. Except for honorary awards, all awards are associated with a
program. These program awards can be further subdivided into unit set groups in
the Unit Set Ceremony window to give maximum flexibility in grouping graduands
for presentation of awards. Typically, graduands are grouped according to their
major study sequence within a program.
At both the award level and the unit set group level, order numbers control the
presentation sequence. At either level, two or more records can be grouped by
assigning them the same order number, although for program awards, they must
have the same award code. When assigning numbers, gaps should be left in the
sequence for awards or unit set groups to be added later.
Table 276–2 shows different sample graduand grouping combinations. Graduands
are grouped as follows:
■ within a program award, such as M614/1
■ by major within a program award, such as S300/2
■ by major across two programs with a common award, such as M300/1 and
M300D/1
■ by program award across program versions, such as E355/1 and E355/2
■ by honorary award
Any or all of these variations can be used when the user sets up an order sequence
for a single ceremony.
Table 276–2 Sample Graduand Grouping Combinations
Program Awards Established in the Unit Set Components Established in the Unit
Award Ceremony Window Set Ceremony Window
Program Order in Order in
Version Award Ceremony Unit Set Group Unit Sets Award
M614/1 1520 1
S300/2 1188 5 Electronics Major ECMJ 1
Robotics Major RBMJ

Graduation Functions and Maintenance 276-9

Grouping and Ordering Graduands for Ceremonies

Table 276–2 Sample Graduand Grouping Combinations

Manufacturing MFMJ 5
Major
M300/1 1002 10 Accounting Major ACMJ001 1
Banking and BFMJ0001
Finance Major
Economics Major ECMJ001 5

M300D/ 1002 10 Accounting Major ACMJ001 1

1 Banking and BFMJ0001
Finance Major
E355/1 1015 25
E355/2 1015 25
PHD-HON 30

For information on the Graduation Ceremony window, see Chapter 277, Graduation
Ceremony Procedure.
For information on the Award Ceremony window, see Chapter 278, Award
Ceremony Procedure.
For information on the Unit Set Ceremony window, see Chapter 279, Unit Set
Ceremony Procedure.

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 Scenarios for Setting Up Ceremony Rounds and Processing Graduand Records

Scenarios for Setting Up Ceremony Rounds and Processing Graduand

Records
Managing graduation depends on the following factors:
■ whether graduation is a centralized or decentralized function
■ if students are studying in a foreign country and, if so, whether they are
attached to domestic campuses and foreign campuses
■ whether foreign students studying locally can attend graduation ceremonies in
foreign countries and, if so, if they can also attend local ceremonies or an
alternative ceremony
This section describes scenarios for setting up ceremony rounds and processing
graduand records. The following scenarios are described:
■ Domestic Campus Locations Only; No Foreign Students Studying in Foreign
Countries
■ Domestic Campus Locations Only; Foreign Students Studying Virtually at a
Local Campus
■ Domestic and Foreign Campus Locations
■ Domestic Campus Locations Only; Decentralized Management of Graduations
All scenarios are based on three sets of ceremonies in the academic year 2001. Other
scenarios besides those described here are possible.

Domestic Campus Locations Only; No Foreign Students Studying in Foreign

Countries
The following characteristics apply to this scenario:
■ domestic campus locations only
■ no foreign students studying in foreign countries
■ foreign students studying locally
■ centralized management of graduation
■ local ceremonies in April, ceremonies in foreign countries in June for foreign
students preferring to graduate at home, and local ceremonies in September
The recommended ceremony structure for 2001 includes the following steps:

Graduation Functions and Maintenance 276-11

Scenarios for Setting Up Ceremony Rounds and Processing Graduand Records

1. Establish Round 1 for local April ceremonies and June ceremonies in foreign
countries.
2. Establish Round 2 for September local ceremonies.
The following completion dates are associated with this structure:
■ Round 1 is associated with completion periods End/2000 and Summer/2001.
■ Round 2 is associated with completion period Mid/2001.
The procedure for setting up ceremony rounds and processing graduand records
includes the following steps:
1. Run the Identify and Create Graduands job for Round 1 to select all graduands,
both domestic and foreign, with completion periods End and Summer.
2. Run the Manage Allocation of Graduands to Ceremonies job to allocate
graduands to their default ceremony.
The default ceremony is typically the ceremony associated with the graduands’s
program award at the graduation location linked to the program location. For
students who want to attend a ceremony in a foreign country, their award
ceremony must be manually updated to a foreign ceremony in the same round.
Students permitted to attend a local ceremony and a foreign ceremony must
have a second award ceremony record manually created for the foreign
ceremony.
An alternative ceremony structure for 2001 includes the following steps:
1. Establish Round 1 for local April ceremonies.
2. Establish Round 2 for June ceremonies in foreign countries.
3. Establish Round 3 for September local ceremonies.
The following completion dates are associated with this structure:
■ Round 1 is associated with completion periods End/2000 and Summer/2001.
■ Round 2 is not associated with any completion periods.
Note: If the Identify and Create Graduands job is run for this round, unwanted
foreign and domestic graduand records are created.
■ Round 3 is associated with completion period Mid/2001.
The procedure for setting up ceremony rounds and processing graduand records for
this ceremony structure includes the following steps:

276-12 Oracle Student System User’s Guide

 Domestic and Foreign Campus Locations

1. Run the Identify and Create Graduands job for Round 1 to select all graduands
with completion periods End and Summer.
2. Run the Manage Allocation of Graduands to Ceremonies job to allocate
graduands to their default ceremony.
Students who want to attend a foreign ceremony instead of a local ceremony
must have their existing award ceremony records manually deleted and new
ones created for a ceremony in Round 2. Students permitted to attend a local
ceremony and a foreign ceremony must have second award ceremony records
manually created for the foreign ceremony.

Domestic Campus Locations Only; Foreign Students Studying Virtually

at a Local Campus
The following characteristics apply to this procedure:
■ domestic campus locations only
■ foreign students in foreign countries studying virtually at a local campus
■ foreign students studying locally
■ centralized management of graduation
■ local ceremonies in April, foreign ceremonies in June for foreign students
preferring to graduate at home, and local ceremonies in September
The group of students studying in foreign countries cannot be handled
automatically because the program attempts are related to a virtual local campus
instead of a real foreign campus. Graduand records are created in the context of a
local round and are allocated to a local ceremony. Each record has to be manually
updated to a foreign ceremony.
The ceremony structure is the same as in Domestic Campus Locations Only; No
Foreign Students Studying in Foreign Countries.

Domestic and Foreign Campus Locations

The following characteristics apply to this scenario:
■ locations of domestic campuses and foreign campuses
■ foreign students studying at real foreign campuses
■ foreign students studying locally

Graduation Functions and Maintenance 276-13

Domestic and Foreign Campus Locations

■ centralized management of graduation

■ local ceremonies in April, foreign ceremonies in June for foreign students who
studied locally and prefer to graduate at home and students who studied in
foreign countries, and local ceremonies in September
The recommended ceremony structure for 2001 includes the following steps:
1. Establish Round 1 for local April ceremonies.
2. Establish Round 2 for June foreign ceremonies.
3. Establish Round 3 for September local ceremonies.
The following completion dates are associated with this structure:
■ Round 1 is associated with completion periods End/2000 and Summer/2001.
■ Round 2 is associated with completion periods Mid/2000, End/2000, and
Summer/2001.
■ Round 3 is associated with completion period Mid/2001.
The procedure for setting up ceremony rounds and processing graduand records
includes the following steps:
1. Run the Identify and Create Graduands job for Round 1 to select all graduands
with completion period End and Summer.
Note: The job must be run separately for each local program location, or
campus, to ensure that students with program attempt completion periods
End/2000 and Summer/2001 who are studying in foreign countries are not
identified for this round.
2. Run the Identify and Create Graduands job for Round 2 for each foreign
program location to ensure that only students studying in foreign countries are
identified for this round and not students studying locally.
3. Run the Identify and Create Graduands job for Round 3 for each local campus
location to ensure that students studying in foreign countries are not identified
for this round.
4. Run the Manage Allocation of Graduands to Ceremonies job to allocate
graduands to the default ceremony.
Students studying in foreign countries are allocated to a ceremony at a
graduation location associated with their foreign campus location.
Foreign students studying locally who want to attend a foreign ceremony must
have the award ceremony manually updated to a foreign ceremony in the

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 Domestic Campus Locations Only; Decentralized Management of Graduations

foreign round. Students permitted to attend a local ceremony and a foreign

ceremony must have second award ceremony records created for the foreign
ceremony.

Domestic Campus Locations Only; Decentralized Management of

Graduations
The following characteristics apply to this scenario:
■ domestic campus locations only
■ decentralized management of graduations
■ metropolitan, three campuses
■ regional, two campuses
■ concurrent ceremony rounds for metropolitan and regional
■ foreign students studying locally
■ local ceremonies in April, foreign ceremonies in June for foreign students who
studied locally and prefer to graduate at home and students who studied in
foreign countries, and local ceremonies in September
The recommended ceremony structure for 2001 includes the following steps:
1. Establish Round 1-M for local metropolitan April ceremonies and June foreign
ceremonies.
2. Establish Round 1-R for regional April ceremonies.
3. Establish Round 2-M for September metropolitan ceremonies.
4. Establish Round 2-R for September regional ceremonies.
The following completion dates are associated with this structure:
■ Round 1-M is associated with completion periods End/2000 and Summer/2001.
■ Round 1-R is associated with completion periods End/2000 and Summer/2001.
■ Round 2-M is associated with completion period Mid/2001.
■ Round 2-R is associated with completion period Mid/2001.
The procedure for setting up ceremony rounds and processing graduand records
includes the following steps:

Graduation Functions and Maintenance 276-15

Domestic Campus Locations Only; Decentralized Management of Graduations

1. Run the Identify and Create Graduands job for Round 1-M to select all
graduands with completion period End and Summer.
This job must be run separately for each metropolitan program location, or
campus, to ensure that only metropolitan students are identified.
2. Run the Identify and Create Graduands job for Round 1-R to select all
graduands with completion period End and Summer.
This job must be run separately for each regional program location to ensure
that only regional students are identified.
3. Run the Identify and Create Graduands job for Round 2-M to select all
graduands with completion period M.
This job must be run separately for each metropolitan program location to
ensure that only metropolitan students are identified.
4. Run the Identify and Create Graduands job for Round 2-R to select all
graduands with completion period M.
This job must be run separately for each regional program location to ensure
that only regional students are identified.
5. Run the Manage Allocation of Graduands to Ceremonies job to allocate
graduands to their default ceremony.
The following information applies to students who want to attend a foreign
ceremony instead of a local ceremony:
■ If identified for ROUND1-M, graduands must have the ceremony manually
updated to a foreign ceremony in the same round.
■ If identified for ROUND1-R, graduands must have the existing award
ceremony record manually deleted and a new one created for ROUND1-M
and a foreign ceremony.
Note: A separate round can be established for the foreign ceremonies rather
than associating them with one of the domestic rounds, however, this round
would not be associated with any completion periods.

276-16 Oracle Student System User’s Guide

 277
Graduation Ceremony Procedure

This chapter describes how to enter details of graduation ceremony rounds and
associated ceremonies. The following sections are in this chapter:
■ Definition
■ Overview
■ Entering Graduation Ceremony Procedure
■ Graduation Ceremony Window

Graduation Ceremony Procedure 277-1

Definition

Definition
The graduation ceremony procedure enters details of graduation ceremony rounds
and associated ceremonies.

Overview
The term ceremony round describes a period of time during which a set of
graduation ceremonies is conducted. The term can also imply the preparatory
events and processes leading up to the ceremony period itself. Each ceremony
round is linked to one or more prior completion periods, called ceremony round
periods, that identify potential graduands.
Institutions typically have more than one ceremony round during an academic year.
Ceremony rounds can run concurrently, for example, if an institution also runs
graduation ceremonies abroad. Institutions can also create different ceremony
locations within the same ceremony round.
Ceremony rounds and their associated ceremonies are defined in the Graduation
Ceremony window, one of three windows used to enter ceremony data. The Award
Ceremony window, accessed from the Graduation Ceremony window, and the Unit
Set Ceremony window, accessed from the Award Ceremony window, are also used
to enter ceremony data.
The ceremony data is used primarily by the Manage Allocation of Graduands to
Ceremonies concurrent process to allocate graduands with program awards to
ceremonies, and the Set Graduand Order in Presentation concurrent process to set
up presentation orders within each ceremony. Graduates can be allocated to
ceremonies individually using the Graduand Ceremony Details window.
Before creating a ceremony round and ceremonies, a graduation calendar instance
and associated date alias instances must be entered in the Calendar subsystem. A
graduation calendar instance broadly defines a ceremony round. Only those date
alias instances already associated with the selected ceremony round are available
for use in this window.
Note: Information related to a ceremony cannot be updated after the ceremony date
is passed.
Combinations of graduate status, graduate approval status, and graduate type are
used to determine the following types of totals:
■ Total, for graduands with graduation statuses of POTENTIAL or ELIGIBLE to
graduate, APPROVED or WAITING approval, and indicating they are
ATTENDING or their intention to attend is UNKNOWN

277-2 Oracle Student System User’s Guide

 Overview

■ Total Attending, for graduands ELIGIBLE, APPROVED, or WAITING approval,

who indicate they are ATTENDING
■ Total Possible, Total value minus Total Attending value
For information on ceremony rounds, start date aliases, end date aliases, and
completion periods, see Chapter 275, Graduation Overview.
For information on graduation calendars, see Chapter 276, Graduation Functions
and Maintenance.

Graduation Ceremony Procedure 277-3

Entering Graduation Ceremony Procedure

Entering Graduation Ceremony Procedure

The following information applies to this procedure:
■ Oracle Student System automatically identifies and creates graduand records in
the Identify and Create Graduands concurrent process, and compares the
ceremony round periods with the student's completion year and period,
displayed in the Direct Admissions Program window and the Student
Enrollments window.
■ Venue codes are recorded in the Venues window.
■ Ceremony details can be deleted but the ceremony number cannot be reused in
the same ceremony round.
■ The ceremony date alias instance and closing date alias instance cannot be
changed once graduands are allocated to the ceremony.
■ Individual allocation of graduands to ceremonies can occur after the closing
date using the Graduand Ceremony Details window.
■ Total fields cannot be accessed. Each time a window is queried, totals are
automatically calculated from information in individual graduand records.
■ Note functionality can be used to enter a description of the ceremony.
To enter a graduation ceremony, perform the following steps.
1. In Oracle Student System, navigate to the Graduation Ceremony window as
follows:
Academic Progress - Graduation - Graduation Ceremony
2. Enter data in appropriate fields.
3. Select the calendar type denoting the required ceremony round from the list of
ACTIVE and PLANNED graduation calendars available. The following details
are necessary for a ceremony round:
■ Start and end date aliases, limiting the period that possible graduates are
automatically identified. For example, to identify students potentially
eligible to graduate in May ceremonies, a start date alias of November 1
and an end date alias of February 28 can be entered.
■ Link to one or more completion periods, achieved by entering the year and
selecting the appropriate period from the End, Mid, and Summer values in
the Ceremony Round Period region.

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 Entering Graduation Ceremony Procedure

4. Click the Graduands button in the Ceremony Round region to access the list of
all graduands allocated to this ceremony round.
5. Enter one or more ceremonies for each round.
6. Enter a ceremony number, a unique identifier of each ceremony in the round.
Note: Once a ceremony is created, the ceremony number cannot be amended.
7. Enter the venue code.
8. Enter the date of the ceremony, a date alias instance selected from those already
linked to the ceremony round.
9. Enter a closing date alias instance, indicating the cutoff point for the automatic
allocation of graduands to the ceremony.
10. Enter the ceremony start and end times using the 24-hour clock.

11. Click the Graduands button in the Graduation Ceremony region to access the
Ceremony Graduands window in the context of the selected ceremony.
12. Click the Award Ceremony button to access the Award Ceremony window and
the Unit Set Ceremony window, and enter details of the programs and unit sets
for which awards are to be presented in the selected ceremony.
13. Optionally, enter a ceremony fee and the maximum number of guests per
graduand.
14. Optionally, enter notes for each ceremony.

15. Save or save and continue as follows:

File - Save or Save and Proceed

16. Close the window.

Graduation Ceremony Procedure 277-5

Graduation Ceremony Window

Graduation Ceremony Window

Figure 277–1 Graduation Ceremony Window

277-6 Oracle Student System User’s Guide

 278
Award Ceremony Procedure

This chapter describes how to enter award ceremonies. The following sections are in
this chapter:
■ Definition
■ Overview
■ Entering Award Ceremony Procedure
■ Award Ceremony Window

Award Ceremony Procedure 278-1

Definition

Definition
The award ceremony procedure enters awards to present at a graduation ceremony.

Overview
The Award Ceremony window enters awards to present at each ceremony within a
ceremony round, after a ceremony round and its associated ceremonies are defined
in the Graduation Ceremony window. An Order of Ceremony number assigned to
each award indicates its order of presentation in the ceremony.
Most awards are directly related to programs or program versions, but honorary
degrees must also be entered in this window. Awards are maintained in the Awards
window.
In this window, graduands can be grouped by program version and award
combination, or by award code.
Program awards can be grouped by unit set in the Unit Set Ceremony window,
accessed from the Award Ceremony window, in the following instances:
■ awards are divided between ceremonies when the award involves many
graduands who are divided between ceremonies according to their major or
majors
■ graduands are presented in alphabetical order within their unit set, rather than
within the award
Note: Honorary awards cannot be grouped by unit set.
If graduands are grouped by award code and program awards are grouped by unit
sets, each program award unit set group must be identical to other program award
unit set groups with the same Order in Award number.
Awards are assigned to program versions in the Program Awards window, accessed
through the Basic Program Details window.
The groups established in the Award Ceremony window and the Unit Set
Ceremony window are the basis for allocating graduands to ceremonies in the
Manage Allocation of Graduands to Ceremonies concurrent process, and placing
them in order of presentation within a ceremony in the Set Graduand Order in
Presentation concurrent process.
The US GRP label indicates that a program award is grouped by unit set in the Unit
Set Ceremony window.

278-2 Oracle Student System User’s Guide

 Overview

Values in the Attending, Possible, and Total fields of the Award Ceremony window,
determined by graduand status, graduand approval status, and graduand type, are
described in Table 278–1. They reflect the latest information about graduand
attendance, not including guests, for the ceremony, and are calculated each time a
record is queried.

Table 278–1 Attending, Possible, and Total Field Descriptions

Field Name Description
Attending number of graduands with ELIGIBLE, APPROVED or
WAITING status indicating they are attending
Possible number equal to Total field value minus Attending field value
Total number of graduands with POTENTIAL, ELIGIBLE,
APPROVED, WAITING status and indicating they are
attending or their intention is unknown

If after running the Manage Allocation of Graduands to Ceremonies concurrent

process the number of graduands in each ceremony is not balanced, one or more
award records can be closed and added to other ceremonies. When the Manage
Allocation of Graduands to Ceremonies concurrent process is run again, the
graduands are reallocated to another ceremony associated with their award, if one
exists.

Award Ceremony Procedure 278-3

Entering Award Ceremony Procedure

Entering Award Ceremony Procedure

To enter program and honorary awards to present at a graduation ceremony,
perform the following steps.
1. In Oracle Student System, navigate to the Award Ceremony window as follows:
Academic Progress - Graduation - Award Ceremony
Note: The Award Ceremony window can also be accessed from the Graduation
Ceremony.
2. Query the appropriate record.
3. Enter data in appropriate fields.
4. In the Order in Ceremony field, enter a number indicating the order the awards
are presented in the ceremony.
Typically, the number must be unique, but can be duplicated for program
awards if two different program versions have the same award code and
graduands are presented in alphabetic order within the award, rather than the
program version.
5. For program awards, in the Program Code field, select a program code from the
list of values.
Active and inactive programs appear in the list of values and planned programs
do not.
If only one version exists, the version number appears; if multiple versions
exist, a list of values appears.
Note: For honorary codes, a program code is not selected.
6. If multiple versions exist, select a version from the list of values.
A warning appears if a program version is selected but no students with
program attempts for that program version exist.
For program versions with a single award, the award code appears.
7. If multiple awards exist, as in the case of combined degrees, select an award
code from the list of values.
Closed awards appear in the list of values, but cannot be selected.
8. Optionally, click Graduands to open the Ceremony Graduands window, listing
graduands in the ceremony selected.

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 Entering Award Ceremony Procedure

9. Optionally, click Unit Set Groups to open the Unit Set Ceremony window and
enter unit set groups, allowing graduands to be ordered by group within a
program and award combination or within an award that is ordered across
program versions.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Award Ceremony Procedure 278-5

Award Ceremony Window

Award Ceremony Window

Figure 278–1 Award Ceremony Window

278-6 Oracle Student System User’s Guide

 279
Unit Set Ceremony Procedure

This chapter describes how to maintain unit set ceremonies. The following sections
are in this chapter:
■ Definition
■ Overview
■ Maintaining Unit Set Ceremony Procedure
■ Unit Set Ceremony Window

Unit Set Ceremony Procedure 279-1

Definition

Definition
The unit set ceremony procedure enters constituent unit set groups for program
awards.

Overview
A program award entered in the Award Ceremony window is subdivided into
groups of unit sets related to it. This is done to split an award across ceremonies and
to present graduates in alphabetical order within their unit set grouping rather than
in straight alphabetical order within the award.
For example, if the award involves large numbers of graduates who are to be
divided between ceremonies according to their major, the groups are placed in
order of presentation within the award, with their component unit sets listed within
the group.
Unit set groups are created solely for use in the Graduation subsystem and have no
wider applicability.

Allocating Graduands
The institution can choose to subdivide only some awards into unit set groups
within any particular ceremony. The decision to subdivide into unit sets or groups
has certain implications.
If some graduates are eligible for a specific award after studying one unit set, and
others are eligible after two, then unit set groups must be entered in both cases.
Graduates who do not have a unit set attempt for program are allocated to the
ceremony at program award level.

279-2 Oracle Student System User’s Guide

 Overview

For example, Table 279–1 shows a program version, S300/2, that has been divided
and ordered into two unit set groups. The unit set group comprising the unit sets
ECMJ and RBMJ has a title formed by concatenating the two unit set titles

Table 279–1 Program Version Example

Program Award Unit Set Components
Program Award
Version Award Order Unit Set Group Unit Sets Order
S300/2 1188 1 Electronics Major & ECMJ 1
Robotics Major
RBMJ
Manufacturing MFMJ 2
Major
M300/1 1002 2 Accounting Major & ACMJ001 1
Banking and
BFMJ001
Finance Major
Economics Major ECMJ001 2
M300D/1 1002 2 Accounting Major & ACMJ001 1
Banking and
BFMJ0001
Finance Major

Unit Set Ceremony Procedure 279-3

Maintaining Unit Set Ceremony Procedure

Maintaining Unit Set Ceremony Procedure

The following information applies to this procedure:
■ If a unit set group contains multiple unit sets, the graduate ceremony allocation
process considers graduates with attempts in all unit sets within the group.
■ Administrative unit sets cannot be entered against program awards.
■ If the unit set groups are not added to another ceremony, the graduands are not
allocated to a ceremony.
■ The group title appears in ceremony lists.
■ Combinations of the graduate status, graduate approval status, and graduate
type are used to determine totals.
To create unit set groups for program awards, perform the following steps.
1. In Oracle Student System, navigate to the Unit Set Ceremony window as
follows:
Academic Progress - Graduation - Award Ceremony
The Award Ceremony window appears.
2. Click Unit Set Groups to open the Unit Set Ceremony window.
3. Enter data in appropriate fields.
4. In the Award Ceremony Unit Set Group region, enter a number to signify the
order of presentation within the program award, or enter an override title.
Note: The override title, if provided, is substituted wherever a group title is
unsuitable or two versions of the same unit set are included in the group.
5. In the Award Ceremony Unit Set region, enter a number for each component
unit set or select a unit set code.
If a unit set is keyed, a List of Values showing the valid academic unit sets for
the program version is displayed giving a choice of versions.
6. Optionally, click Graduands to open the Ceremony Graduands window and
view the list of graduates in the selected unit set group.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

279-4 Oracle Student System User’s Guide

 Unit Set Ceremony Window

Unit Set Ceremony Window

Figure 279–1 Unit Set Ceremony Window

Unit Set Ceremony Procedure 279-5

Unit Set Ceremony Window

279-6 Oracle Student System User’s Guide

 280
Graduation Ceremony Notes Procedure

This chapter describes how to enter graduation ceremony notes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Graduation Ceremony Notes Procedure
■ Graduation Ceremony Notes Window

Graduation Ceremony Notes Procedure 280-1

Definition

Definition
The graduation ceremony notes procedure enters additional information about a
graduation ceremony in the form of a note.

Overview
Many types of notes can be created for a ceremony. Each type reflects the purpose of
the notes associated with it. Graduation ceremony note types are created in the
Graduation Note Types window.

280-2 Oracle Student System User’s Guide

 Entering Graduation Ceremony Notes Procedure

Entering Graduation Ceremony Notes Procedure

The following information applies to this procedure:
■ Notes can be created, stored, and retrieved in text format.
To enter a graduation ceremony note, perform the following steps.
1. In Oracle Student System, navigate to the Graduation Ceremony Notes window
as follows:
Academic Progress - Graduation - Graduation Ceremony Note
2. Query the appropriate record.
3. Enter data in appropriate fields.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Graduation Ceremony Notes Procedure 280-3

Graduation Ceremony Notes Window

Graduation Ceremony Notes Window

Figure 280–1 Graduation Ceremony Notes Window

280-4 Oracle Student System User’s Guide

 281
Ceremony Graduands Procedure

This chapter describes how to maintain ceremony graduands. The following

sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Ceremony Graduands Procedure
■ Ceremony Graduands Window

Ceremony Graduands Procedure 281-1

Definition

Definition
The ceremony graduands procedure lists graduands at ceremony round, ceremony,
award, or unit set group level according to access point. The approval status and
conferral date are set as single actions for the selected set of graduands.

Overview
The Ceremony Graduands window can be opened in different windows for specific
purposes as follows:
■ the Graduation Ceremony window lists graduands in a ceremony round or for
a particular ceremony
■ the Award Ceremony window lists graduands for a specific honorary or
program award within a ceremony
■ the Unit Set Ceremony window lists graduands for a particular unit set group
in a program award and ceremony
Graduands are listed either according to the order number assigned to them
indicating their place in the ceremony, or in alphabetical sequence if they have not
yet been assigned an order number. Students graduating in absentia are not given
an order number.
Graduands assigned an order number are listed first. Order numbers are assigned
in the Set Graduand Order in Presentation process.

Set Approval Status and Conferral Date Process

Two processes can be run to update values for all the graduands listed, with the
exception of those specifically excluded by setting an indicator. These processes,
initiated from buttons on the window, are:
■ setting of the approval status to a value supplied by the user from those
equivalent to the system value Approved.
■ recording of an award conferral date, that includes the setting of the graduand
status to a value selected by the user from those equivalent to Graduated.

281-2 Oracle Student System User’s Guide

 Maintaining Ceremony Graduands Procedure

Maintaining Ceremony Graduands Procedure

The following information applies to this procedure:
■ Graduands are sorted first by order number and then by surname. Therefore, if
the context is a complete ceremony round, the order numbers for different
ceremonies sort together and all graduands in the round with an order number
of 1 appear first, then all 2’s, and so on.
■ The system will not set approval for graduands with an Grad_Blk block
graduation hold.
■ The system sets only the conferral date and Graduated status for graduands
with an Eligible graduand status, an Approved approval status, or a system
graduand type of Attending or Inabsentia.
■ Once Approved statuses and conferral dates have been recorded, they can be
changed only at the individual graduand’s level, using the Graduand Details
window.
■ The graduand type cannot be changed after students are recorded as having
graduated. The implication is that graduands' intentions regarding graduation
ceremonies must be finalized before setting conferral dates and Graduated
statuses.
To enter ceremony graduand details, perform the following steps.
1. In Oracle Student System, navigate to the Ceremony Graduands window in one
of the following ways:
Academic Progress - Graduation- Graduation Ceremony
Academic Progress - Graduation- Award Ceremony
Academic Progress - Graduation - Award Ceremony - Unit Set Groups
2. Click Graduands to open the Ceremony Graduands window.
3. Enter data in appropriate fields.
4. Click Edit Graduand to open the Graduand Details window to change statuses
and amended other graduand details.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Ceremony Graduands Procedure 281-3

Ceremony Graduands Window

Ceremony Graduands Window

Figure 281–1 Ceremony Graduands Window

281-4 Oracle Student System User’s Guide

 282
Graduand Details Procedure

This chapter describes how to create graduand details. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Graduand Details Procedure
■ Graduand Details Window

Graduand Details Procedure 282-1

Definition

Definition
The graduand details procedure creates, maintains, and queries individual
graduands’ records and displays their ceremony details.

Overview
The Graduand Details window enables queries on students identified in the
Identify and Create Graduands process as possible candidates for graduation, and
allows the creation of individual records for graduands described in the following
cases:
■ recipients of honorary awards
■ students who elected to take out an alternative award exit
■ eligible or potentially eligible students not identified by the graduand
identification process
After graduand records are created, the following details can be altered using the
Graduand Details window:
■ honors levels
■ intention to articulate an award
■ requests for deferment to a later round
■ late changes in graduation information
■ surrender of a conferred award to take out a higher award
■ individual setting of a conferral date and status indicating a person has
graduated

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 Creating Graduand Details Procedure

Creating Graduand Details Procedure

The following information applies to this procedure:
■ The creation date and time of the graduand record is entered automatically by
the system.
■ Validation prevents identical graduand records from being created for the same
round.
■ Typically, status is selected to Approved for honorary awards and Waiting for
program awards, depending on when the graduand record is created.
■ If a hold to block graduation exists, a status of Approval cannot be selected.
To enter graduand details, perform the following steps.
1. In Oracle Student System, navigate to Graduand Details window as follows:
Academic Progress - Graduation - Graduand Details
2. Query the appropriate Person record.
3. Enter data in appropriate fields.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Graduand Details Procedure 282-3

Graduand Details Window

Graduand Details Window

Figure 282–1 Graduand Details Window

282-4 Oracle Student System User’s Guide

 283
Graduand Ceremony Details Procedure

This chapter describes how to create graduand ceremony details. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Graduand Ceremony Details Procedure
■ Graduand Ceremony Details Window

Graduand Ceremony Details Procedure 283-1

Definition

Definition
The graduation ceremony details procedure maintains graduand and ceremony
details during the ceremony round.

Overview
The primary purpose of the Graduand Ceremony Details window is to alter
individual graduands’ ceremony arrangements after the allocation of graduands to
ceremonies has been performed by the Manage Allocation of Graduands to
Ceremonies process. Using this window is the only way to allocate honorary
reward recipients to a ceremony.

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 Creating Graduand Ceremony Details Procedure

Creating Graduand Ceremony Details Procedure

The following information applies to this procedure:
■ More than one ceremony or award can be recorded for a graduand.
■ Seat numbers are currently recorded for information only. There is no cross
referencing to venue seating capacity, or allowable number of seats per guest.
To create graduand ceremony details, perform the following steps.
1. In Oracle Student System, navigate to the Graduand Ceremony Details window
as follows:
Academic Progress - Graduation - Graduand Ceremony Details
2. Enter data in appropriate fields.
3. In the Graduand Award Ceremony region, enter ceremony details for
graduands with a graduand type of Attending, Inabsentia, or Unknown.
4. Check that the graduand seat number filed is unique within the ceremony.
5. Enter details of guests attending each ceremony.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Graduand Ceremony Details Procedure 283-3

Graduand Ceremony Details Window

Graduand Ceremony Details Window

Figure 283–1 Graduand Ceremony Details Window

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 284
Special Awards Procedure

This chapter describes how to enter prizes and medals awarded to individual
students. The following sections are in this chapter:
■ Definition
■ Overview
■ Entering Special Awards Procedure
■ Special Awards Window

Special Awards Procedure 284-1

Definition

Definition
The special awards procedure enters prizes and medals awarded to students for a
particular program.

Overview
A check box allows special awards to be announced at a ceremony, however, only
recipients who are also graduands are allocated a place at the ceremony.
Each prize or medal must be allocated an award code in the Awards window.

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 Entering Special Awards Procedure

Entering Special Awards Procedure

The following information applies to this procedure:
■ A label appears if a hold is entered for the student, but this does not prevent the
entering of a special award.
■ The same prize or medal can be awarded on more than one occasion to the
same student for study in the same program. Award dates must be different.
■ All special awards are associated with a program attempt. An award to be
announced is included in the lists for the ceremony that includes that program.
For graduands receiving awards at more than one ceremony, the announcement
is included for each ceremony. If this is not required, the printed ceremony list
or lists must be manually amended.
To enter prizes and medals, perform the following steps.
1. In Oracle Student System, navigate to the Special Awards window as follows:
Academic Progress - Graduation - Graduand Special Awards
2. Enter data in appropriate fields.
3. Query on an individual student and select the student for whom a prize or
medal is to be entered, either by entering a known person ID, or by clicking the
Find Person button.
4. Select the student's relevant program attempt from those presented in the
Student Program Attempt region, by scrolling to see all attempts, or querying
on a specific program code.
5. Select the appropriate award code from the list of values.
6. The list of values includes only open awards of system award type MEDAL or
PRIZE, and selected awards are verified against these types.
7. Optionally, overwrite the award date that defaults to the current date.
8. If the special award is to be announced at a graduation ceremony, select the
Announce at Ceremony check box.
9. Optionally, enter comments that are intended for internal administrative
purposes.
10. Save or save and continue as follows:

File - Save or Save and Proceed

11. Close the window.

Special Awards Procedure 284-3

Special Awards Window

Special Awards Window

Figure 284–1 Special Awards Window

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 285
Graduand Statuses Procedure

This chapter describes how to create graduand statuses. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Graduand Statuses Procedure
■ Graduand Statuses Window

Graduand Statuses Procedure 285-1

Definition

Definition
The graduand statuses procedure creates institution-defined graduand statuses that
are matched to system-defined graduand statuses.

Overview
Graduand statuses indicate the current state of a graduand record and whether
graduands can graduate in a ceremony in a particular ceremony round.
In the Graduation subsystem, graduand statuses are viewed in the Graduand
Ceremony Details and Ceremony Graduands windows, and modified in the
Graduand Details window. In many circumstances, graduand statuses are set by the
Identify and Create Graduands and Assign Graduand Status concurrent processes.

285-2 Oracle Student System User’s Guide

 Creating Graduand Statuses Procedure

Creating Graduand Statuses Procedure

The following information applies to this procedure:
■ System-defined graduand statuses include POTENTIAL, ELIGIBLE,
GRADUATED, and SURRENDER.
■ To prevent further use of a record, the Closed check box must be selected.
■ Once assigned to a graduand record, a graduand status cannot be deleted.
To create a graduand status, perform the following steps.
1. In Oracle Student System, navigate to the Graduand Statuses window as
follows:
Academic Progress - Graduation - Setups - Graduand Status
2. Enter data in appropriate fields.
3. Create institution-defined graduand status.
4. Map institution-defined graduand status to a system-defined graduand status.
One or more institution-defined statuses can be assigned to each
system-defined status.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Graduand Statuses Procedure 285-3

Graduand Statuses Window

Graduand Statuses Window

Figure 285–1 Graduand Statuses Window

285-4 Oracle Student System User’s Guide

 286
Graduand Approval Statuses Procedure

This chapter describes how to create graduand approval statuses. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Graduate Approval Status Procedure
■ Graduand Approval Statuses Window

Graduand Approval Statuses Procedure 286-1

Definition

Definition
The graduand approval status procedure creates institution-defined graduand
approval statuses that are matched to system-defined graduand approval statuses.

Overview
The graduand approval status, graduand status, and graduand type indicate a
potential graduand's progress toward graduation in a particular round. Approval
indicates that graduands can graduate and final ceremony preparations can occur.
Institutions determine their approval process based on their graduation process,
and can require approval by formal council or by an academic organizational unit.
The Ceremony Graduands window approves specific student groups for
graduation.

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 Creating Graduate Approval Status Procedure

Creating Graduate Approval Status Procedure

The following information applies to this procedure:
■ System-defined graduand approval statuses include WAITING, APPROVED,
and REJECTED.
■ Approval can be granted if the graduand status is POTENTIAL, or approved
subject to confirming program requirements are complete.
■ A graduand’s graduand status must be ELIGIBLE and graduand approval
status must be APPROVED in order to graduate.
■ To prevent further use of a record, the Closed check box must be selected.
■ Once assigned to a graduand record, a graduand approval status cannot be
deleted.
To create a graduand approval status, perform the following steps.
1. In Oracle Student System, navigate to the Graduand Approval Statuses window
as follows:
Academic Progress - Graduation - Setups - Graduand Approval Status
2. Enter data in appropriate fields.
3. Create institution-defined graduand approval status.
4. Map institution-defined graduand approval status to a system-defined
graduand approval status.
One or more institution-defined statuses can be mapped to each system-defined
status.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Graduand Approval Statuses Procedure 286-3

Graduand Approval Statuses Window

Graduand Approval Statuses Window

Figure 286–1 Graduand Approval Statuses Window

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 287
Graduation Note Types Procedure

This chapter describes how to enter graduation note types. The following sections
are in this chapter:
■ Definition
■ Overview
■ Entering Graduation Note Types Procedure
■ Graduation Note Types Window

Graduation Note Types Procedure 287-1

Definition

Definition
The graduation note types procedure enters note types that classify notes about
graduation ceremonies.

Overview
In the Graduation Ceremony window, notes in a variety of formats can be added
about graduation ceremonies. Note types set up in the Graduation Note Types
window group notes according to criteria relevant to the institution, such as
purpose of notes.

287-2 Oracle Student System User’s Guide

 Entering Graduation Note Types Procedure

Entering Graduation Note Types Procedure

The following information applies to this procedure:
■ Notes created in the Graduation Ceremony window must be assigned a note type
created in the Graduation Note Types window.

To enter a graduation note, perform the following steps.

1. In Oracle Student System, navigate to the Graduation Note Types window as
follows:
Academic Progress - Graduation - Setups - Graduation Note Type
2. Enter data in appropriate fields.
3. Enter note types to classify notes about graduation ceremonies.
4. Enter a description of the note type.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Graduation Note Types Procedure 287-3

Graduation Note Types Window

Graduation Note Types Window

Figure 287–1 Graduation Note Types Window

287-4 Oracle Student System User’s Guide

 288
Credential Types Procedure

This chapter describes how to create credential types. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Credential Types Procedure
■ Credentials Type Window

Credential Types Procedure 288-1

Definition

Definition
The credential types procedure creates credential types, such as diplomas and
certificates.

Overview
A credential is a diploma or any official printed document indicating a student
receives an award.
A credential type classifies a credential. For example, an institution can have a
standard credential for a program award and another non-standard credential for
joint awards. Awards are associated with credential types in the Awards window.
Each credential type must also be mapped to a correspondence type because
credentials are frequently mailed.

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 Creating Credential Types Procedure

Creating Credential Types Procedure

The following information applies to this procedure:
■ One or more credential types can be mapped to each correspondence type.
■ To prevent further use of a record, the Closed check box must be selected.
■ Once assigned to an award, a credential type cannot be deleted.
To create a credential type, perform the following steps.
1. In Oracle Student System, navigate to the Credential Types window as follows:
Academic Progress - Graduation - Setups - Credential Type
2. Enter data in appropriate fields.
3. Create a credential type.
4. Assign a correspondence type to the credential type.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Credential Types Procedure 288-3

Credentials Type Window

Credentials Type Window

Figure 288–1 Creditential Type Window

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 289
Honors Levels Procedure

This chapter describes how to enter honors levels. The following sections are in this
chapter:
■ Definition
■ Overview
■ Entering Honors Levels Procedure
■ Honors Levels Window

Honors Levels Procedure 289-1

Definition

Definition
The honors levels procedure enters institution-defined honors level codes and codes
for other similar levels of achievement.

Overview
Institution-defined honors level codes correspond to government honors level
codes.
Similar levels of achievement include degrees awarded with merit or with
distinction, used if a program does not have an honors level.
In the Graduation subsystem, honors level codes are recorded against graduate
records in the Graduand Details window.
In the Admissions subsystem, these codes are recorded against an applicant’s prior
academic history record in the Academic History Details window.
This window can be accessed directly from a menu or through the navigation
button in the Government Honors Levels window. In the latter case, only those
records which map to the government honors level selected in the Government
Honors Levels window are displayed in this window. A query must be performed
in this window to view other records.

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 Entering Honors Levels Procedure

Entering Honors Levels Procedure

The following information applies to this procedure:
■ More than one honors level can be mapped to the same government honors
level.
■ Once used in the system, the honors level record of a graduate cannot be
deleted. Selecting the Closed check box prevents further use.
To enter an honors level, perform the following steps.
1. In Oracle Student System, navigate to the Honors Levels window as follows:
Academic Progress - Graduation - Setups - Honors Level
2. Enter data in appropriate fields.
3. Assign a rank to each honors level entered in this window.
This ranking is required because the Set Graduand Order in Presentation job
allocates sequence numbers to graduates for determining the order in which the
graduates are presented with their awards at the graduation ceremony.
This job provides an option to group honors graduates separately. When
selecting this option, the job sequences honors graduates within the group
according to the ranks assigned in this window.
4. Map institution-defined honors level codes to government honors level codes
other than zero, and enter their descriptions.
5. Map other institution-defined achievement level codes to the government
honors level code zero, and enter their descriptions.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Honors Levels Procedure 289-3

Honors Levels Window

Honors Levels Window

Figure 289–1 Honors Levels Window

289-4 Oracle Student System User’s Guide

 290
Measurements Procedure

This chapter describes how to enter measurements. The following sections are in
this chapter:
■ Definition
■ Overview
■ Entering Measurements Procedure
■ Measurements Window

Measurements Procedure 290-1

Definition

Definition
The measurements procedure enters measurement codes that designate the size of
graduation gowns and hats for each graduand.

Overview
In the Measurements window, the full range of hat, or mortarboard, and gown sizes
available for graduands is entered. All details entered in this window appear in a
list of values in the Graduand Ceremony Details window, where hat and gown sizes
for a graduand are entered.

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 Entering Measurements Procedure

Entering Measurements Procedure

To enter measurements, perform the following steps.
1. In Oracle Student System, navigate to the Measurements window as follows:
Academic Progress - Graduation - Setups - Measurements
2. Enter data in appropriate fields.
3. In the Measurement Code field, enter a measurement code, for example, 51 CM
or 42 IN.
4. In the Description field, enter a description of the measurement code, for
example, 51 Centimeters or 42 Inches.
5. In the Measurement Type field, enter the category to which a measurement
belongs, for example, Mortarboard or Gown.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Measurements Procedure 290-3

Measurements Window

Measurements Window
Figure 290–1 Measurements Window

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 291
Graduation Concurrent Processes
Procedure

This chapter describes how to run Graduation concurrent processes. The following
sections are in this chapter:
■ Definition
■ Graduation Concurrent Processes Procedure
■ Identify and Create Graduands Concurrent Process
■ Assign Graduand Status Concurrent Process
■ Clean Up Graduand Records Concurrent Process
■ Manage Allocation of Graduands to Ceremonies Concurrent Process
■ Set Graduand Order in Presentation Concurrent Process
■ Obtain Council Approval Concurrent Process
■ Produce a Graduate Register Concurrent Process
■ Graduation Ceremony Seating and Order of Presentation List Concurrent
Process

Graduation Concurrent Processes Procedure 291-1

Definition

Definition
Graduation concurrent processes update graduand records with their standing in
the graduation process, and assist in managing the graduation ceremonies of the
institution.

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 Graduation Concurrent Processes Procedure

Graduation Concurrent Processes Procedure

To run a Graduation concurrent process, perform the following steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Request window appears.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the tables in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Graduation Concurrent Processes Procedure 291-3

Identify and Create Graduands Concurrent Process

Identify and Create Graduands Concurrent Process

The Identify and Create Graduands concurrent process creates graduand records
for students eligible, or potentially eligible, to graduate. A graduand record is
created for students whose program attempt completion period falls within the
ceremony round start and end dates.

Table 291–1 Identify and Create Graduands Concurrent Process Parameters

Parameter
Ceremony Round
Program
Program Location
Award
Include Nominated
Completion Candidates
Include Derived
Completion Candidates
Restrict to Requirements
Complete
Potential Graduand
Status
Eligible Graduand
Status
Description
ceremony round for which processing is performed
Note: The percent sign, %, is used to select all ceremony rounds
whose start date alias instance comes before the concurrent
process run date and whose end date alias instance comes after
the concurrent process run date.
program; specified to create graduand records for subset of
students
program location; specified to create graduand records for
subset of students
award; specified to create graduand records for subset of
students
if selected, includes nominated completion candidates; either
Include Nominated Completion Candidates or Include Derived
Completion Candidates must be selected; both can be selected
if selected, includes Derived Completion Candidates; either
Include Nominated Completion Candidates or Include Derived
Completion Candidates must be selected; both can be selected
if selected, creates graduand records only for students whose
program requirements are complete
institution-defined status to record for students whose program
requirements are or are not complete
Note: Institution-defined statuses are entered in the Graduand
Statuses window.
institution-defined status to record for students whose program
requirements are or are not complete
Note: Institution-defined statuses are entered in the Graduand
Statuses window.

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 Identify and Create Graduands Concurrent Process

Table 291–1 Identify and Create Graduands Concurrent Process Parameters

Parameter Description
Graduand Approval institution-defined status, Waiting or Approved, to record for all
Status students with graduand record when concurrent process is run;
depends on institution’s process for approving student’s
graduation
Note: Institution-defined statuses are entered in the Graduand
Approval Statuses window.

The Identify and Create Graduands concurrent process is run by a graduation

administrator periodically during each ceremony round processing period. The
initial run creates most graduand records. Subsequent runs create records for
students whose completion periods are changed.

Graduation Concurrent Processes Procedure 291-5

Assign Graduand Status Concurrent Process

Assign Graduand Status Concurrent Process

The Assign Graduand Status concurrent process determines whether graduands are
academically eligible to graduate and sets their graduand status to Eligible or
Potential based on the Program Requirements Complete check box.

Table 291–2 Assign Graduand Status Concurrent Process Parameters

Parameter Description
Eligible Graduand institution-defined graduand status indicating eligibility to
Status graduate linked to system-defined status of Eligible
Potential Graduand institution-defined graduand status indicating potential
Status eligibility to graduate linked to system-defined status of
Potential

For graduands with a system-defined status of Potential, and for which the
Program Requirements Complete check box in the Complete Student Program
Attempts window is set, their graduand status becomes whatever value is selected
for the Eligible Graduand Status parameter.
For graduands with a system-defined status of Eligible, and for which the Program
Requirements Complete check box is not set because it changed since the last run of
the concurrent process, their graduand status becomes whatever value is selected
for the Potential Graduand Status parameter.
This concurrent process accesses graduand records created by running the Identify
and Create Graduands concurrent process or by entering graduands in the
Graduand Details window.
The Assign Graduand Status concurrent process is run nightly by a graduation
administrator.

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 Clean Up Graduand Records Concurrent Process

Clean Up Graduand Records Concurrent Process

The Clean Up Graduand Records concurrent process deletes graduand records for
graduands with a Potential status who did not graduate or did not get approval to
graduate in a ceremony round. The concurrent process also deletes any dependent
graduand award ceremony records. Graduand statuses are institution-defined and
multiple statuses can be mapped to the system-defined status of Potential.

Table 291–3 Clean Up Graduand Records Concurrent Process Parameters

Parameter Description
Ceremony Round ceremony round
Note: Because this concurrent process deletes records from the
database, the selected ceremony round must be complete.

The Clean Up Graduand Records concurrent process is run by a graduation

administrator as required at the completion of a ceremony round. This concurrent
process accesses graduand records created by the Assign Graduand Status
concurrent process.

Graduation Concurrent Processes Procedure 291-7

Manage Allocation of Graduands to Ceremonies Concurrent Process

Manage Allocation of Graduands to Ceremonies Concurrent Process

The Manage Allocation of Graduands to Ceremonies concurrent process allocates
graduands to specific ceremonies within a ceremony round and creates graduand
award ceremony records.

Table 291–4 Manage Allocation of Graduands to Ceremonies Concurrent Process

Parameters
Parameter Description
Ceremony Round ceremony round
Program Location Code program location code of type Campus; allocates graduands to
graduation locations and venues associated with particular
campus only
Note: This parameter is used if the management of graduations
is decentralized.
Graduand Status institution-defined graduand status, equivalent to either
Potential or Eligible
Stalemate Resolution resolution if graduands satisfy criteria for more than one
ceremony; stalemate resolutions are described in Table 291–5
Ignore Graduand if selected, graduand primary unit sets are ignored; selected if
Primary Unit Sets all allocations are at program award level, even those awards
with recorded unit set groups

Table 291–5 describes stalemate resolutions if graduands satisfy criteria for more
than one ceremony.

Table 291–5 Stalemate Resolutions

Stalemate Resolution Description
None graduands are not allocated to any ceremony for award
Alpha Distribution graduands are allocated alphabetically by concurrent process
Numeric Distribution graduands are allocated proportionally by concurrent process;
for example, if two possible ceremonies exist, half of
graduands are assigned to one ceremony, half to the other

The Manage Allocation of Graduands to Ceremonies concurrent process is run by a

graduation administrator once per ceremony round for initial allocation and as
required after the Identify and Create Graduands concurrent process is run. The

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 Manage Allocation of Graduands to Ceremonies Concurrent Process

graduand award ceremony records created by this concurrent process are accessed
by the Set Graduand Order in Presentation concurrent process.

Graduation Concurrent Processes Procedure 291-9

Set Graduand Order in Presentation Concurrent Process

Set Graduand Order in Presentation Concurrent Process

The Set Graduand Order in Presentation concurrent process sets one or more
presentation order numbers to ensure the correct presentation order for each
graduand attending a graduation ceremony, based on data entered in the Award
Ceremony and Unit Set Ceremony windows. For each ceremony, graduands are
numbered sequentially.

Table 291–6 Set Graduand Order in Presentation Concurrent Process Parameters

Parameter Description
Ceremony Round ceremony round; list of values includes all active ceremony
rounds
Order Graduands By criteria by which graduands are ordered; presentation order
criteria is described in Table 291–7; parameter values allow
ordering in ascending or descending order
Ignore Unit Sets if selected, graduands grouped according to order in entered in
Award Ceremony window, even when program awards are
divided into unit set groups; allows allocation of graduands to
ceremonies on basis of unit set groups without necessarily
presenting graduands grouped by unit set group at ceremony
Announce Multi Award if selected, graduand allocated to same ceremony more than
Graduands Once once to receive multiple awards is assigned only one sequence
number for first award; if not selected, graduand is assigned
sequence number for each award

Table 291–7 describes presentation order criteria.

Table 291–7 Presentation Order Criteria

Presentation Order
Criteria Description
Alphabetical all graduands, including honors graduands, ordered
alphabetically within primary grouping
Honors Level all graduands in primary grouping ordered by rank, and then
alphabetically within that rank

This concurrent process only targets graduands with an institution-defined

graduand status equivalent to the system-defined graduand status of Eligible, an

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 Set Graduand Order in Presentation Concurrent Process

institution-defined graduand approval status equivalent to the system-defined

graduand approval status of Approved, and a graduand type of Attending.
For each ceremony, the Set Graduand Order in Presentation concurrent process
accesses graduand award ceremony records representing graduands allocated to
the ceremony. Graduands can have more than one record if they receive more than
one award at the ceremony, as in the case of a combined degree.
If some graduands receiving the same award are members of a unit set group and
others are assigned to the ceremony because of their program award, unit set group
members are placed before program award members.
The Set Graduand Order in Presentation concurrent process is run by a graduation
administrator as required. This concurrent process uses graduand award ceremony
records created by the Manage Allocation of Graduands to Ceremonies concurrent
process.

Graduation Concurrent Processes Procedure 291-11

Obtain Council Approval Concurrent Process

Obtain Council Approval Concurrent Process

The Obtain Council Approval concurrent process produces a list of graduands
eligible to graduate for approval by the University Council.

Table 291–8 Obtain Council Approval Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Ceremony Round period of time when set of graduation ceremonies is conducted
Ceremony Number ceremony number
Campus Location campus location
Organizational Unit business unit of institution or organization
Award award
Program program
Graduand Approval graduand approval status; determines whether to display
Status waiting graduands only, approved graduands only, or both
Signatory Block free text field
Print Signature Block At specifies whether signature block is shown after each
organizational unit or only at end of report

The Obtain Council Approval concurrent process is run by a Graduations specialist

before University Council meetings at the end of a graduation round, and as
required before graduation ceremonies. Typically, this concurrent process is run in
batch mode, but can be run in immediate mode, particularly with a small data set,
such as a specific program code.
The Obtain Council Approval concurrent process produces the Graduation Council
Approval List, grouping graduands by award within an organizational unit. The
report includes graduands whose graduand status is Eligible, whose graduand
approval status is Waiting or Approved, and whose graduand type is Attending or
In Absentia.

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 Produce a Graduate Register Concurrent Process

Produce a Graduate Register Concurrent Process

The Produce a Graduate Register concurrent process produces a register including
details of each graduand.

Table 291–9 Produce a Graduate Register Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Ceremony Round period of time when set of graduation ceremonies is conducted
Ceremony Number ceremony number
Conferral Date date award is officially given
Award award
Program program
Unit Set unit set
Sort Report By criteria for sorting list

The Produce a Graduate Register concurrent process is run by a graduations

specialist after graduation rounds, or as required. Typically, this concurrent process
is run in batch mode, but it can be run in immediate mode, especially when run
with a small data set, such as a specific unit set.
The Produce a Graduate Register concurrent process produces a graduate register,
displaying graduands, awards, honors levels if applicable, unit sets, and conferral
details.

Graduation Concurrent Processes Procedure 291-13

Graduation Ceremony Seating and Order of Presentation List Concurrent Process

Graduation Ceremony Seating and Order of Presentation List

Concurrent Process
The Graduation Ceremony Seating and Order of Presentation List concurrent
process produces a report listing seat allocations and the presentation order of
graduands.

Table 291–10 Graduation Ceremony Seating and Order of Presentation List

Concurrent Process Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Ceremony Round if selected, restricts list to ceremony round entered
Ceremony Number if selected, restricts list to ceremony number entered
Venue if selected, restricts list to venue entered
Display level of detail required in list
Sort Order criteria for sorting list; includes graduand, award, and award’s
honors level

The Graduation Ceremony Seating and Order of Presentation List concurrent

process is run in batch mode or online by a Graduations specialist as required
before graduation ceremonies.
Before running this concurrent process, initial ordering of graduand groups is
performed at the award level or at the unit set group level, in the Award Ceremony
and Unit Set Ceremony windows respectively. After graduands in a particular
ceremony are identified, each graduand who attends is allotted an order number
within a ceremony by running the Set Graduand Order in Presentation concurrent
process. Seat numbers are allocated manually in the Graduand Ceremony Details
window.
The Graduation Ceremony Seating and Order of Presentation List concurrent
process produces the Seating and Order of Presentation List report based on the
presentation order or seat numbers for a particular ceremony round, ceremony, or
venue.

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 292
Progression Overview

This chapter provides an overview of the Progression subsystem.

The following sections are in this chapter:
■ Purpose
■ User Responsibilities

Progression Overview 292-1

Purpose

Purpose
Academic and administrative staff use the Progression subsystem to evaluate
students' academic progress.
Progression rules and measures are created and used to evaluate students’ academic
progress. Also, the timing of progression measurement within an institution and the
consequences if a student fails to progress must be decided.

User Responsibilities
Typically, a wide range of progression specialists decide how to configure the
subsystem and construct the progression rules.

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 293
Progression Outcome Types Procedure

This chapter describes how to maintain progression outcome types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Progression Outcome Types Procedure
■ Progression Outcome Types Window

Progression Outcome Types Procedure 293-1

Definition

Definition
The progression outcome types procedure creates and records a set of
institution-defined progression outcome types. Each progression rule established by
an institution has an outcome type, or multiple outcome types, associated with it.

Overview
An institution-defined progression outcome type must be linked to a system
progression rule outcome type. When an outcome, entered against a student
program attempt, is approved, the system-defined outcome type can trigger
changes to the progression status of the student program attempt.
For example, when a student fails a progression rule with the system-defined
outcome type of Suspension and this outcome has been approved by the relevant
academic committee, the student’s progression status becomes Suspension. The
impact of each approved outcome type on a student’s progression status is
described in Table 293–1.
A progression outcome type might require linking to an encumbrance type. These
encumbrances represent the penalty that applies to a student who fails a
progression rule, with the associated outcome type.

System Progression Rule Outcome Types

Table 293–1 describes the impact of approved outcome types on a student’s
progression status.

Table 293–1 System Progression Rule Outcome Types

System
Progression
Rule Outcome
Type Suggested Use
Expulsion used for expulsion from the
institution, as represented
by a program group
Exclusion used to exclude a student
from a program group,
program, unit set, or unit
Suspension used when suspension from
a program is the result of a
progression rule failure
Progression
Status When
Allowable Encumbrance Types and Outcome is
Effect Types Approved
An encumbrance type with an Expulsion
encumbrance effect type of EXC_* must
be defined for an outcome of this type.
An encumbrance type with an Exclusion
encumbrance effect type of EXC_* must
be specified.
An encumbrance type with an Suspension
encumbrance effect type of
SUS_COURSE must be specified.

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 Overview

Table 293–1 System Progression Rule Outcome Types

System
Progression
Rule Outcome
Type Suggested Use
Nopenalty used when an institution
requires a warning with no
associated penalty for a
progression rule failure
Probation if an outcome is to result in
some type of restriction or
requirement placed on the
student's enrollment
Manual used when the outcome is
to be applied manually
Progression
Status When
Allowable Encumbrance Types and Outcome is
Effect Types Approved
No encumbrance type can be set for any no effect on
outcome type mapped to this system status
outcome type.
An encumbrance type must be specified. Probation
This encumbrance must have one of the
following encumbrance effect types:
restricted attendance type, restriction on
enrollment to greater than, less than, or
equal to given number of credit points,
required enrollment in specified unit.
No encumbrance type can be set for any no effect on
outcome type mapped to this system status
type.

Progression Outcome Types Procedure 293-3

Maintaining Progression Outcome Types Procedure

Maintaining Progression Outcome Types Procedure

The following information applies to this procedure:
■ Each progression rule outcome type must be unique.
■ Once used in the system, a progression outcome type cannot be deleted. When
obsolete, it must be closed.
■ Only Academic encumbrance types can be linked to progression rule outcome
types.
■ A value can be entered in the Default Restricted Enrollment Credit Points field
if the context encumbrance type has the default effect RSTR_GE_CP or
RSTR_LE_CP.
■ A value can be entered in the Default Restricted Attendance Type field if the
context encumbrance type has the default effect RSTR_AT_TY.
■ Encumbrance type and system progression rule outcome type cannot be
modified if current outcomes or encumbrances linked to this progression rule
outcome type exist.
To enter the institution-defined progression outcome types, perform the following
steps.
1. In Oracle Student System, navigate to the Progression Outcome Types window
as follows:
Academic Progress - Progression - Progression Outcome Types
2. Link each progression rule outcome type to a system progression rule outcome
type. More than one institution-defined outcome type can be mapped to each
system type.
Some system progression rule outcome types require an associated
encumbrance type while others cannot have one. The system outcome types
and their allowable encumbrance types are detailed in Table 293–1.
3. In the Comments text box, enter an explanation about the progression rule
outcome type.
4. To access the Person Hold Types window or view encumbrance types and
associated encumbrance type effects, click Hold Types.
5. Return to the Progression Outcome Types window.
6. Save or save and continue as follows:

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 Maintaining Progression Outcome Types Procedure

File - Save or Save and Proceed

7. Close the window.

Progression Outcome Types Procedure 293-5

Progression Outcome Types Window

Progression Outcome Types Window

Figure 293–1 Progression Outcome Types Window

293-6 Oracle Student System User’s Guide

 294
Progression Rule Categories Procedure

This chapter describes how to maintain progression rule categories. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Progression Rule Categories Procedure
■ Progression Rule Categories Window

Progression Rule Categories Procedure 294-1

Definition

Definition
The progression rule categories procedure records institution-defined progression
rule categories and links each to a system rule call code.
In the Progression Rules window, system progression rules are organized into
logical rule groups based on the measure being tested. These are the system rule call
code groups. Some examples are PRG-GPA, PRG-PRO, PRG-WAM and
PRG-UFAIL.

Overview
The progression rule categories procedure creates institution-defined rule categories
that are used to group the progression rules of the institution.
For example, an institution can use a variety of grade point average (GPA)
progression measures, such as a GPA calculated for the whole program attempt and
a GPA calculated only for units completed within this progression period. Two
different rule categories can be created so that rules of each type can be grouped
within the correct category. CRS-GPA and PER-GPA are examples. The use of
different categories also ensures that, when applied, a progression rule is not
unintentionally overridden by another rule specified at a different level in the rule
application hierarchy.
The progression rule categories procedure also links an institution-defined rule
category to a system rule call code. This link ensures that, when the Rule window is
used to build rules, only the rule options relevant to this progression measure are
available. It also ensures that the rules engine is able to correctly evaluate the rules,
when applied.

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 Maintaining Progression Rule Categories Procedure

Maintaining Progression Rule Categories Procedure

The progression rule procedure includes the following parts:
■ Recording Progression Rule Categories
■ Assigning a Progression Calendar or Outcomes to a Rule Category
■ Assigning a Calendar to the Context Rule Category
■ Limiting Rules in the Category

Recording Progression Rule Categories

The following information applies to this process:
■ Once used in the system, obsolete rule categories must be closed instead of
deleted.
■ The rule category, description, and system rule call code fields are all required.
More than one institution-defined rule category can be mapped to a single
system rule call code. This provides flexibility in the application of rules within
the category and limits unintentional overriding at different application levels.
■ A rule category, even when it has associated calendars and outcomes, does not
initiate progression checking until it is assigned to a progression application
element, such as program type, organizational unit, program version, or
student program attempt.

Assigning a Progression Calendar or Outcomes to a Rule Category

Progression calendars and outcomes can be assigned to a progression rule category.
This means that in the application of all progression rules within this category, the
assigned outcomes and progression periods or dates, as identified through the
selected calendars, are used by default. These default progression periods and
outcomes can be overridden at the following levels:
■ at an individual rule, within the category, using the Progression Rules window
■ at a rule application level, using the Progression Outcome Types window
For example, the majority of programs offered at an institution require students to
pass one or more specific units in their first year. These units vary from program to
program, but the progression outcome of failing one of these units is always
probation. The institution may establish a rule category of Dsgn-ufail and assign the
progression outcome of Probation to the category.

Progression Rule Categories Procedure 294-3

Maintaining Progression Rule Categories Procedure

An application-specific rule for a program version can be created at the rule

application level using this rule category. The application does not need an outcome
defined since the probation outcome is inherited from this rule category level.

Assigning a Calendar to the Context Rule Category

The following information applies to this procedure:
■ A calendar type can be assigned to a rule category, with no limiting values
entered.
■ If calendar instances are entered in the Start or End Period fields, they must be
Active instances.
■ Any entry in the Student Start Period or Applications field must be a number
such as 1.
To assign a calendar to a rule category, perform the following steps.
1. In Oracle Student System, navigate to the Progression Rule Categories window
as follows:
Academic Progress - Progression - Progression Rule Category
2. Query the appropriate record.
3. Click Progression Calendars.
4. In the Calendar Type field, select a calendar type from the list of values.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Limiting Rules in the Category

Within the specific calendar, the following limits on the application of all rules in
the category can be applied.
■ start period
■ end period
■ student start period
■ applications

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 Maintaining Progression Rule Categories Procedure

Start Period
If the application of this category of rules is to start at a point in the future,
nominate a start period as part of the assigning of a calendar to the category.
Planned rule categories are defined in advance of the periods in which they start to
apply. For example, the start period 2001/P1 can be selected. The list of values
displays the available start periods as a concatenation of the year of the calendar
instance and the alternate code for the progression calendar type.

End Period
A defined rule category has a known point in time from which it is no longer to be
used. To phase out a defined rule category, nominate an end period against the
assigned rule category calendar. At any time after the rule category is defined, an
end period value can be entered to end-date the category, within the given calendar
type. It does not mean that the applicable category is no longer used. The rule
category can still be active under other progression calendar types.
The list of values displays end periods in the same concatenated way as start
periods, such as 2002/P1.

Student Start Period

When the user applies every rule within the category to a student program attempt,
the student start period is a number that identifies the student’s progression period
in which to begin checking these rules. For a rule or rule application within this
category, the start period can be overridden at those application levels.

Applications
Applications refers to a number that identifies the number of times any rule within
this category can be applied to a particular student unless overridden at the rule or
rule application level.

Progression Rule Categories Procedure 294-5

Progression Rule Categories Window

Progression Rule Categories Window

Figure 294–1 Progression Rule Categories Window

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 295
System Progression Configuration
Procedure

This chapter describes how to maintain the system progression configuration. The
following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining System Progression Configuration Procedure
■ System Progression Configuration Window

System Progression Configuration Procedure 295-1

Definition

Definition
The system progression configuration procedure configures the defaults for the
Progression subsystem. The Progression subsystem must be configured at a
systemwide level to establish the default progression fields for the whole
institution. This procedure can be used to establish and maintain the default
configuration fields.

Overview
In the Progression subsystem, critical dates must be specified to establish the
default progression application cycle. These apply to the whole institution unless
they are overridden. Institutions can define the names for these date alias types. The
System Progression Configuration window is used to enter the required
institution-defined date alias types against the system date names, which enables
their recognition by Oracle Student System. The definition of date alias types, and
the allocation of actual values to them, are entered in the Calendar subsystem.
It is also critical that the calendar types, applicable at the system level, be specified.
This is done in the overlay window. Progression rules within a calendar are
considered only if the system configuration or the override configuration specifies
that a progression calendar type is a recognized progression period in the system.
Other fields are also established at a systemwide level in this window. These fields
control the consequences after failure of a progression rule, such as the availability
of an appeal period or the timing of outcomes application related to the rule failure.
The systemwide configuration established in this window can be overridden for
specified organizational units in the Organizational Unit Progression
Configurations window or specified program versions in the Program Version
Progression Configurations window.

System Progression Configuration Procedure

The system progression configuration procedure includes the following
components:
■ System Date Fields
■ Selecting Show Cause and Appeal Boxes
■ Selecting Other Check Boxes
■ Selecting Calculate Weighted Average Mark and Calculate Grade Point Average
Check Boxes

295-2 Oracle Student System User’s Guide

 Overview

System Date Fields

A date alias must be selected for each of the following date fields:
■ Effective End Date Alias
■ Apply Start Date Alias
■ Apply End Date Alias
■ End Benefit Date Alias
■ End Penalty Date Alias

Selecting Show Cause and Appeal Check Boxes

The following information applies to this process:
■ Once established, System Progression Configuration cannot be deleted. If
required, the appropriate field can be edited or the applicable calendars can be
reconfigured.
■ Date alias types for use in this window are created in the Date Aliases window.
■ Show Cause and Appeal check boxes must be selected at this system level to
enable their configuration at either an organizational unit level in the
Organizational Unit Progression Configurations window or at the program
version level in the Program Version Progression Configurations window.
■ Show Cause Cut Off Date Alias fields and Appeal Cut Off Date Alias fields can
be specified only if the Show Cause or Appeal check box is selected.
■ Show Cause Cut Off Date Alias fields or Appeal Cut Off Date Alias fields must
be specified if the Show Cause or Appeal check box is selected.
Selecting the Show Cause or Appeal check boxes is optional. However, they must be
selected if a show cause and appeal period is to be available at the institution at any
level. In Table 295–1, the check boxes are defined.

System Progression Configuration Procedure 295-3

Overview

Table 295–1 Show Cause and Appeal Fields

Check Box / Field
Show Cause Cut Off Date
Alias/Appeal Cut Off Date Alias
Apply Outcome Before...
Apply Outcome Before Show
Cause
Apply Outcome Before Appeal
Cause Length/Appeal Length
Function
specifies the date by which any show cause or appeal
period must end
defines whether the show cause and appeal period is
to occur before or after outcomes that result from
automated progression checking are applied to a
student program attempt
is not selected by default. The check box is selected if
application of outcomes is required before the show
cause period.
is selected by default. The check box is deselected if
outcomes are not to be applied before the appeal
period.
is specified in the System Progression Calendar
region

Selecting Other Check Boxes

The following information applies to this process:
■ If the Calculate Weighted Average Mark or Calculate Grade Point Average
check boxes are not selected, they do not override the calculation of a weighted
average mark or grade point average value for a student as part of the
evaluation of a progression rule. This evaluation returns a result of passed or
failed the rule, but not the actual Weighted Average Mark or Grade Point
Average value. Therefore, the resulting value cannot be displayed or stored.
■ If these check boxes are selected, the current Weighted Average Mark or Grade
Point Average can be calculated and displayed, irrespective of a progression
rule evaluation.
The Count Suspension in Time and Count Exclusion in Time check boxes must be
selected when any suspension or exclusion period, which are outcomes resulting
from failure of a progression rule, is to be included in the calculation of elapsed
time. Completion rules typically include measurement of the time taken by a
student to complete a program. In these calculations, the fields control the inclusion
or exclusion of time on suspension or exclusion.

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 Overview

Selecting Calculate Weighted Average Mark and Calculate Grade Point Average
Check Boxes
With the Calculate Weighted Average Mark and Calculate Grade Point Average
check boxes selected, users can calculate, store, and display a weighted average
mark or grade point average value for all student program attempts, as required.

System Progression Configuration Procedure 295-5

Maintaining System Progression Configuration Procedure

Maintaining System Progression Configuration Procedure

The system progression configuration procedure includes the specification of the
progression calendars set. The set of progression calendars that applies across the
whole institution is specified in this overlay window.
The following information applies to this procedure:
■ Calendar types for use in this window are created in the Calendar Types
window.
■ Only calendar types with a calendar category of Progress can be entered.
■ A stream number must be entered against each calendar type.
■ A warning displays if a show cause or appeal length value is enabled, by
selecting the Show Cause and Appeal check boxes, but not entered.
To specify the progression calendars, perform the following steps.
1. In Oracle Student System, navigate to the System Progression Configuration
window as follows:
Academic Progress - Progression - Configure System Progression
2. Click Progression Calendars.
The System Progression Calendar region appears.
3. In the Progression Calendar Type field, select or enter a progression calendar
type.
A stream number represents a logical sequence of progression periods. For
example, progression calendars that represent semesters are logically a different
sequence from an annual calendar. Therefore, a stream number of 1 could be
entered for both semester calendars, but the annual calendar type would
require a different stream number, such as 2.
4. In the Description field, enter a description.
5. In the Stream Number field, enter a stream number.
6. In the Cause Length and Appeal Length fields, enter the cause and appeal
length values, if applicable.
The numeric value entered represents a number of days. The actual end date of
a cause or appeal period is derived using the length and the cutoff date alias
instance, when rules are applied and an outcome results.
7. Save or save and continue as follows:

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 Maintaining System Progression Configuration Procedure

File - Save or Save and Proceed

8. To return to the first System Progression Configuration window, click Back.

System Progression Configuration Procedure 295-7

System Progression Configuration Window

System Progression Configuration Window

Figure 295–1 System Progression Configuration Window

295-8 Oracle Student System User’s Guide

 296
Program Version Progression
Configurations Procedure

This chapter describes how to configure the Progression subsystem for a nominated
program version. The following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Program Version Progression Configurations Procedure
■ Program Version Progression Configurations Window

Program Version Progression Configurations Procedure 296-1

Definition

Definition
The program version progression configurations procedure configures the
Progression subsystem for a nominated program version. The default or
systemwide configuration of the Progression subsystem can be overridden to meet
the needs of a particular program version. In the application of progression rules,
the configuration defined for a program version takes precedence for student
program attempts within that program.
If the Progression subsystem is not configured at a program version level, the
systemwide fields, as set in the System Progression Configuration window, or
organizational unit fields, as set in the Organizational Unit Progression
Configurations window, are used in determining the functioning of progression.
The Program Version Progression Configurations window is used to establish and
maintain the configuration fields for a specified program version.

Overview
In the Progression subsystem, critical dates must be specified to establish the
progression application cycle. To configure progression for a program version, each
of these critical dates must have a date alias type assigned. Those selected can be
date alias types defined specifically for the program version or date alias types that
have been defined and used at other progression configuration levels. The Program
Version Progression Configurations window enables the required
institution-defined date alias types to be entered against the system date names. The
definition of date alias types, and allocation to them of actual values, are entered in
the Calendar subsystem.
The progression calendar types used by the program version are specified in the
overlay window. Progression rules within a calendar are evaluated for student
program attempts under this program only if this configuration specifies that a
progression calendar type is a recognized progression period for this program
version.
Other fields are also established for the program version in this window. These
fields control the consequences after failure of a progression rule, such as the
availability of an appeal period or the timing of application of outcomes related to
the rule failure.
The program version configuration established in this window overrides
progression configuration for the parent organizational unit, if it has been
configured, and the systemwide default configuration.

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 Overview

System Program Version Progression Configuration Procedure

The following information applies to this procedure:
■ To configure progression at a program version level, all configuration fields
must be specified.
■ To delete a program version progression configuration, all links to progression
calendars must be deleted first.
■ Fields and calendar relationships can be modified.
■ Date alias types for use in this window are created in the Date Aliases window.
■ Show Cause Cut Off Date Alias and Appeal Cut Off Date Alias fields can be
specified only if the Show Cause or Appeal check box is selected.
■ Show Cause Cut Off Date Alias or Appeal Cut Off Date Alias must be specified
if the Show Cause or Appeal check box is selected.
■ Show Cause and Appeal check boxes can be selected at this level only if they
have been selected at the system level in the System Progression Configuration
window.
The program version progression configurations procedure is structured through
the Program Version and System Program Version Progression Configuration
regions.
The required program in the Program Version region is retrieved with a query.
Entering just the program code retrieves all versions. Entering the program code
and version number retrieves a specified version.
Note: Only program versions set as Active can be configured.
The System Program Version Progression Configuration region includes the
following components:
■ Program Version Date Alias Fields
■ Selecting Show Cause and Appeal Check Boxes
■ Selecting Other Check Boxes
■ Selecting Calculate Weighted Average Mark and Calculate Grade Point Average
Check Boxes

Program Version Date Alias Fields

A date alias must be selected for each of the following program version date fields:

Program Version Progression Configurations Procedure 296-3

Overview

■ Apply Start Date Alias

■ Apply End Date Alias
■ End Benefit Date Alias
■ End Penalty Date Alias

Selecting Show Cause and Appeal Check Boxes

Selecting the Show Cause or Appeal check boxes is optional. The relevant one must
be selected if either a show cause or appeal period is to be available for students
within the program version. In Table 296–1, the check boxes are defined.

Table 296–1 Show Cause and Appeal Fields

Check Box / Field
Show Cause Cut Off Date
Alias/Appeal Cut Off Date Alias
Apply Outcome Before...
Apply Outcome Before Show
Cause
Apply Outcome Before Appeal
Cause Length/Appeal Length
Function
specifies the date by which any show cause or appeal
period must end
defines whether the show cause and appeal period is
to occur before or after outcomes that result from
automated progression checking are applied to a
student program attempt
is not selected by default. The check box is selected if
application of outcomes is required before the show
cause period.
is selected by default. The check box is deselected if
outcomes are not to be applied before the appeal
period.
is specified in the System Program Version
Progression Calendar region

Selecting Other Check Boxes

The following information applies to this process:
■ If the Calculate Weighted Average Mark or Calculate Grade Point Average
check boxes are not selected, they do not override the calculation of a weighted
average mark or grade point average value for a student as part of the
evaluation rule. This evaluation returns a passed or failed rule result. The actual
Weighted Average Mark or Grade Point Average value is returned and can be
stored only if the check box is selected.

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 Overview

■ If these check boxes are selected, a student’s current Weighted Average Mark or
Grade Point Average value can also be calculated at any time and displayed.
The Count Suspension in Time and Count Exclusion in Time check boxes must be
selected when any suspension or exclusion period, which is outcome resulting from
failure of a progression rule, is to be included in the calculation of elapsed time.
Completion rules typically include measurement of the time taken by a student to
complete a program. In these calculations, the fields control the inclusion or
exclusion of time on suspension or exclusion.

Selecting Calculate Weighted Average Mark and Calculate Grade Point Average
Check Boxes
With the Calculate Weighted Average Mark and Calculate Grade Point Average
check boxes selected, users can calculate, store, and display, as required, the
weighted average mark or grade point average value for all student program
attempts within this program version.

Program Version Progression Configurations Procedure 296-5

Maintaining Program Version Progression Configurations Procedure

Maintaining Program Version Progression Configurations Procedure

The maintaining program version progression configurations procedure includes
the specification of the progression calendars set. The set of progression calendars
that apply across the whole institution is specified in this overlay window.
The following information applies to this procedure:
■ Calendar types for use in this window are created in the Calendar Types
window.
■ Only calendar types with a calendar category of Progress can be entered.
■ A stream number must be entered against each calendar type.
■ If a show cause or appeal length value is not entered when show cause and
appeal has been enabled by selecting the Show Cause and Appeal check boxes,
a warning appears. The system, or parent organizational unit configuration,
shows cause and appeal length values, which are used by default to calculate
the show cause and appeal end date for a student in this program version.
To specify progression calendars, perform the following steps.
1. In Oracle Student System, navigate to the Program Version Progression
Configurations window as follows:
Academic Progress - Progression - Configure Program Progression
2. Query the appropriate record.
3. Click Progression Calendars.
The System Program Version Progression Calendar region appears.
4. In the Progression Calendar Type field, select or enter a progression calendar
type.
A stream number represents a logical sequence of progression periods. For
example, progression calendars that represent semesters are logically a different
sequence from an annual calendar. Therefore, a stream number of 1 could be
entered for both semester calendars, but the annual calendar type would
require a different stream number, such as 2.
5. In the Description field, enter a description.
6. In the Stream Number field, enter a stream number.
7. In the Cause Length and Appeal Length fields, enter the cause and appeal
length values, if applicable.

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 Maintaining Program Version Progression Configurations Procedure

The numeric value entered represents a number of days. The actual end date of
a show cause or appeal period is derived using the length and the cutoff date
alias instance, when rules are applied and an outcome results.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. To return to the first Program Version Progression Configurations window, click
Back.

Program Version Progression Configurations Procedure 296-7

Program Version Progression Configurations Window

Program Version Progression Configurations Window

Figure 296–1 Program Version Progression Configurations Window

296-8 Oracle Student System User’s Guide

 297
Organizational Unit Progression
Configuration Procedure

This chapter describes how to configure the Progression subsystem for a nominated
Organizational Unit. The following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Organizational Unit Progression Configuration Procedure
■ Organizational Unit Progression Configuration Window

Organizational Unit Progression Configuration Procedure 297-1

Definition

Definition
The organizational unit progression configuration procedure maintains
configuration fields for a specified organizational unit. The default or systemwide
configuration of the Progression subsystem can be overridden to meet the needs of
a particular organizational unit. The configuration defined for an organizational
unit takes precedence in the application of progression rules for student program
attempts within that organizational unit. If the Progression subsystem is not
configured at an organizational unit level, the systemwide fields, as set in the
System Progression Configuration window, or program version, as set in the
Program Version Progression Configurations window, are used in determining the
functioning of progression.

Overview
In the Progression subsystem, critical dates must be specified to establish the
progression application cycle. To configure progression for an organizational unit,
each of these critical dates must have a date alias type assigned. Those selected
could be date alias types defined specifically for the organizational unit or date alias
types that have been defined and used at other progression configuration levels.
The Organizational Unit Progression Configuration window is used to enter the
required institution-defined date alias types against the system date names. The
definition of date alias types, and allocation to them of actual values, are entered in
the Calendar subsystem.
The progression calendar types used by the organizational unit are specified in the
overlay window. Progression rules within a calendar are evaluated for student
program attempts under this organizational unit only if this configuration specifies
that a progression calendar type is a recognized progression period in this
organizational unit.
Other fields are also established for the organizational unit in this window. These
fields control the consequences after failure of a progression rule, such as the
availability of an appeal period or the timing of application of outcomes related to
the rule failure.
The organizational unit configuration established in this window can be overridden
for specified program versions offered by this organizational unit in the Program
Version Progression Configurations window. For information on this multi-level
configuration, see the section on Progression Configuration.

297-2 Oracle Student System User’s Guide

 Overview

Organizational Unit Progression Configuration Procedure

The following information applies to this procedure:
■ To configure progression at an organizational unit level, all configuration fields
must be specified.
■ To delete an organizational unit progression configuration, all links to
progression calendars must first be deleted.
■ Fields and calendar relationships can be modified.
■ Date alias types for use in this window are created in the Date Aliases window.
■ Show Cause and Appeal fields can be specified only if the Show Cause or
Appeal check box is selected.
■ Show Cause Cutoff Date Alias and Appeal Cutoff Date Alias must be specified
if the Show Cause or Appeal check box is selected.
■ Show Cause and Appeal check boxes can be selected at this level only if they
have been selected at the system level in the System Progression Configuration
window.
The organizational unit progression configurations procedure is structured through
the Organizational Unit and System Organizational Unit Progression Configuration
regions.
The required organizational unit in the Organizational Unit region is retrieved with
a query.
Note: Only organizational units set as Active can be configured.
The System Organizational Unit Progression Configuration region includes the
following components:
■ Organizational Unit Date Alias Fields
■ Selecting Show Cause and Appeal Check Boxes
■ Selecting Other Check Boxes
■ Selecting Weighted Average Mark and Grade Point Average Check Boxes

Organizational Unit Date Alias Fields

A date alias must be selected for each of the following organizational unit date
fields:
■ Apply Start Date Alias

Organizational Unit Progression Configuration Procedure 297-3

Overview

■ Apply End Date Alias

■ End Benefit Date Alias
■ End Penalty Date Alias

Selecting Show Cause and Appeal Check Boxes

Selecting the Show Cause or Appeal check boxes is optional. The relevant one must
be selected if either a show cause or appeal period is to be available for students
within the organizational unit. In Table 297–1, the check boxes are defined.

Table 297–1 Show Cause & Appeal Fields

Check Box / Field
Show Cause Cut Off Date
Alias/Appeal Cut Off Date Alias
Apply Outcome Before...
Apply Outcome Before Show
Cause
Apply Outcome Before Appeal
Cause Length/Appeal Length
Function
specifies the date by which any show cause or appeal
period must end
defines whether the show cause and appeal period is
to occur before or after outcomes that result from
automated progression checking are applied to a
student program attempt
is not selected by default. The check box is selected if
application of outcomes is required before the show
cause period.
is selected by default. The check box is deselected if
outcomes are not to be applied before the appeal
period.
is specified in the System Organizational Unit
Progression Calendar window

Selecting Other Check Boxes

The following information applies to this process:
■ If the Calculate Weighted Average Mark or Calculate Grade Point Average
check boxes are not selected, they do not override the calculation of a weighted
average mark and grade point average value for a student as part of the
progression rule evaluation. This evaluation returns a passed or failed rule
result. The actual Weighted Average Mark or Grade Point Average value is
returned and can be stored only if the check box is selected.
■ If these check boxes are selected, a student’s current Weighted Average Mark or
Grade Point Average value can also be calculated at any time and displayed.

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 Overview

The Count Suspension In Time and Count Exclusion In Time check boxes must be
selected when any suspension or exclusion period, which are outcomes resulting
from failure of a progression rule, is to be included in the calculation of elapsed
time. Completion rules typically include measurement of the time taken by a
student to complete a program. In these calculations, the fields control the inclusion
or exclusion of time on suspension or exclusion.

Selecting Weighted Average Mark and Grade Point Average Check Boxes
With the Calculate Weighted Average Mark and Calculate Grade Point Average
check boxes selected, users can calculate, store, and display, as required, the
Weighted Average Mark or Grade Point Average value for all student program
attempts within this organizational unit.

Organizational Unit Progression Configuration Procedure 297-5

Maintaining Organizational Unit Progression Configuration Procedure

Maintaining Organizational Unit Progression Configuration Procedure

The maintaining organizational unit progression configurations procedure includes
the specification of the set of progression calendars that apply at the organizational
unit level.
The following information applies to this procedure:
■ Calendar types for use in this window are created in the Calendar Types
window.
■ Only calendar types with a calendar category of Progress can be entered.
■ A stream number must be entered against each calendar type.
■ If a show cause or appeal length value is not entered when show cause and
appeal has been enabled by selecting the Show Cause and Appeal check boxes,
a warning appears. The system, or parent organizational unit configuration,
shows cause and appeal length values, which are used by default to calculate
the show cause and appeal end date for a student in this organizational unit.
To specify the progression calendars, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Unit Progression
Configuration window as follows:
Academic Progress - Progression - Organization Unit Progression
2. Query the appropriate record.
3. Click Progression Calendars.
The System Organizational Unit Progression Calendar window appears.
4. In the Progression Calendar Type field, select a progression calendar type from
the list of values.
Note: A stream number represents a logical sequence of progression periods.
For example, progression calendars that represent semesters are logically a
different sequence from an annual calendar. Therefore, a stream number of 1
could be entered for both semester calendars, but the annual calendar type
would require a different stream number, such as 2.
5. In the Description field, enter a description.
6. In the Stream Number field, enter a stream number.
7. In the Cause Length and Appeal Length check boxes, enter cause length and
appeal length values, if applicable.

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 Maintaining Organizational Unit Progression Configuration Procedure

Note: The numeric value entered represents a number of days. The actual end
date of a show cause or appeal period is derived using the length and the cutoff
date alias instance, when rules are applied and an outcome results.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Organizational Unit Progression Configuration Procedure 297-7

Organizational Unit Progression Configuration Window

Organizational Unit Progression Configuration Window

Figure 297–1 Organizational Unit Progression Configuration Window

297-8 Oracle Student System User’s Guide

 298
Complete Student Program Attempts
Procedure

This chapter describes how to maintain student program attempts completion

records. The following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Complete Student Program Attempts Procedure
■ Complete Student Program Attempts Window

Complete Student Program Attempts Procedure 298-1

Definition

Definition
The complete student program attempts procedure is used either to manually set
the Requirements Complete check box for a student program attempt or to create an
alternative exit record and set the Requirements Complete check box for the
alternative exit.

Overview
The knowledge that students have satisfied all academic requirements for their
programs is integral to the progression and graduation subsystem. Students must
complete all program and award requirements set by the academic body that
oversees them.
With this procedure, the user can manually update a student’s Requirements
Complete check box. The Requirements Complete check box value is used by the
graduation subsystem when identifying those students who are eligible to
graduate. When the Assign Graduand Status process is run as part of graduation
processing, it checks the value of the Requirements Complete check box. If a
potential graduand’s student program attempt record has had this check box
selected to Y since the previous run of the job, that graduand’s status is updated to
the system status of Eligible. Similarly, if an eligible graduand’s student program
attempt record has had the check box deselected since the previous running of the
job, that graduand’s status is updated to the system status of Potential. This
checking of the check box is also carried out by the system when the manual update
of graduand status is attempted in the Graduand Details window.

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 Maintaining Complete Student Program Attempts Procedure

Maintaining Complete Student Program Attempts Procedure

The following information applies to this procedure:
■ The only field in either region that can be modified is the Requirements
Complete check box.
■ If the number of credit points achieved is less than the minimum number
required to complete program requirements, a warning appears. The number
required is entered for a program version in the Basic Program Details window.
■ The check box setting cannot be changed if the student program attempt status
is Completed and the student’s graduand record has the status Graduated.
The complete student program attempts procedure is structured through the Person
region and the Student Program Attempt region. The window is accessed from a
menu, or directly, and opens in query mode.

Person Region
The user can query in the Person region to retrieve the required person.

Student Program Attempt Region

All student program attempts for the context person are displayed in this region.
Those with the status of Inactive are listed first, then those with the status of
Enrolled. A query can be used to restrict the student program attempt display, for
example, to only those with the status of Inactive.
The lower region displays completion details for the currently selected student
program attempt, date, and credit point completion values.
Selecting the Requirements Complete check box has the following effects:
■ If a student program attempt had the status of Inactive, it is updated to
Completed after the check box is selected.
■ If a student program attempt had the status of Enrolled, it retains that status
after the check box is selected. After the enrolled unit attempts are completed,
the status is updated to Completed.
■ Automatic entries are inserted into the following fields:
■ the current date in the Requirements Complete Date field, which can be
modified if required
■ the Completion Source field value of Manual, which cannot be altered.

Complete Student Program Attempts Procedure 298-3

Maintaining Complete Student Program Attempts Procedure

Note: A System completion source indicates that program requirements

checking has been done through the use of rules in the Progression
subsystem.
The Requirements Complete check box cannot be selected in the following
situations:
■ if the student program attempt has the status of Discontinued, Intermi, or
Lapsed. The discontinuation, intermission, or lapsed date must be lifted,
thus changing the status of the student program attempt before the check
box can be set.
■ if the student program attempt has the status of Unconfirmed
■ if there is an academic encumbrance in force

Creating an Alternative Exit Record

An alternative exit record can be created when a student has not completed the
requirements for the current program attempt but has completed those components
of the program that qualify for an alternative award. For example, a student may
have partially completed an undergraduate degree and decide to exit with an
alternative Diploma award rather than finish all the program requirements for a
degree.
To create an alternative exit, perform the following steps.
1. In Oracle Student System, navigate to the Complete Student Program Attempts
window as follows:
Academic Progress - Progression - Student Program Attempts
2. Select an alternative award from the list of values.
These alternative program awards are set up in the Program Alternative Exits
window.
3. If a student satisfies the program requirements for this alternative award, select
the Requirements Complete check box.
The completion source type is automatically set to Manual.

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 Maintaining Complete Student Program Attempts Procedure

4. Optionally, click the button described in Table 298–1 and enter data in
appropriate fields.
Table 298–1 Complete Student Program Attempts Window Buttons
Button Description Reference
Unit Set Attempt opens Student Unit Set none
Attempt window
Alternative Exit opens Alternative Exit none
window
Academic History opens Student Program See Chapter 334, Student
Attempt window Program Attempt
Procedure.

5. Save or save and continue as follows:

File - Save or Save and Proceed
6. Close the window.

Program Awards
The following information applies to program awards:
■ If the student program attempt has the Requirements Complete check box
selected and an attempt is made to set an alternative exit as complete, a
warning appears. The reverse also triggers a warning.
To display the Program Awards inquiry window, click the Program Awards button
located below the Requirements Complete check box. This lists all program awards
associated with the SPA or alternative exit.

Complete Student Program Attempts Procedure 298-5

Complete Student Program Attempts Window

Complete Student Program Attempts Window

Figure 298–1 Complete Student Program Attempts Window

298-6 Oracle Student System User’s Guide

 299
Progression Rule Applications Procedure

This chapter describes how to maintain progression rule applications. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Progression Rule Applications Procedures
■ Progression Rule Applications Window

Progression Rule Applications Procedure 299-1

Definition

Definition
The progression rule application procedure creates application-specific rules and
links a general application progression rule to a system object, such as program
type, organizational unit, program version, or student program attempt, to which it
is to be applied.

Overview
Progression rules are applied to students through their membership in the
following groups within the institution:
■ as members of the student body, studying a particular program type
■ as members of the student body, studying within a particular organizational
unit
■ as members of the student body, studying a particular program version
■ as individual students
In this procedure, the progression rules are linked to the groups, or system
elements, within the institution. This linking controls the application of rules to a
student program attempt.

Access
The Progression Rule Applications window can be accessed only in the context of
the system element within which it is to be applied. The context region is dynamic
and displays region and field labels and data applicable to the object from which it
was entered. The context windows from which this window can be accessed are as
follows:
■ Program Types
■ Organizational Units
■ Basic Program Details
A rule can also be applied to an individual student program attempt, but that
typically occurs as the result of failure of another progression rule, that is, as the
outcome applied to the student program attempt.

299-2 Oracle Student System User’s Guide

 Overview

Type
A progression rule can be the following types:
■ an institution-defined, general application progression rule that can be used in
many progression applications, that is, at one or more levels of the institution or
for more than one organizational unit. The set of rules is created using the
Progression Outcome Types and Progression Rules windows. In the Progression
Rule Applications window, a rule can be selected from a pre-existing set for
application to all students enrolled within the context group
■ an application-specific rule. When a rule is required for application to the
context element, but not required for use against another system element, an
application-specific rule can be created using this window.
A progression rule cannot be tested until it is linked to one of the application
elements.

Progression Rule Applications Procedure 299-3

Maintaining Progression Rule Applications Procedures

Maintaining Progression Rule Applications Procedures

The Progression Rule Applications window consists of the context region and the
Progression Rule Application region. The window is entered in context and
displays the applicable program type, organizational unit, and program version
details.
A rule cannot be applied to the following:
■ an Inactive organizational unit
■ a Closed program type
■ a Planned or Inactive program version
The Progression Rule Application region is used to nominate the progression rules
that are applied to all students who fit within the context group. The nominated
rules can be either institution-defined or application-specific. In both cases, a Rule
category must be selected.
The following procedures are carried out in this region:
■ Viewing All Rules
■ Selecting a General Application Rule
■ Creating an Application-Specific Rule
■ Assigning a Progression Calendar or Outcomes to a Rule Application

Viewing All Rules

The following information applies to this procedure:
■ Rule categories cannot be modified in this window.
■ The rule code and reference code cannot both be entered. The rule code is
relevant only to existing standard rules; the reference code is used only for local
rules.
■ Attendance type is not a required field.
■ Clicking Edit Rule against a standard rule triggers an error.
To view all rules, including those that have been previously deleted, perform the
following steps.
1. In Oracle Student System, navigate to the Progression Rule Applications
window as follows:

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 Maintaining Progression Rule Applications Procedures

Setups - Organizational Structure - Organizational Units

The Organizational Units window appears.
2. Click Progression Rules.
The Progression Rule Applications window appears.
3. Select the Include Deleted Items check box.
4. Re-query.

Selecting a General Application Rule

To select a general application rule, perform the following steps.
1. In Oracle Student System, navigate to the Progression Rule Applications
window as follows:
Setups - Organizational Structure - Organizational Units
The Organizational Units window appears.
2. Click Progression Rules.
The Progression Rule Applications window appears.
3. In the Rule Category field, select a rule category from the list of values.
4. In the Rule Code field, select a rule code from the list of values.
5. In the Attendance Type field, enter an attendance type, if required.
If entered, the rule is applied only to students of the specified attendance type
within the context group.
Predefined rules cannot be modified in this window. This applies to the Rule Code,
Rule Description, and Rule Text fields. Editing these rules can be done only from the
Progression Rules window.
The Message field can be used to describe the following context rule applications:
■ where it is intended to apply
■ the progression periods and outcomes linked to it
■ the group of students to which it is to apply

Creating an Application-Specific Rule

The following information applies to this procedure:

Progression Rule Applications Procedure 299-5

Maintaining Progression Rule Applications Procedures

■ A rule code cannot be entered for an application-specific rule.

■ A rule description cannot be entered for an application-specific rule.
To create an application-specific rule, perform the following steps.
1. In Oracle Student System, navigate to the Progression Rule Applications
window as follows:
Setups - Organizational Structure - Organizational Units
The Organizational Units window appears.
2. Click Progression Rules.
The Progression Rule Applications window appears.
3. In the Rule Category field, enter the rule category to determine the available
rule options that can be used in constructing the rule text.
4. In the Reference Code field, enter a reference code, up to ten characters long,
that can be used to identify this rule application in reports.
5. To access the Rule window and construct the rule to be applied in that window,
click Edit Rule.
6. When the rule is to be applied only to students of a specified attendance type,
enter an attendance type within the context group.
The Message field can be used for the same purpose as for a standard rule.

Assigning a Progression Calendar or Outcomes to a Rule Application

The following information applies to this procedure:
■ Default calendars or outcomes that are set here override settings at the
progression rule and progression rule category level.
■ A calendar type can be assigned to a rule application with no additional values
entered to further define the timing of the application.
Progression calendars and outcomes can be assigned to a progression rule
application. In this application of the progression rule, the assigned progression
periods, outcomes, and dates identified through the selected calendars are used.
These settings override any existing calendars and outcomes assigned to the rule at
either rule or rule category level.
When the context rule application is a general application, or predefined rule, it can
have existing calendar and outcome defaults.

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 Maintaining Progression Rule Applications Procedures

To view defaults in the Progression Rules window, perform the following steps:
1. In Oracle Student System, navigate to the Progression Rules window as follows:
Academic Progress - Progression - Progression Rules
2. View existing defaults assigned to the rule.
3. Close the window.
To view defaults in the Progression Rule Categories window, perform the following
steps:
1. In Oracle Student System, navigate to the Progression Rule Categories window
as follows:
Academic Progress - Progression - Progression Rule Category
2. View existing defaults assigned to the rule category.
3. Close the window.

Assigning a Calendar to the Context Rule Application

To assign a calendar to the context rule application, perform the following steps.
1. In Oracle Student System, navigate to the Progression Rule Applications
window as follows:
Setups - Organizational Structure - Organizational Units
The Organizational Units window appears.
2. Click Progression Rules.
The Progression Rule Applications window appears.
3. Click Progression Calendars.
The progression rule calendars overlay appears.
4. Select or enter a progression calendar type.
5. Click Save.
6. Close the window.

Limiting Rule Applications in a Category

A rule application is applied from the period of its definition and continues to be
applied in each instance of that progression calendar.

Progression Rule Applications Procedure 299-7

Maintaining Progression Rule Applications Procedures

Note: If calendar instances are entered in the Start Period and End Period fields,
they must be Active instances. Any entry in the student start period or applications
field must be a number such as 1.
Limits on a rule application within a specific calendar are defined in Table 299–1.

Table 299–1 Applying Limits to a Rule Application

Limit Function
Start Period If this application is to start at a point in the
future, a start period is nominated as part of
assigning a calendar to the application. This is
so that planned rule applications can be
defined in advance of the period in which
they are to start applying. Without this limit,
the application of a rule begins when the rule
is linked to an application element. With a
start period, a rule can be planned and
defined in advance of the period in which it is
to start applying.
Example
Current policy is that all students must
maintain a program GPA of 3, but an
institutional decision has been made that
from the beginning of the 2001 academic
year, this is to be a GPA of 3.5. This planned
new rule application can be defined with the
appropriate start period. At that future point
in time, the new, planned rule overrides the
existing rule and the start period 2001/P1
can be selected. The list of values displays
the available start periods as a concatenation
of the year of the calendar instance and the
alternate code for the progression calendar
type.

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 Maintaining Progression Rule Applications Procedures

Table 299–1 Applying Limits to a Rule Application

Limit Function Example
End Period To phase out a defined rule application, that Note: The list of values displays end periods
is, to give it a point at which it can no longer in the same way as start periods, for
be applied, an end period must be nominated example, 2002/P1.
against the assigned rule application calendar.
When a rule becomes redundant, an end
period value can be entered at any time after
the defining of the rule application to
end-date the application within the given
calendar type. This means users can end-date
this rule application for this calendar. It does
not mean that the applicable rule is no longer
used. The rule application can still be active
under other progression calendar types, or a
rule application at a parent level in the
hierarchy might apply instead.
Student Start When the rule is applied to a student, this is a If 2 is entered against a semester progression
Period number that identifies the student’s calendar type, a student who has just
progression period at which the application of completed the first semester of study is not
the rule can begin. checked in relation to this rule. The
student’s evaluation against this rule cannot
begin until the completion of the second
progression period, or the second semester
of study.
Applications This is a number that identifies the number of If 2 is entered, the student can be checked in
times the rule can be applied to a particular study semesters 2 and 3 only.
student.

Progression Rule Applications Procedure 299-9

Progression Rule Applications Window

Progression Rule Applications Window

Figure 299–1 Progression Rule Applications Window

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 300
Progression Rules Procedure

This chapter describes how to create and maintain progression rules for use within
the institution. The following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Progression Rules Procedures
■ Progression Rules Window

Progression Rules Procedure 300-1

Definition

Definition
Progression rules can be application-specific rules or general application
progression rules that are used in many progression periods. They can be used at
one or more levels of the institution or for more than one organizational unit.

Overview
Application-specific rules are created at the rule application level using the
Progression Rule Applications window.
When the user constructs the rule text in the Rule window, the available rule
options are determined by the rule category selected when the rule is defined. For
example, if a rule is assigned the rule category of STD-GPA, this means that the rule
options available are those that apply to the system rule call code PRG-GPA.
Even when it has associated calendars outcomes, a progression rule does not initiate
progression checking until it is assigned to a progression application element, such
as program type, organizational unit, program version, or student program attempt,
in the Progression Rule Applications window.

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 Maintaining Progression Rules Procedures

Maintaining Progression Rules Procedures

This window is used to create the set of general application progression rules that
can be applied at many levels or progression periods. Each rule is defined by its rule
category, rule code, description, and the rule text.
The following sections describe the progression rules procedures:
■ Maintaining a Rule Procedure
■ Assigning a Progression Calendar or Outcomes to a Rule Procedure

Maintaining a Rule Procedure

The following information applies to this procedure:
■ The rule category and rule code of an existing rule cannot be altered.
■ Closed rule categories cannot be used when the user creates a progression rule.
■ A rule that has been linked to an application or used in measuring progression
cannot be deleted. Obsolete records must be closed to prevent their future use.
To create or modify a rule, perform the following steps.
1. In Oracle Student System, navigate to the Progression Rules window as follows:
Academic Progress - Progression - Progression Rules
2. In the Rule Category field, select the required rule category from the list of
values.
Institution-defined rule categories are maintained in the Progression Rule
Categories window.
3. In the Rule Code and Description fields, enter the rule code and description.
Note: Each rule must have a unique rule code and rule category combination.
4. Click Edit Rule to open the Rule window to create or modify the rule.
The Rule Text tab displays the resulting rule, which cannot be altered.
In the Progression Rules window, a dynamic prompt is displayed to show that a
rule is linked to a rule application. Modifying a rule that is linked to a rule
application must be done with caution.
The Message field can be used to describe where the context Rule is intended to
apply and the progression periods and outcomes linked to it.

Progression Rules Procedure 300-3

Maintaining Progression Rules Procedures

Assigning a Progression Calendar or Outcomes to a Rule Procedure

Progression calendars and outcomes can be assigned to a progression rule. In the
application of this progression rule, the assigned progression periods, which are
dates identified through the selected calendars, and outcomes are used by default.
The rule category, used in defining this rule, might have existing calendar and
outcome defaults. Any existing defaults assigned to the category can be viewed in
the Progression Rule Categories window.

Assigning a Calendar to the Context Rule

The following information applies to this procedure:
■ Default calendars or outcomes that are set here override settings at the
progression rule category level.
■ Calendar and outcome settings assigned to a rule at this level can be overridden
at a rule application level in the Progression Rule Applications window.
■ A calendar type can be assigned to a rule, with no limiting values entered.
■ If calendar instances are entered in the Start and End Period fields, they must be
Active instances.
■ Any entry in the Student Start Period or Applications fields must be a number
such as 1.
To assign a calendar to the context rule, perform the following steps.
1. In Oracle Student System, navigate to the Progression Rules window as follows:
Academic Progress - Progression - Progression Rules
2. Click Progression Calendars.
The progression rule calendars overlay appears.
3. Select or enter a progression calendar type.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. To return to the Progression Rules window, click Back.

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Applying Limits to a Rule
Limits on the application of a rule within a specific calendar are defined in
Table 300–1.
Table 300–1 Applying Limits to a Rule
Limit Function
Start Period If this rule is to start at a point in the future, a
start period is nominated as part of assigning
a calendar to the rule. Without this limit, the
application of a rule begins when the rule is
linked to an application element. Through the
use of a start period, a rule can be planned
and defined in advance of the period in which
it is to start applying.
End Period To phase out a defined rule, that is, it has a
point at which it is no longer applied,
nominate an end period against the assigned
calendar. When a rule becomes redundant, an
end period value can be entered at any time
after the defining of the rule to end-date this
rule, within the given calendar type. The rule
can still be active under other rule
applications that override this end-dating at
the rule level.
Student Start When the rule is applied to a student, this is a
Period number that identifies the student’s
progression period, during which the
application of the rule can begin.
Applications This is a number that identifies the number of
times the rule can be applied to a particular
student.
Maintaining Progression Rules Procedures
Example
Current policy is that all students must
maintain a program GPA of 3, but an
institutional decision has been made that
from the beginning of the 2001 academic year,
this is to be a GPA of 3.5. This planned new
rule can be defined with the appropriate start
period. At that future point in time, the new,
planned rule overrides the existing rule, if it
has been linked to the required application
element so that the start period 2001/P1 can
be selected. The list of values displays the
available start periods as a concatenation of
the year of the calendar instance and the
alternate code for the progression calendar
type.
Note: The list of values displays end periods
in the same way as start periods, for example,
2002/P1.
If 2 is entered, a student who has just
completed the first semester of study is not
checked in relation to this rule. The student’s
evaluation against this rule cannot begin until
the completion of the second progression
period, or the second semester of study.
If 2 is entered, the student can be checked in
study semesters 2 and 3 only.
Progression Rules Procedure 300-5
Progression Rules Window

Progression Rules Window

Figure 300–1 Progression Rules Window

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 301
Progression Rule Outcome Procedure

This chapter describes how to define a progression rule outcome. The following
sections are in this chapter:
■ Definition
■ Overview

Progression Rule Outcome Procedure 301-1

Definition

Definition
The progression rule outcome procedure defines a progression rule outcome and
links it to a progression rule application.

Overview
The Progression subsystem defines institution-defined outcomes for failing a
progression rule and maps them to the rule at one of the following three levels:
■ Rule Category
■ Rule
■ Progression Rule Application

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 302
Progression Rule Summary

This chapter describes how to display inherited and assigned calendars and
outcomes. The following sections are in this chapter:
■ Definition
■ Overview

Progression Rule Summary 302-1

Definition

Definition
The program rule summary procedure displays inherited and assigned calendars
and outcomes.

Overview
When defining and linking calendars and outcomes to a level in the rule application
hierarchy, users must be aware of any calendars and outcomes linked at preceding
levels in the hierarchy. If those assigned at a preceding level are appropriate for use
at the current level, they can be inherited without creating additional links.
The Progression Rule Summary window is accessed by clicking the Category or
Rule Summary button in the Progression Rule Categories, Progression Rules, or
Progression Rule Applications windows.
A dynamic prompt appears in each region of the Progression Rule Summary
window to indicate the origin of the link to the rule or rule category, whether
calendars and outcomes. The possible dynamic prompts include RULE,
CATEGORY, or if the link was created as part of defining the rule application, one
of the system elements, including STUDENT, COURSE, ORG UNIT or PROGRAM
TYPE.

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 303
Student Progression Rule Check Procedure

This chapter describes how to check a student progression rule. The following
sections are in this chapter:
■ Definition
■ Overview

Student Progression Rule Check Procedure 303-1

Definition

Definition
The student progression rule check procedure displays progression rule details and
checks progression rules for a particular student program attempt.

Overview
The Student Progression Rule Check window performs the following tasks:
■ displays details of all progression rules checked for a student program attempt
■ runs a progression rule check for a student program attempt
■ creates a manual outcome for a student program attempt
■ accesses the Student Progression Outcome window

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 304
Student Progression Outcome Procedure

This chapter describes how to maintain student progression outcomes. The

following sections are in this chapter:
■ Definition
■ Overview

Student Progression Outcome Procedure 304-1

Definition

Definition
The student progression outcome procedure creates and maintains student
progression outcomes for a particular student program attempt.

Overview
The Student Progression Outcome window performs the following tasks:
■ adds an alternative outcome to a progression rule
■ updates the decision status of an outcome
■ applies an outcome to a student program attempt once it is approved
■ modifies details of a outcome, for example, extends the duration of the outcome
■ maintains information regarding Show Cause or Appeal available to or
submitted by a student

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 305
Progression Outcome Decision Procedure

This chapter describes how to update the decision status of pending student
progression outcomes for a group of students. The following sections are in this
chapter:
■ Definition
■ Overview

Progression Outcome Decision Procedure 305-1

Definition

Definition
The program outcome decision procedure updates the decision status of pending
student progression outcomes for a group of students.

Overview
A student progression outcome record exists because a student fails a progression
rule check or a manual outcome is created for the student. Outcomes can be added
to a student program attempt as either APPROVED or PENDING by selecting the
Apply Automatically checkbox for the progression rule outcome in the Progression
Rule Outcome window.

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 306
Program Completion Query

This chapter describes how to evaluate a student program attempt. The following
sections are in this chapter:
■ Definition
■ Overview

Program Completion Query 306-1

Definition

Definition
The program completion query procedure evaluates a student program attempt in
regard to completion rules.

Overview
Completion rules include program version, program stage, or unit set completion
rules.

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 307
Progression Concurrent Processes
Procedure

This chapter describes how to run Progression concurrent processes. The following
sections are in this chapter:
■ Definition
■ Progression Concurrent Processes Procedure
■ Progression Rule Application Report Concurrent Process
■ Progression Rule Outcome Application Report Concurrent Process

Progression Concurrent Processes Procedure 307-1

Definition

Definition
The Progression concurrent processes produce reports related to progression.

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 Progression Concurrent Processes Procedure

Progression Concurrent Processes Procedure

To run a Progression concurrent process, perform the following steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Request window appears.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Progression Concurrent Processes Procedure 307-3

Progression Rule Application Report Concurrent Process

Progression Rule Application Report Concurrent Process

The Progression Rule Application Report concurrent process applies progression
rules to student program attempts and updates their progression status.

Progression Rule Outcome Application Report Concurrent Process

The Progression Rule Outcome Application Report concurrent process applies all
approved progression outcomes to a student's enrollment.

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 308
Research Overview

This chapter provides an overview of the Research subsystem.

The following sections are in this chapter:
■ Purpose
■ Admitting and Enrolling Research Students
■ Maintaining Candidacy Details
■ Monitoring Candidate’s Progress with Milestones
■ Maintaining Thesis Details
For information on setup and maintenance of Research reference data, see
Chapter 309, Research Functions and Maintenance.
For information on calculating Effective Full Time Days, submission dates, Effective
Full Time Student Units, or EFTSUs, and valid attendance percentage load ranges,
see Chapter 310, Research Concepts.

Research Overview 308-1

Purpose

Purpose
The Research subsystem manages all processes related to research students within
an institution. Research students are those who have applied for or enrolled in a
research program and unit.
The Research subsystem interacts with other subsystems, such as Admissions,
Enrollments, and Assessments.
The functionality provided through the Research subsystem can be used in various
ways to best suit an institution’s requirements. In addition to managing research
students, some functions in the subsystem can also be used for student
administration in other programs.
For example, an Architecture program can require a student to complete a project
each year, in coursework units called Special Project 1, 2, and 3, that use the
standard method for Effective Full Time Student Unit, or EFTSU, calculation. The
recording, tracking, monitoring, and examination of the student’s project can use
Candidacy and Thesis functionality from the Research subsystem. A student
program attempt can have only one candidacy, but the candidacy can have multiple
theses, so each year's project can become a new thesis.

Admitting and Enrolling Research Students

When a student applies for admission to a research program, the Admissions
subsystem allows navigation to the Research Candidacy Details window. This
window is used to enter specific information about the candidacy.
Some details are mandatory before a placement offer can be made and should be
entered early in the admissions process. These details include the following:
■ research topic
■ expected submission dates, which can be system-calculated dates
■ principal supervisor
The candidate's commencement date should be entered if it differs from the default
program start date. The commencement date cannot be backdated before the
program start date alias instance. The teaching period chosen for the application or
enrollment must allow the applicable commencement date to be entered. Other
non-mandatory candidacy and thesis details, if known, can be entered at this stage,
or at any time during the candidacy period. An Admission Program Application
Instance record is produced with the candidacy details.

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 Admitting and Enrolling Research Students

The student is preenrolled in the program when the mandatory candidacy details
exist and a placement offer is made by the institution. If a PRE-ENROL step is set
for the admission process category used, preenrollment occurs automatically when
the application is processed through Admissions, using the Direct Admission
window. If the student program attempt is entered directly through the Enrollments
subsystem, using the Student Enrollments window, preenrollment occurs through
the running of the Batch Preenrollment job, scheduled by an Enrollments specialist.
All candidacy and thesis details, including the commencement date, entered as part
of the admission program application, are carried over to the student program
attempt. The student program attempt has a status of UNCONFIRM if the student
has not confirmed their enrollment, or INACTIVE if the student has accepted the
offer by confirming the student program attempt through Enrollments or
Admissions, but has no enrolled units.
The procedure for processing the student program attempt through the Admissions
or Enrollments subsystem includes the following steps:
1. When the student accepts the offer by notifying the institution, use the Student
Enrollments window to confirm the student program attempt. The student
program attempt status becomes INACTIVE.
Note: An offer response can also be entered through Admissions using the
Direct Admissions Program window.
2. Add student unit attempts for all required research teaching periods in the
academic year.
Research students who are not adding coursework units are enrolled in the
research unit of a particular discipline and research level. A student is typically
enrolled in the same unit in all research teaching periods.
If research students add coursework units, Effective Full Time Student Unit, or
EFTSU, calculations are affected. If the units are preenrolled through
Admissions, the student unit attempt status is UNCONFIRM. Otherwise, the
status is ENROLLED.
3. Confirm the enrollment in all student unit attempts in the Student Enrollments
window. The student unit attempt status becomes ENROLLED and the student
program attempt status becomes ENROLLED in most circumstances. Usually
the student program attempt status can remain INACTIVE.
When the student is enrolled in the selected research program and all units,
research functions can be accessed directly rather than through the Direct
Admission window or the Student Enrollments window.

Research Overview 308-3

Admitting and Enrolling Research Students

If a student does not proceed with the application and confirm enrollment, the
Clean-Up Unconfirmed Student Program Attempts job removes the link between
the unconfirmed student program attempt and the candidacy record, then deletes
the student program attempt created through preenrollment. This job is scheduled
by an Admissions specialist.
Candidates who want to begin their research after the 31 August census date in one
academic year, or prior to the start of the standard first teaching period in the next,
can be enrolled in the applicable research unit for a summer semester if the
institution has established calendars and teaching periods. Effective Full Time
Student Unit, or EFTSU, for a student unit attempt in a summer semester would be
calculated using standard methods.
This section includes the following topics:
■ Reenrollment
■ Unit Discontinuation
■ Assessment Outcomes for Research Units
■ Research Program Transfers
For information on supervisors, see Supervision in this chapter.
For information on the implications of enrolling in both research and coursework
units for EFTSU calculation and income distribution, see Chapter 310, Research
Concepts.
For information on the configuration of research calendars, see Chapter 310,
Research Concepts.

Reenrollment
An Enrollments specialist reenrolls a candidate in required units for subsequent
teaching calendar instances and the program for subsequent academic calendar
instances. The Batch Preenrollment job is used to reenroll students.

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 Admitting and Enrolling Research Students

Unit Discontinuation
The standard unit discontinuation process withdrawing a student from a research
unit is performed through the Student Enrollments window. Administrative unit
statuses applicable to research units can be configured to allow discontinuation
without an assessment penalty.
For information on establishing administrative unit statuses, research grading
schema, and unit discontinuation date aliases, see Chapter 309, Research Functions
and Maintenance.

Assessment Outcomes for Research Units

Assessment outcomes, or results, can use a specific Research grading schema
established by Assessments specialists.
For information on setting up Research grading schema, see Research Grading
Schema, Chapter 309, Research Functions and Maintenance.

Research Program Transfers

The program transfer process allows an existing candidacy record to be transferred
from one research program to another using the Process Program Transfer window.
When transferring a candidacy record, the following information is also transferred:
■ candidate's attendance history
■ all thesis records except those deleted in the current candidacy
■ thesis exam details
■ panel member details
■ supervisor details
■ scholarship details
■ milestone details
Note: If a candidacy does not exist in the current program, a program transfer
cannot occur. If a candidacy record already exists in the new program, the current
candidacy cannot be transferred.
Note: If a program transfer occurs through the Admissions subsystem using a
TRANSFER admission process type, associated candidacy details are not
transferred and must be reentered.

Research Overview 308-5

Maintaining Candidacy Details

Maintaining Candidacy Details

The Research Candidacy Details window captures, processes, and controls all
candidacy details, and is the central window in this subsystem. All other windows
are accessed from it.
An enrolled research student's candidacy record must contain the following
candidacy details:
■ research topic
■ principal supervisor
■ minimum and maximum submission dates
A default attendance percentage value and system-calculated values for the
Effective Full Time Days used, EFTD Used, and total Effective Full Time Days
available, EFTD Total, are optional candidacy details.
At any time throughout the candidacy, Research staff can use the Research
Candidacy Details window to perform the following tasks related to updating
candidacy details:
■ entering information about a candidate's work experience in a particular
industry
■ overriding system-calculated submission dates for a candidate who has
obtained supervisor approval.
Note: Overriding system-calculated submission dates depends on institutional
policy regarding submission date changes.
■ modifying research topic
■ entering research codes providing statistical information for government
reporting
■ updating a candidate's attendance percentage
The Research Candidacy Details window also provides a summary view of the
current status of any thesis associated with the candidate.
Note: A candidate can have multiple theses and an information lamp on the
window notifies the user that multiple theses are associated with the candidate.
Other windows accessed from the Research Candidacy Details window are used to
enter, update, and report thesis, supervisor, scholarship, and milestone details.
This section includes the following topics:

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 Maintaining Candidacy Details

■ Monitoring Candidate’s Progress

■ Variation in Candidate’s Attendance
■ Supervision
■ Scholarships
For information on EFTD Used and EFTD Total calculations, see Chapter 310,
Research Concepts.

Monitoring Candidate’s Progress

The Effective Full Time Days used, or EFTD Used; total Effective Full Time Days
available, or EFTD Total; submission date; and attendance percentage values
maintained in the Research Candidacy Details window are used to monitor a
candidate's progress.
The total Effective Full Time Days available, or EFTD Total, and the Effective Full
Time Days used, or EFTD Used, indicate the amount of time remaining for a
student’s research.
A candidate with an attendance percentage less than 100% consumes only a
proportion of an Effective Full Time Day, or EFTD, each calendar day.
Submission dates indicate the earliest and latest dates that students can submit
theses. Supervisors can use submission dates to check research progress in reviews
conducted with a candidate.
For information on submission dates, see Monitoring Candidate’s Progress with
Milestones in this chapter.

Variation in Candidate’s Attendance

Variation in a candidate's attendance is common over a candidacy and these
variations are entered by entering a new value to override the current attendance
percentage.
Entering a new attendance percentage creates an entry in the candidate's attendance
history. The attendance history provides a record of the candidate's attendance, with
each entry displaying a start and end date and the applicable attendance percentage
and type.
These values in the attendance history can be altered. For example, a candidate's
attendance can be updated after a review meeting, requiring changes to the
Attendance Percentage field and the attendance history records. How frequently

Research Overview 308-7

Maintaining Candidacy Details

attendance updates are made for research candidates depends on institutional

policy.

Supervision
Supervisors oversee the progress of research students. The Research Supervisors
window records and maintains all information about a candidate's supervisors.
Institutions determine supervisor qualifications and the number of supervisors
required for a candidate. The system requires at least one principal supervisor,
entered during the admission process. Additional supervisors, if known, can also be
entered during the admission process, or at any time during the candidacy, when
staff changes or when additional supervisors are needed.
Note: If a supervisor’s supervision period does not cover the candidate's entire
research period, an end date must be entered.
Supervisors can be staff at the institution or outside the institution. If a supervisor is
outside the institution, the supervisor's details must be entered in the Research
Supervisors window.
A candidate's supervision arrangements are the basis for the distribution of income
generated by the student to the organizational units within the institution. Oracle
Student System cannot distribute income to external supervisors. Payments to
external supervisors are made by an organizational unit, using the institution's
financial package.
Note: Since the system handles internal and external income distribution differently,
supervision and funding percentages cannot be the same.
Note: Funding percentages can be entered only for supervisors who are staff
members.
Table 308–1 shows sample details for three supervisors and an example of how
income is distributed.

Table 308–1 Example of Internal and External Income Distribution for Supervisors
Supervisor Staff Organizational Supervision Funding
Name Member? Unit Percentage Percentage
J. Smith yes 001 60% 80%
L. Lim yes 002 20% 20%
K. Harrison no not applicable 20% 0%

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 Monitoring Candidate’s Progress with Milestones

Payment for K. Harrison, who is not a staff member, is made by the organizational
unit 001. The funding percentage for J. Smith, who is a staff member for
organizational unit 001, includes an extra 60% to cover payment for K. Harrison, the
external supervisor.

Scholarships
Scholarship details are entered in the Scholarship Details window. The dates,
monetary value, other benefits, and additional conditions can be entered for all
scholarships that a candidate receives.

Monitoring Candidate’s Progress with Milestones

Institutions usually establish phases a candidate completes when preparing and
submitting a thesis. A candidate’s progress toward these phases, or milestones, is
reviewed by supervisors and other Research staff. Milestones help supervisors and
Research staff measure a candidate’s progress.
This section includes the following topics:
■ Establishing Milestones
■ Updating Progress toward Milestones

Establishing Milestones
The system allows an institution to define different sets of milestones for each
research program. Research specialists create these sets of program default
milestones in the Program Default Research Milestones window.
Milestones for a particular candidate are established in the Research Milestones
window. For most candidates, the set of program default milestones is applicable,
however, milestones that are not required can be deleted and additional milestones
can be added. One milestone can also be designated as a prerequisite for another
milestone.
A candidate’s milestones can be viewed by accessing the Research Milestones
window from either the Research Candidacy Details window or the Thesis Details
window.

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Maintaining Thesis Details

Updating Progress toward Milestones

Each milestone has a due date. Typically, supervisors assess a candidate’s progress
against a milestone’s due date in a review meeting, and progress is entered by
changing the status of the milestone. The status of a completed milestone is
ACHIEVED. Renegotiating milestones that have not been achieved and penalties
for failure to achieve milestones depend on institutional policy.
For example, an institution can adopt a policy that the due date is changed and the
milestone status updated to RE-PLANNED if the supervisor agrees progress has
been made but the candidate needs more time. If progress has not been satisfactory,
the status is changed to FAILED, and a second review meeting is arranged to
reassess progress. At this second meeting, the status can be updated to ACHIEVED
or RE-PLANNED, as appropriate.
The Comments field in the Research Milestones window allows supervisors and
Research staff to enter notes related to the review of a candidate's progress.

Maintaining Thesis Details

The Thesis Details window maintains all thesis data associated with a candidacy. A
thesis record cannot exist without an associated candidacy record. The candidacy
record is displayed when the window is accessed from the Research Candidacy
Details window. If the Research Candidacy Details window is accessed directly
from a menu, the candidacy record can be retrieved through a query.
In general, when various thesis information is entered depends on institutional
policy. The system allows most details to be entered in the Thesis region of the
Research Candidacy Details window at any time, however, the following conditions
must be met before certain data can be entered:
■ The Final indicator must be set before a thesis can be submitted. The Final
indicator is set when the candidate confirms that the thesis title is finalized.
■ Citation, library lodgement, and embargo details cannot be entered until the
thesis is submitted for examination.
■ The final result cannot be entered until the thesis examination process is
complete.
Note: A candidate can have multiple thesis entries and a single thesis can have
multiple examinations entered.
Note: A thesis record can be deleted if the thesis is not submitted. The record is not
removed, but it is marked as a deleted thesis, and can be displayed if required.

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This section includes the following topics:

■ Creating Examining Panel
■ Examining Thesis
■ Using Tracking Subsystem

Creating Examining Panel

Procedures for creating an examining panel depend on institutional policy.
Creating an examining panel occurs after the exam and panel types are entered,
however, an examining panel is not mandatory. If an institution does not want to
create an examining panel, for example, in cases where Research subsystem
functionality is used to enter the examination of special undergraduate student
projects, only the Thesis Exam region is completed. Examining panel records are not
completed and no examining panel details are entered.
Note: If the panel type is associated with a recommended size, and a panel is
created with less than the recommended number of members, a thesis result cannot
be entered for this examination. Panel types and the recommended size associated
with them can be viewed in the Thesis Panel Types window.
The procedure for creating an examining panel includes the following steps:
1. Enter the identification number and name of all prospective panel members.
The required details are retrieved from or added to the database using the
navigation buttons.
2. Map a panel member type to each prospective panel member.
3. Initiate a tracking item for each panel member, if required.
4. Enter each prospective panel member's response to the invitation to serve on
the panel.

Examining Thesis
Procedures for examining a thesis depend on institutional policy.
Most institutions require candidates to give notification of the submission period
for a thesis. When a candidate gives this notification, the submission date is entered
in the Thesis Details window. In some institutions, the process of entering an
examination and establishing the examining panel begins with naming a
submission date.

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Maintaining Thesis Details

The Selecting a Thesis Exam Type and Thesis Panel Type fields are mandatory when
the submission date is entered. Clicking the Tracking Item button initiates steps
associated with tracking a thesis exam.
The procedure for examining a thesis includes the following steps:
1. Enter the recommended result and remarks from each panel members.
2. When the examination process is complete, enter the result for the thesis
examination in the Thesis Exam region.
Note: If an examining panel exists, entering a result that does not match any of
the recommended results from panel members triggers a warning.
3. Enter the payment date for examiners, as required.
Note: The Payment Date and the Examiner's Remarks are the only fields that
can be altered after a thesis result is entered for the thesis examination.
4. When all thesis examinations have occurred, and all thesis results are entered,
enter the final result.
The status of the thesis becomes EXAMINED.

Using Tracking Subsystem

Creating tracking items is not mandatory, but can be valuable in helping to manage
the thesis examination process.
The Tracking subsystem monitors the movement of documents, progress toward
completing a thesis examination, and the communication between an examining
panel member and the institution.
System tracking types in the Research subsystem are associated with sets of steps
that are followed when a tracking item associated with that type is initiated.
Tracking type RES-TEX is used when a tracking item is initiated for a thesis exam.
Tracking type RES-TPM is used when a tracking item is initiated for a thesis panel
member.
Note: The steps associated with tracking types are defined by Research specialists
when setting up the system. These steps are set as the default, but can be changed
or bypassed by the user. For example, if a tracking item is created for each
prospective panel member, a number of steps can be bypassed for those who
decline to join the panel.

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To create a tracking item, click the Tracking button on the Thesis Details window
corresponding to the thesis exam or thesis panel member. Once a tracking item is
created, it can be updated when required using the same button.
The system calculates action dates for each step. The user enters completion dates
when steps are completed, and notes about any step as needed.
For information on tracking items in the Research subsystem, see Tracking Types
and Steps, Chapter 309, Research Functions and Maintenance.
For information on the Tracking subsystem, see Chapter 384, Tracking Overview.

Research Overview 308-13

Maintaining Thesis Details

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 309
Research Functions and Maintenance

This chapter provides system administrators and subsystem specialists with

information required to set up and maintain the reference data used by the Research
subsystem, and to perform the advanced functions available in the subsystem.
The following sections are in this chapter:
■ Setting Up Reference Data
■ Tracking Types and Steps
■ Research Codes
■ Research Calendars and Date Aliases
■ Establishing Research Admission and Enrollment Processes
■ Research Program Structures
■ Research Units
■ Research Grading Schema
For an introduction to the Research subsystem, see Chapter 308, Research
Overview.
For information on calculating Effective Full Time Days, submission dates, Effective
Full Time Student Units, or EFTSUs, and valid attendance percentage load ranges,
see Chapter 310, Research Concepts.

Research Functions and Maintenance 309-1

Setting Up Reference Data

Setting Up Reference Data

For the Research subsystem to function correctly, reference data must be created
and maintained using the following windows:
■ Scholarship Types
■ Research Supervisor Types
■ Milestone Types
■ Milestone Statuses
■ Program Default Research Milestones
■ Thesis Result Codes
■ Thesis Panel Types
■ Thesis Examination Types
■ Thesis Panel Member Types
Note: These windows allow institution-defined terminology to be used, however,
this terminology must be linked to system-defined statuses or types in the
Milestone Statuses window and the Thesis Result Codes window.
Note: To create some reference data in the Research subsystem, access to other
reference data is required. For example, milestone types must be set up before
program default milestones. Tracking types, linked to the system tracking types
RES_TEX and RES_TPM, should be set up before thesis panel types or thesis panel
member types if a tracking type is defined as an attribute of a thesis panel or thesis
panel member type.

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 Tracking Types and Steps

Tracking Types and Steps

Institution-defined tracking types and their associated steps are set up using the
Tracking Types window.
Table 309–1 shows the two system tracking types in the Research subsystem. Each
system tracking type is associated with a system step type and a default recipient.

Table 309–1 System Tracking Types, System Step Types, and Default Recipients in
the Research Subsystem
System Tracking Type System Step Type Default Recipient
RES_TEX RES_TEX_CH chair of thesis panel
RES_TEX_OR originator of tracking item
RES_TEX_PR principal supervisor
RES_TEX_ST candidate (student)
RES_TPM RES_TPM_OR originator of tracking item
RES_TPM_PE examiner

Tracking types used to track a thesis examination must be defined as system

tracking type RES_TEX. Tracking types used to track a thesis panel member must be
defined as system tracking type RES_TPM.
The system step types are used to define steps for the system tracking type if the
default recipient is the appropriate recipient for a particular set of steps. A system
step type does not have to be associated with each system tracking type step.
When tracking items are created for a thesis examination or panel member, the
default recipient is inserted in the system tracking type steps associated with the
system step types corresponding to that default recipient.
For example, a tracking item is created for a student that includes the steps outlined
in Table 309–2. For this student, J. Gambetti, the principal supervisor is Prof. M.
Drake, chair of the thesis panel is Dr. A. James, and the research staff member who
originated the tracking item is J. Kelley.

Table 309–2 Sample Tracking Item Steps

System Step Name of
Tracking Item Step Type Default Recipient Recipient

Research Functions and Maintenance 309-3

Tracking Types and Steps

Table 309–2 Sample Tracking Item Steps

contact principal RES_TEX_PR principal supervisor Professor M.
supervisor Drake
contact chair of RES_TEX_CH chair of thesis panel Dr. A. James
examining panel
receive nominated RES_TEX_OR originator of tracking item J. Kelley
examiners
notify student of RES_TEX_ST candidate (student) J. Gambetti
outcomes

For information on tracking items in the Research subsystem, see Using Tracking
Subsystem, Chapter 308, Research Overview.
For information on the Tracking subsystem, see Chapter 384, Tracking Overview.

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 Research Codes

Research Codes
Research codes allow government reporting of information related to research
students. The three sets of government codes include:
■ Type of Activity Classification Codes (TOA)
■ Fields of Study (FOS)
■ Socio-Economic Objective Classifications (SEO)
Institution-defined codes for Fields of Study and Socio-Economic Objective
Classifications should be mapped to the corresponding government code.
The use of FOS and SEO codes is currently in transition from Department of
Education, Training and Youth Affairs, or DETYA, codes to Australian Bureau of
Statistics, or ABS, codes. Oracle Student System can use either set of codes.
Because of the transition, Fields of Study codes might need updating using the
Government Fields of Study window. These codes now require an indicator to be
set if the code is an ABS Research Fields, Programs and Disciplines Classification, or
RFCD.
The following windows are related to research codes:
■ Government Type of Activity Classification Codes
■ Government Socio-Economic Objective Classifications
■ Socio-Economic Objective Classifications
■ Government Fields of Study
■ Fields of Study

Research Functions and Maintenance 309-5

Research Calendars and Date Aliases

Research Calendars and Date Aliases

Research calendars, date aliases, and calendar relationships must be established by
Calendar and Research specialists.
Research studies often do not fit into standard teaching periods, such as semesters.
They can span 365 days of a calendar year and require date-to-date enrollment.
Therefore, teaching calendars and date aliases that are more appropriate for
research must be created.
Since research students can usually start and stop their research without the
penalties that apply to coursework students, administrative unit statuses and unit
discontinuation date aliases allowing withdrawal, without a grade penalty, must be
created, as well as grading schema for the Research subsystem.
Accurate load and Effective Full Time Student Unit, or EFTSU, calculations require
the correct configuration of load calendar structures for the Research subsystem and
relationships between load and research teaching calendars. Effective Full Time
Student Unit, or EFTSU, calculations also require accurate maintenance of a
candidate's attendance over the period of their research.
This section includes the following topics:
■ Sample Configuration of Research Calendars and Date Aliases
■ Configuring Research Calendars and Date Aliases
For information on grading schema, see Research Grading Schema in this chapter.
For information on maintaining a candidate's attendance details, see Calculating
Effective Full Time Student Units for Enrollment in Research and Coursework
Units, Chapter 310, Research Concepts and Chapter 311, Research Candidacy
Details Procedure.

Sample Configuration of Research Calendars and Date Aliases

Figure 309–1 shows a sample research calendar configuration and calendar
relationships.
Table 309–3 shows sample date aliases associated with this calendar configuration.

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 Research Calendars and Date Aliases

Figure 309–1 Sample Research Calendar Configuration and Calendar Relationships

Table 309–3 Sample Date Aliases Associated with Calendar Configuration in

Figure 309–1
Teaching Calendar Effective Start Date Effective End Date
Instance Alias, RES-STRT Alias, RES-END
RES-2: 19-JUL-1998 05-DEC-1998
01-JUL-1998 to
31-DEC-1998
SUM: 06-DEC-1998 28-FEB-1999
30-NOV-1998 to
28-FEB-1999
RES-1: 01-MAR-1999 18-JUL-1999
01-JAN-1999 to
30-JUN-1999

Research Functions and Maintenance 309-7

Research Calendars and Date Aliases

Table 309–3 Sample Date Aliases Associated with Calendar Configuration in

Figure 309–1
RES-2: 19-JUL-1999 05-DEC-1999
01-JUL-1999 to
31-DEC-1999
SUM: 06-DEC-1999 29-FEB-2000
30-NOV-1999 to
29-FEB-2000
RES-1: 01-MAR-2000 18-JUL-2000
01-JAN-2000 to
30-JUN-2000
RES-2: 19-JUL-2000 05-DEC-2000
01-JUL-2000 to
31-DEC-2000

Note: Research start date alias instances can be offset from the admissions calendar
program start date alias instances. For the RES-1, 01-JAN-1999 to 30-JUN-1999,
calendar for example, RES-STRT can be offset from the program start date alias for
the subordinate admissions calendar instance by zero days.

Configuring Research Calendars and Date Aliases

The procedure to configure research calendars and date aliases includes the
following steps:
1. Establish the required administrative unit statuses, map them to the
system-defined DISCONTIN unit attempt status, and link each to a grading
schema code and result using the Administrative Unit Statuses window.
Note: The research grading schema should already be set up.
Table 309–4 shows examples of administrative unit statuses and their
descriptions.

Table 309–4 Examples of Administrative Unit Statuses

Administrative Unit
Status Description
WDN withdrawn from research
WDN PC withdrawn from research
after census date

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2. Create the required date aliases using the Date Aliases window and include the
following information:
■ date aliases representing the start and end of a research teaching period. In
Table 309–3, these date aliases are RES-STRT and RES-END. Since these
date aliases can only exist in a teaching calendar, their Date Alias and
Calendar category types must be TEACHING. After these date aliases have
been established, they should be linked to the system effective start and end
dates using the Research Calendar Configuration window.
■ unit discontinuation date aliases that match either a delete indicator or an
appropriate administrative unit status using the Unit Discontinuation Dates
window. The linking of a unit discontinuation date alias and an
administrative unit status determines whether withdrawal incurs load.
Table 309–5 and Table 309–6 show unit discontinuation date aliases matched to
administrative unit statuses for the RES-1 and RES-2 sample teaching calendar
instances shown in Table 309–3.

Table 309–5 Unit Discontinuation Date Aliases for RES-1, 01-JAN-2000 to

30-JUN-2000
Administrative Date Alias Load Grading
Unit Status Date Alias Value Incurred? Schema Grade
WDN WDN-RES 31-MAR- N W-withdrawn
2000
WDN PC WDN-RES-PC 01-APR-2000 Y W-withdrawn

Table 309–6 Unit Discontinuation Date Aliases for RES-2 01-JUL-2000 to 31-DEC-2000
Administrative Date Alias Load Grading
Unit Status Date Alias Value Incurred? Schema Grade
WDN WDN-RES 31-AUG- N W-withdrawn
2000
WDN PC WDN-RES-PC 01-SEP- Y W-withdrawn
2000

3. Set up research teaching calendar types, for example, SUM, RES-1, and RES-2,
and required instances of these calendar types using the Calendar Types
window.

Research Functions and Maintenance 309-9

Research Calendars and Date Aliases

For a sample research calendar configuration showing relationships, see

Figure 309–1.
4. Establish instances of the date aliases within each research teaching calendar
instance using the Calendar Date Alias Instances window. Sets of effective start
and end date aliases cannot overlap. These date alias instances, for example,
RES-STRT and RES-END, have implications for Effective Full Time Student
Unit, or EFTSU, calculation that the user should understand before establishing
them. If instances of RES-STRT and RES-END are in a teaching period calendar,
the EFTSU calculation method is determined by whether the associated load
calendar has a load research percentage.
Note: The effective start and end date aliases can only exist in a research
teaching period with a single census date. The effective start date must come
before the end date.
Note: If a calendar instance has effective start and end date alias instances, a
single instance of each must exist for the teaching period calendar, and one
cannot exist without the other.
5. Allocate default load apportionment by linking existing load calendars,
research teaching calendars, and administrative unit status load using the Load
Calendar Structure window. In this window, the Load Incurred indicator should
be set as appropriate for the administrative unit statuses used.
Table 309–7 shows a sample load apportionment using the sample
configuration of research calendars and date aliases in Figure 309–1 and
Table 309–3.

Table 309–7 Sample Load Apportionment Using Sample Configuration

Default Load
Teaching Period Load Calendar Instance Apportionment
LOAD-CAL-1 RES-1 100
LOAD-CAL-2 RES-2 100
LOAD-CAL-3 SUM 100

6. Set up the relationships between research teaching calendar instances and the
applicable superior academic calendar or subordinate academic calendars, such
as admissions calendars.
These relationships and values are set up using the Calendar Instance
Relationships window. The load research percentage is allocated to the

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 Research Calendars and Date Aliases

appropriate load calendars in the Subordinate Calendars region. Scroll across

the spread table to display this field. The load research percentage must total
100% within an academic period.
Set the load research percentage for applicable load calendars to ensure correct
Effective Full Time Student Unit, or EFTSU, calculation.
Table 309–8 shows a sample load research percentage allocation using the
sample configuration of research calendars and date aliases in Figure 309–1 and
Table 309–3.

Table 309–8 Sample Load Research Percentage Allocation Using Sample

Configuration
Load Research
Teaching Period Load Calendar Percentage
RES-1 LOAD-CAL-1 50%
RES-2 LOAD-CAL-2 50%
SUM LOAD-CAL-3 null

Research load is usually equally divided between the two census dates, 31
March and 31 August. The load research percentage is divided between the two
load calendars that span these census dates.
Note: The load research percentage should not be allocated to any other load
calendar and a null value instead of zero should be used.
For students who need to be enrolled in research units in teaching periods that
contribute to other load calendars, for example, the SUM teaching period that
contributes to the LOAD-CAL-3 load calendar, the Effective Full Time Student
Units, or EFTSU, are calculated using the standard method, in which the
number of override or enrolled credit points is divided by the standard annual
load value.
For example, using the sample load research percentage allocation in
Table 309–8, a student enrolled in a research unit in the SUM teaching period
generates an EFTSU calculated using the standard method for LOAD-CAL-3. If
enrollment continues into RES-1, the student generates an EFTSU calculated
using the method for calculating EFTSU for research for LOAD-CAL-1. If the
research commencement date is prior to 1 March, the program start date alias
instance for the admissions calendar instance is subordinate to RES-1.

Research Functions and Maintenance 309-11

Establishing Research Admission and Enrollment Processes

For information on EFTSU calculation, see Calculating Research Effective Full

Time Student Units, Chapter 310, Research Concepts.

Establishing Research Admission and Enrollment Processes

Oracle Student System sets up admission and enrollment processes that apply
specifically to research students. This section includes information on the following
topics:
■ Establishing Research Admission Process
■ Establishing Research Enrollment Process

Establishing Research Admission Process

When an Admissions specialist establishes an admission process category
containing the RESEARCH admission step type, the Candidacy button is displayed
on the Direct Admission window. An applicant to a research program in which the
program type has the Research indicator set cannot receive an offer or conditional
offer unless certain details of the candidacy record are entered, including
submission dates, research topic, and principal supervisor. For these admission
applications, navigation to the Research Candidacy Details window must occur
through the Direct Admission window.
Defining the RESEARCH admission step type as mandatory applies the same
requirements that exist for any application made under this admission process
category, such as requiring submission dates, research topic, and principal
supervisor details be entered in the candidacy record before an offer or conditional
offer can be made.
For information on the creation of admission process categories, see Chapter 104,
Admissions Functions and Maintenance, Chapter 110, Admission Category
Procedure, and Chapter 111, Admission Process Category Detail Procedure.

Establishing Research Enrollment Process

When an Enrollments specialist establishes an enrollment process category
containing the RESEARCH enrollment procedure step, the Candidacy button is
displayed in the Student Enrollments window. The candidacy fields must be set up
before a student program attempt in a research program can be confirmed. If this
data is not carried forward from an admission application or if it needs to be
maintained at enrollment, access to the Research Candidacy Details window must
occur from the Student Enrollments window.

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 Research Program Structures

For information on the creation of enrollment process categories, see Establishing

Research Admission and Enrollment Processes, Chapter 168, Enrollments Overview
and Chapter 186, Category Procedure Detail Procedure.

Research Program Structures

A Program Structure and Planning specialist establishes Research subsystem
program structures. Aspects of the Program Structure and Planning subsystem that
have implications for the Research subsystem are as follows:
■ Program Types
■ Attendance Types
■ Minimum Submission Percentages

Program Types
Each program offered by an institution has a program type attribute. Program types
and their associated Research indicators are maintained in the Program Types
window. Setting the Research indicator does not determine whether the program is
classified as a research program for government reporting purposes. However, the
Research indicator should be selected for those program types the institution
requires a candidacy record be created for during admission or enrollment.
An applicant for admission to a program that has the Research indicator set cannot
be offered a place or have the admission outcome status set to OFFER or
COND-OFFER without creating a candidacy record and completing mandatory
candidacy details. If a student program attempt is not created through the
preenrollment process in the Admissions subsystem, the same restrictions apply
and the student program attempt cannot be confirmed without completing
mandatory candidacy details.
For information on candidacy records, see Chapter 311, Research Candidacy Details
Procedure.

Attendance Types
A program offering option has an attendance type attribute. The attendance types
defined by an institution are maintained in the Program Attendance Types window.
Each attendance type should have a research percentage defined as one of the
attributes.

Research Functions and Maintenance 309-13

Research Program Structures

Table 309–9 shows sample research percentages.

Table 309–9 Sample Research Percentages

Attendance Type Research Percentage
full time 100%
part time 50%

The default attendance percentage for a candidacy record is derived from the
attendance type research percentage.
For information on attendance types, see Chapter 18, Program Offering Options
Procedure.
For information on Attendance Type Research Percentage values, see Chapter 311,
Research Candidacy Details Procedure.

Minimum Submission Percentages

A research program offered by an institution must have a minimum submission
percentage entered representing the minimum percentage of effective research days
that must be completed before a thesis can be submitted. This field is defined in the
Basic Program Details window.
Table 309–10 shows sample minimum submission percentages.

Table 309–10 Sample Minimum Submission Percentages

Earliest
Effective Submission
Full Time in Effective
Student Standard Minimum Full-Time
Program Units, or Full Time Submission Days, or
Program Type EFTSU Completion Percentage EFTD
Doctorate, Higher 3.000 30 50% 547.5
Science Doctorate
PhD, Science Doctorate by 2.000 20 50% 365.0
Research
Master’s, Master’s by 1.000 10 50% 182.5
Science Research

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 Research Units

The minimum submission percentage calculates a candidate's minimum submission

date.
For information on minimum submission percentages, see Chapter 310, Research
Concepts and Chapter 311, Research Candidacy Details Procedure.

Research Units
The Research subsystem requires unique research units to be set up for students in
research-only programs or programs combining a research unit with coursework
units. The method used to derive Effective Full Time Student Units, or EFTSU, for
research candidates enrolled in research units is different from the method used for
students enrolled in non-research units.
Enrollment in a research unit means that teaching responsibility and income
distribution to organizational units within the institution are derived from the
candidate's supervision arrangements. For this reason, ownership in the Basic Unit
Details window and teaching responsibility in the Teaching Responsibilities
window should be allocated to a non-academic organizational unit, such as the
Research Office, when unit details are entered.
A research unit should be established for each discipline and research level offered
by an institution.
For example, if an institution offers research studies at four levels, Higher
Doctorate, PhD, Master’s, and Honors, for each discipline group offered by the
institution, four research units are created, one for each research level. The unit
codes indicate the research level with two letters, such as PD for PhD, and the
discipline group with four-digit discipline group classifications entered in the
Disciplines window.
Table 309–11 shows sample unit codes and their descriptions.

Table 309–11 Sample Unit Codes

Unit Code Description
HD0901 Higher Doctorate
Research - Economics
PD0901 PhD Research - Economics
MR0901 Master’s Research -
Economics

Research Functions and Maintenance 309-15

Research Units

Table 309–11 Sample Unit Codes

HN0901 Honors Research -
Economics
HD0405 Higher Doctorate
Research - Chemical
Sciences
PD0405 PhD Research - Chemical
Sciences
MR0405 Master’s Research -
Chemical Sciences
HN0405 Honors Research -
Chemical Sciences

These research units and related details are entered in the Basic Unit Details
window.
All research units should be offered in all research teaching periods in order for a
candidate's research to continue from one teaching period to the next. Create unit
offerings in the Unit Offerings window, accessed from the Basic Unit Details
window.
The grading schema for research units is assigned in the Unit Sections window,
accessed from the Unit Offerings window.
This section includes the following topics:
■ Research Unit Attributes
■ Unit Discontinuation
For information on Effective Full-Time Student Unit, or EFTSU, calculation for a
research candidate, see Chapter 310, Research Concepts.
For information on creating research teaching calendars, see Configuring Research
Calendars and Date Aliases in this chapter.

Research Unit Attributes

Research units consist of the following attributes:
■ Research Indicator
■ Repeatable Indicator
■ Enrolled Credit Points

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 Research Units

■ Achievable Credit Points

■ Override Credit Points Indicator
■ Override Title Indicator

Research Indicator
The Research indicator must be set for the unit to be classified as a research unit.

Repeatable Indicator
Setting the Repeatable indicator attributes the achievable credit points associated
with a unit to a student's academic record each time the student passes the unit. If
the Repeatable indicator is not set, the credit points are achievable one-time only,
regardless of the number of times the unit is passed.

Enrolled Credit Points

This value calculates Effective Full-Time Student Units, or EFTSU, when a student
enrolls in a unit in a non-research teaching period that does not calculate EFTSU
using the research calculation method. Enrolled credit points ensure the unit
enrollments are included in statistical reports to the government. If an institution
configures calendars with research units offered in a SUM teaching period that uses
the standard EFTSU calculation, an appropriate number of enrolled credit points
should be entered.

Achievable Credit Points

Achievable credit points are the number of credit points awarded to a student upon
successful completion of a unit. If no achievable credit points are entered, the
system uses enrolled credit points. If zero achievable credit points are entered, no
credit points are awarded upon completion of a unit. In the latter case, the
institution can award a Satisfactory Progress grade at the end of a semester, rather
than credit points, for a research unit.

Override Credit Points Indicator

This indicator overrides calculated research Effective Full Time Student Units, or
EFTSU, or the enrolled or achievable credit points for a specified student unit
attempt.
For example, if a full-time research student enrolls in a research unit for the teaching
periods listed in Table 309–12, for the student unit attempt in the SUM teaching
period, it is appropriate to override the credit points and use a lower credit point

Research Functions and Maintenance 309-17

Research Grading Schema

value. The maximum EFTSU for this student is generated by the student unit
attempts in the RES-1 and RES-2 teaching periods.

Table 309–12 Sample Teaching Periods Showing Override of Credit Points

Effective Full
Time Student
Unit, or
Load EFTSU,
Teaching Research Calculation
Period Load Calendar Percentage Method
RES-1 LOAD-CAL-1 50% research
calculation
RES-2 LOAD-CAL-2 50% research
calculation
SUM LOAD-CAL-3 null standard
calculation

Override Title Indicator

Setting the Override Title indicator overrides the unit title for a student unit
attempt. For example, if a student enrolls in the Honors Research - Chemical
Sciences unit as part of a coursework honors program, the user can override this
title and make it Honors Minor Thesis - Chemical Sciences.

Unit Discontinuation
The Research subsystem requires unit discontinuation date aliases and
administrative unit statuses to be created that allow withdrawal from research units
without assessment penalties.
For information on establishing unit discontinuation date aliases and administrative
unit statuses for research units, see Configuring Research Calendars and Date
Aliases in this chapter.
For information on unit discontinuation, see Managing Unit Discontinuation,
Chapter 168, Enrollments Overview.

Research Grading Schema

Since research candidates are unlikely to complete their research and have their
theses examined in a single teaching period, grading schema used in other areas of

309-18 Oracle Student System User’s Guide

 Research Grading Schema

study are not appropriate for research units. An appropriate research grading
schema should be established by Assessment and Research specialists using the
Grading Schemas window.
Table 309–13 shows a sample research grading schema.

Table 309–13 Sample Research Grading Schema

System Result
Grade Full Grade Name Type Description
RC Research Continuing PASS confers credits points
entered in the Basic Unit
Details window, as
achievable credit points.
Setting Repeatable
indicator to Y confers
credit each time student
enrolls and achieves a
grade linked to the system
result type PASS.
Note: Setting the Override
Credit Points indicator
provides additional
flexibility.
UP Unsatisfactory Progress FAIL typically awarded
following review of
candidate's research by a
progress committee and
possibly accompanied by
an encumbrance to
constrain or limit future
enrollment
W Withdrawn from Research WITHDRAWN typically awarded if
candidate withdraws
temporarily or
permanently from
program, with no
academic penalty

Research Functions and Maintenance 309-19

Research Grading Schema

Table 309–13 Sample Research Grading Schema

RI Research Incomplete INCOMP holding grade when
research is incomplete and
no credit is awarded
Note: This grade is
typically converted to
either RC or UP following
review by the progress
committee.

309-20 Oracle Student System User’s Guide

 310
Research Concepts

This chapter provides information on concepts related to the Research subsystem.

The following sections are in this chapter:
■ Calculating Effective Full Time Days and Submission Dates
■ Calculating Research Effective Full Time Student Units
■ Valid Attendance Percentage Load Ranges
For an introduction to the Research subsystem, see Chapter 308, Research
Overview.
For information on setup and maintenance of Research reference data, see
Chapter 309, Research Functions and Maintenance.

Research Concepts 310-1

Calculating Effective Full Time Days and Submission Dates

Calculating Effective Full Time Days and Submission Dates

The Research subsystem uses Effective Full Time Days, or EFTD, to monitor
progress by establishing minimum and maximum dates for thesis submission. By
calculating Effective Full Time Student Units, or EFTSU, a candidate's research
studies contribute to the total EFTSU for any given load calendar.
Research studies are not necessarily limited to standard teaching periods used for
coursework studies. The commencement date of a candidate's research can differ
from the defined program commencement date. The amount of time a research
candidate allocates to research can vary over the research period.
The system calculates both the current number of Effective Full Time Days used, or
EFTD Used, and the total number of Effective Full Time Days still available, or
EFTD Total, for a research candidacy in the Effective Full Time Days Used and
Effective Full Time Days Total fields displayed in the Research Candidacy Details
window. Both numbers are carried out to two decimal places. These values are used
by the system to calculate minimum and maximum submission dates.
If a candidate is enrolled in a research unit and studies at a standard full-time rate,
or 100%, the candidate consumes one Effective Full Time Day each calendar day.
The same student studying at a standard part-time rate, or 50%, consumes half of an
Effective Full Time Day each calendar day.
Table 310–1 shows sample EFTD Used and EFTD Total values calculated for
full-time and part-time students.

Table 310–1 Sample EFTD Used and EFTD Total for Full-Time and Part-Time Students
EFTD Used
Attendance Commencement by 24-MAR-
Percentage Date EFTD Total 1998
Student 1 100% 03-MAR-1998 730 22
Student 2 50% 03-MAR-1998 730 11

EFTD Used is recalculated daily and whenever the attendance percentage is

changed for a candidate. The calculation of EFTD Used starts when a candidate's
student program attempt is confirmed, and is derived using data from the
candidate's attendance history.
Note: Candidates can have intermission periods in their attendance history. The
inclusion or exclusion of the intermission periods is determined by the value of the

310-2 Oracle Student System User’s Guide

 Calculating Effective Full Time Days and Submission Dates

Count in Progression indicator, a program version attribute, defined in the Basic

Program Details window.
To calculate EFTD Used, the system performs the following steps:
1. The system processes each attendance history record and multiplies the number
of days by the attendance percentage.
2. The system totals the calculated values for each record.
3. If intermission periods are excluded, the system calculates the intermission
EFTD by multiplying the number of intermission days by the attendance
percentage applicable before intermission, and subtracts this value from EFTD
Total, to yield EFTD Used.
Note: The system calculates EFTD Total using the Standard Full Time Completion
Time, an attribute of the program version. EFTD Total is calculated once, when a
research candidacy record is created in the Research Candidacy Details window.
The formula used to calculate EFTD Total is as follows:
(Standard Full Time Completion Time divided by 10) multiplied by 365
If submission dates are calculated by the system, as opposed to override dates, they
are recalculated daily.
The maximum submission date, or Max Submission Date, is calculated from the
current date using the EFTD Used, EFTD Total, and current attendance percentage
recorded for the candidacy. The formula used to calculate the maximum submission
date is as follows:
Current Date plus ((EFTD Total minus EFTD Used) multiplied by Attendance
Percentage)
The minimum submission date, or Min Submission Date, is calculated from the
current date using the EFTD Used, EFTD Total, and current attendance percentage
recorded for the candidacy. The minimum submission percentage, an attribute of
the program version established in the Basic Program Details window is also
required. The formula used to calculate the minimum submission date is as follows:
Current Date plus (((EFTD Total multiplied by Minimum Submission Percentage)
minus EFTD Used) multiplied by Attendance Percentage)

Research Concepts 310-3

Calculating Effective Full Time Days and Submission Dates

Table 310–2 and Table 310–3 show a sample calculation of EFTD Used, EFTD Total,
and maximum and minimum submission dates for two students.

Table 310–2 Sample EFTD Used, EFTD Total, and Submission Dates for Student 1
Standard Full Time Completion Time 20 (20/10)*365 days
= 730 EFTD Total
attendance history:

01-APR-1997 - 01-JUL-1997 at 50% attendance 50% of 92 = 46 days

02-JUL-1997 - 30-JUN-1998 at 80% attendance 80% of 364 = 291.2 days

01-JUL-1998 - 02-DEC-1998 at 100% attendance 100% of 155 = 155 days

03-DEC-1998 - 06-DEC-1998 at 80% attendance 80% of 4 = 3.2 days

= 495.4 EFTD Used
student's current attendance percentage 80% 730 - 495.4 = 234.6 days
current date 07-DEC-1998 234.6 / 80%
=293.25 days remaining

07-DEC-1998 + 293.25
days
=26-SEP-1999 Maximum
Submission Date
Minimum Submission Percentage 75% 75% of 730 = 547.5 days
existing values apply 547.5 - 495.4 = 52.10
80% of 52.10 days = 41.68

07-DEC-1998 + 14.68 =
18-JAN-1999 Minimum
Submission Date

Table 310–3 Sample EFTD Used, EFTD Total, and Submission Dates for Student 2
Standard Full Time Completion Time 10 (10/10)*365 days
= 365 EFTD Total
attendance history:

01-APR-1997 - 01-JUL-1997 at 100% attendance 100% of 92 = 92 days

02-JUL-1997 - 07-DEC-1997 at 75% attendance 75% of 159 = 119.25 days

= 211.25 EFTD Used

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 Calculating Research Effective Full Time Student Units

Table 310–3 Sample EFTD Used, EFTD Total, and Submission Dates for Student 2
student's current attendance percentage 75% 365 - 211.25 = 153.75 days
current date 07-DEC-1997 153.75 / 75%
= 205 days remaining

07-DEC-1997 + 205 days =

30-JUN-1998 Maximum
Submission Date
Minimum Submission Percentage 75% 75% of 365 = 273.75 days
existing values apply 273.75 - 211.25.4 = 62.5
days
75% of 62.5 = 46.87 days

07-DEC-1997 + 46.87 =
23-JAN-1998 Minimum
Submission Date

For information on the range of attendance percentage values matching each

defined attendance type, see Valid Attendance Percentage Load Ranges in this
chapter.
For information on Standard Full Time Completion Time, see Chapter 5, Basic
Program Details Procedure.
For information on overriding submission dates, see Chapter 311, Research
Candidacy Details Procedure.

Calculating Research Effective Full Time Student Units

Calculating Effective Full Time Student Units, or EFTSU, for a research student unit
attempt assumes the following information:
■ A student can be enrolled in one research unit that contributes to a load
calendar instance, but can also be enrolled in coursework units that contribute
to the same load calendar instance.
■ Research load can only be calculated in a teaching period with a single census
date.
■ The maximum research EFTSU per load calendar is a calculated proportion of
the maximum EFTSU per academic year. The maximum EFTSU per academic
year is always 1.0. The maximum research EFTSU per load calendar is
calculated by multiplying the maximum EFTSU per calendar year by the load
research percentage assigned to the load calendar.

Research Concepts 310-5

Calculating Research Effective Full Time Student Units

Table 310–4 shows a sample EFTSU per load calendar calculation.

Table 310–4 Sample EFTSU per Load Calendar Calculation
Load
Teaching Research EFTSU per Load
Period Load Calendar Percentage Calendar
RES-1 LOAD-CAL-1 50% 50% of 1.0 = 0.50
RES-2 LOAD-CAL-2 50% 50% of 1.0 = 0.50
SUM LOAD-CAL-3 null not applicable

The research EFTSU is used in the following situations:

■ student unit attempt unit version is a research unit and the Research attribute is
set, and the teaching calendar instance has two research date aliases, effective
start date and effective end date, in the Calendar Types window.
■ teaching period contributes load to a load calendar instance with a load
research percentage between 0.01 and 100. Load research percentages are
entered for a load calendar instance in the Calendar Instance Relationships
window. LOAD-CAL-1 and LOAD-CAL-2 in the EFTD Used and EFTD Total
calculation example use the research EFTSU.
The research EFTSU is not used in the following situations:
■ student is enrolled in a research unit but in a non-research teaching calendar, or
one without the research effective start and end date aliases. In this case, EFTSU
is calculated in the standard way.
■ student is enrolled in a research unit in a research teaching period that
contributes to a load calendar with a load research percentage of NULL. In this
case, EFTSU is calculated in the standard way. In the EFTD Used and EFTD
Total calculation example, a research unit offered in the SUM teaching period
contributes to LOAD-CAL-3.
■ an override EFTSU is recorded for a student unit attempt in the Student
Enrollments window. In this case, the override EFTSU is always used.
Note: The research EFTSU is adjusted when a candidate enrolls in both a research
unit and coursework units.
This section includes information on the following topics:
■ Recommended Effective Start and End Date Alias Instances
■ Effective Full Time Student Unit Values and Adjustment Values

310-6 Oracle Student System User’s Guide

 Calculating Research Effective Full Time Student Units

■ Calculating Final Effective Full Time Student Units

■ Sample Effective Full Time Student Unit Calculations for a Research Unit
■ Calculating Effective Full Time Student Units for Enrollment in Research and
Coursework Units
■ Overriding Effective Full Time Student Units of Zero
For information on establishing research calendar date aliases, see Research
Calendars and Date Aliases, Chapter 309, Research Functions and Maintenance.
For information on teaching calendars and date alias instances, see Chapter 24,
Basic Unit Details Procedures and Chapter 311, Research Candidacy Details
Procedure.
For information on EFTSU calculation for enrollment in research and coursework
units, see Calculating Effective Full Time Student Units for Enrollment in Research
and Coursework Units in this chapter.

Recommended Effective Start and End Date Alias Instances

Because most students start their research studies when the academic year begins,
they generate the maximum Effective Full Time Student Units, or EFTSU, for their
attendance type.
The load generated by a research student who begins research studies before the
first teaching period of the subsequent academic period must also be claimed. In
this case, the student can be enrolled in a research unit for a teaching period that
contributes to a load calendar with a NULL load research percentage, and the
standard EFTSU calculation applies. In the EFTD Used and EFTD Total calculation
example, the student is enrolled in the SUM teaching period if the research studies
commence before 01-MAR-2000, generating a standard EFTSU for that teaching
period.
Table 310–5 shows recommended effective start and end date alias instances. An
accurate EFTSU load can be calculated for each.

Table 310–5 Recommended Effective Start and End Date Alias Instances
Effective Start Effective End
Teaching Date Alias Date Alias EFTD in
Period Start Instance Instance Teaching
Calendar Date End Date (RES-STRT) (RES-END) Period

Research Concepts 310-7

Calculating Research Effective Full Time Student Units

Table 310–5 Recommended Effective Start and End Date Alias Instances
RES - 1 01-JAN- 30-JUN- 01-MAR-1999, 18-JUL-1999, 140
1999 1999 the CRS-START the CRS-START
date alias for date alias for
ADM-PER-1 ADM-PER-2
calendar with calendar with
no offset offset of -1 day
RES - 2 01-JUL- 31-DEC- 19-JUL-1999, 05-DEC-1999, 140
1999 1999 the CRS-START the RES-STRT
date alias for date alias for
ADM-PER-2 RES-2 calendar
calendar with with offset of
no offset +139 days
SUM 30-NOV- 29-FEB- 06-DEC-1999 29-FEB-2000 not
1999 2000 applicable

Effective Full Time Student Unit Values and Adjustment Values

Calculating Effective Full Time Student Units, or EFTSU, for a research unit uses the
following values:
■ Effective Full Time Days, or EFTD, for the teaching period, or the total number
of Effective Full Time Days between the effective start and end date aliases in
the research teaching calendar
■ census attendance percentage, or the attendance percentage at the census date
■ EFTSU per load calendar
Depending on a candidate's commencement date, attendance history, and periods
of intermission, calculating EFTSU for a research unit can use any or all of the
following adjustment values:
■ High Adjustment, if candidate has attendance periods prior to the census date
at a higher percentage than the census attendance percentage, and calculated
with the following formula:
(Higher Attendance Percentage minus Census Attendance Percentage)
multiplied by Number of Higher Percentage Days
■ Low Adjustment, if candidate has attendance periods prior to the census date at
a lower percentage than the census attendance percentage, and calculated with
the following formula:
(Census Attendance Percentage minus Lower Attendance Percentage)
multiplied by Number of Lower Percentage Days

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 Calculating Research Effective Full Time Student Units

■ Commencement Adjustment, if candidate commences research after the

effective start date alias instance for the research teaching period, and has not
used the full number of EFTD for the teaching period calculated for the
applicable calendar. Commencement Adjustment is calculated with the
following formula:
(Effective Start Date Alias Instance minus Commencement Date) multiplied by
Attendance Percentage at Commencement Date
■ Intermission Adjustment, if candidate has an intermission period to be
excluded, and calculated with the following formula:
Attendance Percentage at Intermission Date multiplied by Number of
Intermission Days

Calculating Final Effective Full Time Student Units

The calculation of final Effective Full Time Student Units, or EFTSU, includes the
following steps:
1. Multiply the Effective Full Time Days, or EFTD, in the teaching period by the
census attendance percentage.
2. Add the High Adjustment, if applicable.
3. Subtract the Low Adjustment, Commencement Adjustment, and Intermission
Adjustment, if applicable.
4. Divide result by the EFTD in the teaching period.
5. Multiply result by EFTSU per load calendar.

Sample Effective Full Time Student Unit Calculations for a Research Unit
Table 310–6 shows how to calculate research Effective Full Time Student Units, or
EFTSU, for five candidates. The following values apply in each scenario:
■ census attendance percentage 40%
■ Effective Full Time Days, or EFTD, in the teaching period 140 days
■ research load percentage 50%

Research Concepts 310-9

Calculating Research Effective Full Time Student Units

■ EFTSU per load calendar 0.50

Table 310–6 Sample Effective Full Time Student Unit Calculation for a Research Unit
EFTD in
Teaching
Period *
Census Result after
Atten- Adjustments Result *
dance Number of / EFTD in EFTSU per
Percent- Days after Teaching Load
age Adjustments Adjustments Period Calendar
Candidate 1: 56 days none 56 56 / 140 0.40 * 0.5
standard
EFTSU = 0.40 = 0.2
calculation EFTSU
with no
adjust-
ments
Candidate 2: 56 days (50% - 40%) * 21 56 + 2.1 58.1 / 140 0.415 * 0.5
for 3 week
period in = 10% * 21 days
current = 58.1 days = 0.415 = 0.207
teaching = 2.1 days High EFTSU
period, and Adjustment
before
census date,
attendance
percentage
was higher
(50%)
Candidate 3: 56 days (40% - 25%) * 21 56 - 3.15 52.85 / 140 0.3775 *
for 3 week 0.5
period in = 15% * 21
current = 52.85 days = 0.3775 = 0.188
teaching = 3.15 days EFTSU
period, and Low
before Adjustment
census date,
attendance
percentage
was lower
(25%)

310-10 Oracle Student System User’s Guide

 Calculating Research Effective Full Time Student Units

Table 310–6 Sample Effective Full Time Student Unit Calculation for a Research Unit
Candidate 4: 56 days (01-MAR-1999 - 56 - 6 50 / 140 0.357 * 0.5
Com- 15-MAR-1999) *
mencement 40%
Date
15-MAR- =15 * 40% =50 days = 0.357 = 0.178
1999 and EFTSU
effective = 6 days Com-
start date mencement
alias Adjustment
instance
01-MAR-
1999
Candidate 5: 56 days 40% * 14 56 - 5.6 50.4 / 140 0.36 *
Intermission 0.5
Period 14
days in = 5.6 days = 50.4 days = 0.36 = 0.18
teaching Intermission EFTSU
period Adjustment
before
census date
and no
change to
attendance
percentage

Calculating Effective Full Time Student Units for Enrollment in Research and
Coursework Units
Enrolling in both a research unit and one or more coursework units has important
implications for calculating Effective Full Time Student Units, or EFTSU, for the
research unit. The EFTSU determines the disbursement of income to organizational
units within the institution. The organizational unit owning the coursework unit
receives the coursework EFTSU proportion of the income generated, and the
organizational unit or units of the supervisor or supervisors receive the research
EFTSU proportion of the income.
A unit’s EFTSU can be adjusted for a student if the Override Credit Points indicator
is set for that unit. Overriding credit points reduces the EFTSU for a coursework
unit and increases the EFTSU for a research unit. The override EFTSU is entered for
a student unit attempt in the Student Enrollments window, causing a corresponding
adjustment to income disbursement.

Research Concepts 310-11

Calculating Research Effective Full Time Student Units

The attendance percentage entered in the Research Candidacy Details window is a

candidate's attendance percentage for all their studies, including research and
coursework units.
For example, a student enrolled in a part-time program with a standard attendance
percentage of 50% has an expected EFTSU of 0.250. This student enrolls in one
research unit, using the research EFTSU calculation since it is within a research
teaching period and contributes to a load calendar with an appropriate load
research percentage, and two coursework units, under a standard teaching period
that have an EFTSU of 0.125 each. The EFTSU for the research unit is zero since the
coursework units use all available EFTSU. The student has no time available for the
research unit, the units require 75% attendance, and the attendance percentage
exceeds the upper enroll load range for a part-time program. In this case, the system
might issue a warning. The attendance percentage entered in the Research
Candidacy Details window should be altered.
When a candidate enrolls in research and coursework units, the calculation of
EFTSU includes the following steps:
1. The system determines the EFTSU for a candidate's attendance percentage. This
EFTSU becomes the ceiling value against which the combined research and
coursework EFTSU is checked.
2. The system calculates the EFTSU for the research unit, or StartingResEFTSU.
3. The system retrieves the EFTSU for the coursework unit or units, or
ProgramEFTSU.
4. The system subtracts the ProgramEFTSU from the StartingResEFTSU and
results in the research EFTSU, or ResEFTSU.
Table 310–7 and Table 310–9 show how to calculate combined research and
coursework EFTSU calculation for two students.

Table 310–7 Sample Combined Research and Coursework EFTSU Calculation for
Student 1
attendance percentage 100%, full-time enrollment
EFTSU ceiling 0.5 * 1

= 0.5
StartingResEFTSU 0.5
ProgramEFTSU of 1 0.125
coursework unit

310-12 Oracle Student System User’s Guide

 Calculating Research Effective Full Time Student Units

Table 310–7 Sample Combined Research and Coursework EFTSU Calculation for
Student 1
total ProgramEFTSU 0.125
StartingResEFTSU - 0.5 - 0.125
ProgramEFTSU = 0.375
= ResEFTSU

Table 310–8 Sample Combined Research and Coursework EFTSU Calculation for
Student 2
attendance percentage 75%, minimum for
classification as full-time
enrollment
EFTSU ceiling 0.5 * 0.75

= 0.375
StartingResEFTSU 0.375
ProgramEFTSU of 3 0.125
coursework units
total ProgramEFTSU 0.375
StartingResEFTSU - 0.375 - 0.375
ProgramEFTSU =0
= ResEFTSU

For information on adjusting a unit’s EFTSU, see Chapter 24, Basic Unit Details
Procedures.

Overriding Effective Full Time Student Units of Zero

To override Effective Full Time Student Units, or EFTSU, of zero, the following
options are available:
■ override and lower a student’s coursework EFTSU, and the organizational unit
or units supervising the student's research receive a higher proportion of the
income generated
Note: In this case, a fixed override value is used instead of a calculated override
value.
■ override a student’s research EFTSU, allowing disbursement of income to the
organizational unit or units supervising the student’s research

Research Concepts 310-13

Valid Attendance Percentage Load Ranges

Note: The income disbursement can be out of proportion with the requirements
of the institution, resulting in an EFTSU exceeding the standard EFTSU for
full-time or part-time studies in a given period.
Note: In this case, a fixed override value is used instead of a calculated override
value.
■ enroll a student in all units under a teaching calendar that has a subordinate
load calendar where the load research percentage is NULL
Note: In this case, the research and coursework EFTSU is calculated in the
standard way.

Valid Attendance Percentage Load Ranges

Each attendance percentage entered for a candidate in the Research Candidacy
Details window is checked against the load ranges that apply to the enrolled
program offering. These load ranges are attributes of attendance types in the
Program Attendance Types window, and in the Attendance Type Load region of the
Program Attendance Types window, these load ranges are defined as Effective Full
Time Student Units, or EFTSU, with a lower and upper load for each load calendar.
When a candidate’s attendance percentage is entered in the Research Candidacy
Details window, an EFTSU for that attendance percentage is calculated and checked
against these load ranges. When the calculated EFTSU falls outside the range as
defined for the program attendance type, the system issues a warning in the
Research Candidacy Details window.
If the student's program offering options are changed in the Change Student’s
Program Offering Option window, the system issues the same warning.
Table 310–9 shows sample lower and upper loads for full-time and part-time
students. The load research percentage, defined in the Calendar Instance
Relationships window, is 50%.

Table 310–9 Sample Load Range for Full-Time and Part-Time Students
Load Range Full-Time Students Part-Time Students
Lower Load 0.375 0.001
Upper Load 20.00 0.374

For example, a candidate enrolls in a program offering with a full-time attendance

type and in a single research unit in the current teaching period. The attendance

310-14 Oracle Student System User’s Guide

 Valid Attendance Percentage Load Ranges

percentage, 40%, is entered in the Attendance Percentage field in the Research

Candidacy Details window.
The EFTSU of this attendance percentage is calculated using the following formula:
(Load Research Percentage divided by 100) multiplied by (Attendance Percentage
divided by 100)
The EFTSU is 0.5 multiplied by 0.4 or 0.2.
Since the EFTSU is less than the lower load for a full-time student, the system issues
a warning.

Research Concepts 310-15

Valid Attendance Percentage Load Ranges

310-16 Oracle Student System User’s Guide

 311
Research Candidacy Details Procedure

This chapter describes how to enter research candidacy details. The following
sections are in this chapter:
■ Definition
■ Overview
■ Research Candidacy Details Window

Research Candidacy Details Procedure 311-1

Definition

Definition
The research candidacy details procedure enters candidacy details for a student
applying for admission or enrolling in a program with a research component.

Overview
The Research Candidacy Details window maintains all data related to a research
candidate. This window provides a central point of access to other windows in the
Research subsystem.

311-2 Oracle Student System User’s Guide

 Research Candidacy Details Window

Research Candidacy Details Window

Figure 311–1 Research Candidacy Details Window

Research Candidacy Details Procedure 311-3

Research Candidacy Details Window

311-4 Oracle Student System User’s Guide

 312
Research Supervisors Procedure

This chapter describes how to set up research supervisors. The following sections
are in this chapter:
■ Definition
■ Overview
■ Setting Up Research Supervisors Procedure
■ Research Supervisors Window

Research Supervisors Procedure 312-1

Definition

Definition
The research supervisors procedure enters and maintains information about all
supervisors of a research candidate.

Overview
A research candidate can have one or more supervisors over a candidacy period.
The Research Supervisors window allows the entry of information about
supervision of the candidacy.
The Funding Percentage values are significant as they and their associated
Organizational Unit entries define the teaching responsibility for the research unit
at Student Program Attempt level and are used in the disbursement of income to
organizational units.

312-2 Oracle Student System User’s Guide

 Setting Up Research Supervisors Procedure

Setting Up Research Supervisors Procedure

The following information applies to this procedure:
■ At least one research supervisor of a Principal supervisor type must be entered
at the Admissions stage.
■ If two or more supervisors are entered, both the supervision percentage and the
funding percentage must total 100%.
■ A supervisor cannot be mapped to a Closed supervisor type. Institution-defined
supervisor types are entered and maintained using the Research Supervisor
Types window.
■ Typical student program attempt statuses are Enrolled, Inactive, Intermit, or
Lapsed.
■ An active organizational unit entry is required if a supervisor is a staff member.
■ If a funding percentage figure is entered, an organizational unit must be
specified.
To set up a research supervisor, perform the following steps.
1. In Oracle Student System, navigate to the Research Supervisors window as
follows:
Academic Progress - Research - Research Candidacy Details
2. Click Supervision to open the Research Supervisors window.
3. Enter data in appropriate fields.
4. If an existing supervisor ceases to function as a supervisor, enter an End Date
against this supervisor.
5. In the Replaced Person ID field, enter a chain of supervision by entering the
preceding supervisor’s ID number against a new supervisor.
6. In the Funding Percentage field, enter the funding percentage value for the set
of people entered in the system as staff members of the institution only.
The Funding Percentage figure defaults to the value entered against a
supervisor in the Supervision Percentage field, but can be altered.
7. Save or Save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Research Supervisors Procedure 312-3

Research Supervisors Window

Research Supervisors Window

Figure 312–1 Research Supervisors Window

312-4 Oracle Student System User’s Guide

 313
Research Milestones Procedure

This chapter describes how to create research milestones. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Research Milestones Procedure
■ Research Milestones Window

Research Milestones Procedure 313-1

Definition

Definition
The research milestones procedure allows the entry and maintenance of milestones
related to a research candidacy.

Overview
Establishing and monitoring milestones enable research candidates, their
supervisors, and administrative staff to maintain records about progress and to
initiate action at different stages of a research candidacy.
Institution-defined milestone types are defined in the Milestone Types window and
maintained in the Milestone Statuses window. A default set of milestones for a
program version applicable to most candidates in the program is entered in
Program Default Research Milestones window.
In addition to direct access through the navigation menu, the Research Milestones
window can be opened from the Research Candidacy Details window or the Thesis
Details window by clicking Milestones. For any given candidacy, one set of
milestones exists or is created and this set can be accessed from either window
when that candidacy record is the currently displayed one. If the window is
accessed directly, the required candidacy details are retrieved by querying in the
context region.
The context region on this form is dynamically labeled and reflects the
admission/enrollment status of the candidate. The label will read Admission
Program Application or Student Program Attempt.

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 Creating Research Milestones Procedure

Creating Research Milestones Procedure

To create or update candidacy milestones for a candidate, perform the following
steps.
1. In Oracle Student System, navigate to the Research Milestones window as
follows:
Academic Progress - Research - Research Milestones
2. Query or enter data in the appropriate record.
3. Enter data in appropriate fields.
4. To add more milestones, enter data in the Milestone Type, Due Date, and
Milestone Status fields.
Note: The milestone type and due date must create a unique milestone for this
candidacy.
5. To link milestones, enter data in the Preceding Milestone region.
Note: A preceding milestone type must be selected from the list of values. A
single precedent can be created for the context milestone. Setting precedents
affects the editing and deletion of milestones.
6. To delete a preceding milestone relationship, select the preceding milestone
type and use the keyboard Delete key.
Note: Using the tool bar button deletes the context milestone and the
precedence relationship.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Research Milestones Procedure 313-3

Research Milestones Window

Research Milestones Window

Figure 313–1 Research Milestones Window

313-4 Oracle Student System User’s Guide

 Research Milestones Window Description Table

Research Milestones Window Description Table

Table 313–1 Research Milestones Window Description
Field Name Type Features Description
Candidacy -
Admission Program
Application Region
Person Number default or person number; query if opened directly from menu,
query default if opened from another window
Full Name default, full name
display only
Sex default, sex
display only
Date of Birth default, date of birth
display only
Min Submission default, minimum submission date to submit thesis paper or
display only exam
Max default, maximum submission date to submit thesis paper or
display only exam
Program default, program of study
display only
Location default, location
display only
Attendance Mode default, attendance mode
display only
Attendance Type default, attendance type
display only
Milestone Region
Include reached check box displays or excludes display of milestones reached,
milestones depending upon selection; default is selected

Research Milestones Procedure 313-5

Research Milestones Window Description Table

Table 313–1 Research Milestones Window Description

Field Name Type Features Description
Default Program optional for button opens Program Default Research Milestones window
Milestones default set and creates an entry for each milestone from the
default set within the following rules:
-for an admission program application, all milestones
in the default set are inserted; if a Closed milestone
type exists in the program default set, it is not entered
for a candidacy
-the due date for each milestone is automatically
calculated; it equals the candidacy commencement
date and the milestone type offset days value
-for a student program attempt, milestones only
default if the calculated due date is equal to or after the
current date
-the status for each milestone defaults to the system
status of Planned; if more than one institution-defined
status maps to the system status of Planned, no default
value is entered in the Milestone Status field, except if
defaulting the program default milestones set
Note: Any milestone established using the default set
can be edited or deleted if required. Re-running the
process to insert Program Default Milestones re-inserts
any previously deleted from the candidacy, if the
calculated due date is equal to or later than the current
date.
Milestone Type required if type of milestone; a Closed milestone type cannot be
default entered
option not
used
Due Date milestone due date; an entered due date cannot be a
past date; can be changed only if the milestone status is
Planned or Replanned
Milestone Status milestone status, such as Planned or Replanned;
progress is monitored by updating the status; only a
milestone with the status of Planned can be deleted; a
Failed status can be updated to Achieved
Milestone History button view history of the milestone type in context; data
Details changed, updated

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 Research Milestones Window Description Table

Table 313–1 Research Milestones Window Description

Field Name Type Features Description
Date Reached date milestone is reached; the default date reached can
be backdated; must be set if the status is set to
Achieved or Failed
Note: When the status Planned or Replanned is
changed to Achieved or Failed, the date reached
defaults to the current date.
Description description of milestone
Preceding Milestone
Region
Type type of prior milestone; cannot be deleted if it is the
precedent of another milestone
Status status of prior milestone
Date date milestone was reached
Comments notes entered to assist in the monitoring process
Notification Days
Imminent number of days before a milestone is due that a
student is notified
Reminder number of days before a milestone is due that a
student is reminded
Re-Reminder number of days before a milestone is due that a
student is reminded a second time

Research Milestones Procedure 313-7

Research Milestones Window Description Table

313-8 Oracle Student System User’s Guide

 314
Scholarship Details Procedure

This chapter describes how to record scholarship details. The following sections are
in this chapter:
■ Definition
■ Overview
■ Recording Scholarship Details Procedure
■ Scholarship Details Window

Scholarship Details Procedure 314-1

Definition

Definition
Details of all scholarships awarded to research candidates at an institution and
recorded in the record scholarship details procedure.

Overview
Details about all scholarships awarded to a research candidate are entered in the
Scholarship Details window. Candidates can receive multiple scholarships that
apply over consecutive or concurrent date periods, scholarships that come from an
external organization or from an internal source, or those that carry additional
benefits or conditions.
Institution-defined scholarship types and their associated details pertaining to
description, organizational unit code, or person ID are maintained in the
Scholarship Types window.

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 Recording Scholarship Details Procedure

Recording Scholarship Details Procedure

The following information applies to this procedure:
■ Scholarship details can be entered only for an existing candidate.
■ Closed scholarship types cannot be entered.
■ If multiple scholarship entries are made, the same scholarship type can be used
only if the applicable date periods do not overlap.
■ A scholarship type can have either an associated organizational unit code or a
person ID, but not both.
■ Once the scholarship type and start date are accepted by the system, they
cannot be modified.
To record scholarship details, perform the following steps.
1. In Oracle Student System, navigate to the Scholarship Details window as
follows:
Academic Progress - Research - Scholarship Details
2. Query to retrieve the required candidate’s record.
Note: If opened in the Research Candidacy Details window, the candidate’s
details from that window are displayed and cannot be modified or queried.
3. Enter data in appropriate fields:
The following information applies to this step:
■ Data must be entered in the Scholarship, Scholarship Type and Start Date
fields as the minimum details required.
■ A Closed scholarship type appears only in the list of values, where the
current record was created prior to the closing of the type.
■ The Scholarship Type Details tab region automatically displays the
associated details for the selected scholarship type. These values cannot be
modified.
■ Additional details that apply to the scholarship can be entered in the Other
Benefits and Conditions tab regions.
4. Save or Save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Scholarship Details Procedure 314-3

Scholarship Details Window

Scholarship Details Window

Figure 314–1 Scholarship Details Window

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 315
Thesis Details Procedure

This chapter describes how to create thesis details. The following sections are in this
chapter:
■ Definition
■ Overview
■ Creating Thesis Details Procedure
■ Thesis Details Window

Thesis Details Procedure 315-1

Definition

Definition
The thesis details procedure records all thesis details relating to a research
candidacy.

Overview
All the details associated with a thesis, including its examination and assessment,
are entered and maintained in the Thesis Details window.
The Thesis Details window contains the regions listed in Table 315–1:

Table 315–1 Thesis Details Window Regions

Window Region Description
Candidacy - Admission details about candidate’s admission and enrollment status
Program Application
Thesis details about candidate’s research thesis
Thesis Format Tab details about thesis format
Thesis Topics Tab details about thesis topic
Comments Tab comments on thesis
Library Info Tab library catalog information
Embargo Tab expiration date of research candidacy
Thesis Examinations opens Thesis Exam region of the Thesis Details window
Button
Milestones Button opens Research Milestones window

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 Creating Thesis Details Procedure

Creating Thesis Details Procedure

To create a thesis details, preform the following steps.
1. In Oracle Student System, navigate to the Thesis Details window as follows:
Academic Progress - Research - Thesis Details
2. Enter data in appropriate fields.
Note: System-defined statuses are Pending, Submitted, Examined, or Deleted.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Thesis Details Procedure 315-3

Thesis Details Window

Thesis Details Window

Figure 315–1 Thesis Details Window

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 316
Program Default Research Milestones
Procedure

This chapter describes how to set up program default research milestones. The
following sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Program Default Research Milestones Procedure
■ Program Default Research Milestones Window

Program Default Research Milestones Procedure 316-1

Definition

Definition
The program default research milestones procedure records a set of default
milestones as part of the program version details.

Overview
Milestones are used to mark a research candidate’s progress. A standard set of
milestones can be created for a program version using this window. This set of
program default milestones can then be used when establishing milestones for an
individual candidate using the Research Milestones window.
The Program Default Research Milestones window can be accessed through the
Basic Program Details window or directly from menu.

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 Setting Up Program Default Research Milestones Procedure

Setting Up Program Default Research Milestones Procedure

The following information applies to this window:
■ A Closed milestone type cannot be entered.
■ Exact duplicates, such as Milestone Type and number of Offset Days, cannot be
created in a set.
■ Deleting any milestone from this set of program default research milestones
will not affect existing candidate’s milestones.
■ The Offset Days value is used to calculate the Due Date for this default
milestone when used as a Research Milestones window. It describes the number
of days the milestone will be offset from the Candidate Commencement Date.
To set up program default research milestones, perform the following steps.
1. In Oracle Student System, navigate to the Program Default Research Milestones
window as follows:
Academic Progress - Research - Default Research Milestones
2. Query to retrieve the required program version details.
Note: If opened in the Basic Program Details window, the program version
details from that window are displayed.
3. Enter data in appropriate fields or query the appropriate record.
Note: Attendance types cannot be added or deleted in this window.
4. In the Default Research Milestone Set region, enter a valid institution-defined
milestone type from the Milestone Types window, and a value in the Offset
Days field.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Program Default Research Milestones Procedure 316-3

Program Default Research Milestones Window

Program Default Research Milestones Window

Figure 316–1 Program Default Research Milestones Window

316-4 Oracle Student System User’s Guide

 317
Research Calendar Configuration
Procedure

This chapter describes how to set up research calendars. The following sections are
in this chapter:
■ Definition
■ Overview
■ Setting Up Research Calendars Procedure
■ Research Calendar Configuration Window

Research Calendar Configuration Procedure 317-1

Definition

Definition
The research calendar configuration procedure sets up research calendars.

Overview
The effective start date and the effective end date entered in the Research Calendar
Configuration window are used in the Research subsystem to ensure that dates and
Equivalent Full Time Student Units are calculated correctly.
For information on mapping institution-defined date aliases to system-defined date
aliases, see Chapter 436, Date Aliases Procedure.
For information on general calendar configuration, see Chapter 317, Research
Calendar Configuration Procedure.
For information on research calendar configuration, see Chapter 309, Research
Functions and Maintenance.

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 Setting Up Research Calendars Procedure

Setting Up Research Calendars Procedure

To set up a research calendar, perform the following steps.
1. In Oracle Student System, navigate to the Research Calendar Configuration
window as follows:
Academic Progress - Research - Setups - Configure Research Calendar
2. Enter data in appropriate fields.
3. In the Effective Start Date field, select a start date from the list of values.
Note: The list of values includes date aliases, set up in the Date Aliases window,
that the institution uses to represent effective start dates for a research teaching
period.
Note: Two date aliases, Res-Start and Res-End, for Research Start Date and
Research End Date, are already set up and appear in the list of values.
Note: Closed date aliases cannot be selected.
4. In the Effective End Date field, select an end date from the list of values.
Note: The list of values includes date aliases, set up in the Date Aliases window,
that the institution uses to represent effective end dates for a research teaching
period.
Note: Two date aliases, Res-Start and Res-End, for Research Start Date and
Research End Date, are already set up and appear in the list of values.
Note: Closed date aliases cannot be selected.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Research Calendar Configuration Procedure 317-3

Research Calendar Configuration Window

Research Calendar Configuration Window

Figure 317–1 Research Calendar Configuration Window

317-4 Oracle Student System User’s Guide

 318
Milestone Types Procedure

This chapter describes how to set up milestone types. The following sections are in
this chapter:
■ Definition
■ Overview
■ Setting Up Milestone Types Procedure
■ Milestone Types Window

Milestone Types Procedure 318-1

Definition

Definition
The Milestone Types procedure sets up milestone types.

Overview
Milestones are used in the Research subsystem to mark a candidate’s progress.
The Candidacy Milestones window sets up milestones for a research candidate.
Default milestones for a program version are established in the Program Default
Research Milestones window.

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 Setting Up Milestone Types Procedure

Setting Up Milestone Types Procedure

The following information applies to this procedure:
■ If no value is entered in the Reminder field, a value cannot be entered in the
Re-Reminder field.
To set up a milestone type, perform the following steps.
1. In Oracle Student System, navigate to the Milestone Types window as follows:
Academic Progress - Research - Setups - Milestone Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ A milestone type with a dependent program version default research
milestone record cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Milestone Types Procedure 318-3

Milestone Types Window

Milestone Types Window

Figure 318–1 Milestone Types Window

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 319
Research Supervisor Types Procedure

This chapter describes how to set up research supervisor types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Research Supervisor Types Procedure
■ Research Supervisor Types Window

Research Supervisor Types Procedure 319-1

Definition

Definition
The research supervisor types procedure sets up research supervisor types.

Overview
Research supervisor types, for example, Industry, Deputy, Ph.D., and Principal,
classify each research candidate’s supervisor. Research supervisor types set up in
the Research Supervisor Types window are assigned to research supervisors in the
Research Supervisors window. More than one supervisor can be assigned to a
candidate.

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 Setting Up Research Supervisor Types Procedure

Setting Up Research Supervisor Types Procedure

The following information applies to this procedure:
■ A research supervisor type must have a unique name.
■ For each research supervisor type, only one principal supervisor can be
selected.
To set up a research supervisor type, perform the following steps.
1. In Oracle Student System, navigate to the Research Supervisor Types window
as follows:
Academic Progress - Research - Setups - Research Supervisor Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ After a research supervisor type is set up, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Research Supervisor Types Procedure 319-3

Research Supervisor Types Window

Research Supervisor Types Window

Figure 319–1 Research Supervisor Types Window

319-4 Oracle Student System User’s Guide

 320
Thesis Panel Types Procedure

This chapter describes how to set up thesis panel types. The following sections are
in this chapter:
■ Definition
■ Overview
■ Setting Up Thesis Panel Types Procedure
■ Thesis Panel Types Window

Thesis Panel Types Procedure 320-1

Definition

Definition
The thesis panel types procedure sets up thesis panel types.

Overview
Thesis panel types, for example, Smpanel and Fullpanel, classify thesis examination
panels. An institution can have various thesis panel types depending on the
research candidates undertake. Thesis panel types set up in the Thesis Panel Types
window are assigned to thesis examination panels in the Thesis Details window.
Recommended panel size and selection criteria for panel members are also
specified.
A tracking type that corresponds to the system tracking type Res_Tex can also be
assigned to a thesis panel type in the Thesis Panel Types window, to provide
tracking steps for setting up a thesis examination panel.
For information on tracking types, see Chapter 388, Tracking Types Procedure.

320-2 Oracle Student System User’s Guide

 Setting Up Thesis Panel Types Procedure

Setting Up Thesis Panel Types Procedure

To set up a thesis panel type, perform the following steps.
1. In Oracle Student System, navigate to the Thesis Panel Types window as
follows:
Academic Progress - Research - Setups - Thesis Panel Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ After a thesis panel type is set up, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Recommended Panel Size field, enter a number indicating the
recommended panel size to be used as a guide only.
Note: Panels can be larger than the recommended panel size.
4. In the Selection Criteria field, enter selection criteria for panel members to be
used as a guide only.
Note: Data in this field does not validate any other data in the system.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Thesis Panel Types Procedure 320-3

Thesis Panel Types Window

Thesis Panel Types Window

Figure 320–1 Thesis Panel Types Window

320-4 Oracle Student System User’s Guide

 321
Thesis Examination Types Procedure

This chapter describes how to set up thesis examination types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Thesis Examination Types Procedure
■ Thesis Examination Types Window

Thesis Examination Types Procedure 321-1

Definition

Definition
The thesis examination types procedure sets up thesis examination types.

Overview
Thesis examination types, for example, Written, Perform, and Oral, indicate how an
institution can examine a research candidate's thesis. Thesis examination types set
up in the Thesis Examination Types window are assigned to each candidate’s thesis
examination in the Thesis Details window.

321-2 Oracle Student System User’s Guide

 Setting Up Thesis Examination Types Procedure

Setting Up Thesis Examination Types Procedure

The following information applies to this procedure:
■ A thesis exam type must have a unique name.
To set up a thesis examination type, perform the following steps.
1. In Oracle Student System, navigate to the Thesis Examination Types window as
follows:
Academic Progress - Research - Setups - Thesis Examination Types
2. Enter data in appropriate fields.
The following information applies to step:
■ After a thesis examination type is set up, only the description can be
modified.
■ After a thesis examination type is set up, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Thesis Examination Types Procedure 321-3

Thesis Examination Types Window

Thesis Examination Types Window

Figure 321–1 Thesis Examination Types Window

321-4 Oracle Student System User’s Guide

 322
Thesis Panel Member Types Procedure

This chapter describes how to set up thesis panel member types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Thesis Panel Member Types Procedure
■ Thesis Panel Member Types Window

Thesis Panel Member Types Procedure 322-1

Definition

Definition
The thesis panel member types procedure sets up thesis panel member types.

Overview
Thesis panel member types, for example, Chair and Regular, classify panel
members. Thesis panel member types set up in the Thesis Panel Member Types
window are assigned to persons named to a thesis examination panel in the Thesis
Details window. Only one panel member of type Chair can be named per thesis
panel.
A tracking type that corresponds to the system tracking type Res-Tpm can also be
assigned to a thesis panel member type in the Thesis Panel Member Types window,
to provide tracking steps for interactions with a panel member.
For information on tracking types, see Chapter 388, Tracking Types Procedure.

322-2 Oracle Student System User’s Guide

 Setting Up Thesis Panel Member Types Procedure

Setting Up Thesis Panel Member Types Procedure

The following information applies to this procedure:
■ A thesis panel member type must have a unique name.
To set up a thesis panel member type, perform the following steps.
1. In Oracle Student System, navigate to the Thesis Panel Member Types window
as follows:
Academic Progress - Research - Setups - Thesis Panel Member Type
2. Enter data in appropriate fields.
The following information applies to this step:
■ After a thesis panel member type is set up, only the description can be
modified.
■ After a thesis panel member type is set up, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Thesis Panel Member Types Procedure 322-3

Thesis Panel Member Types Window

Thesis Panel Member Types Window

Figure 322–1 Thesis Panel Member Types Window

322-4 Oracle Student System User’s Guide

 323
Scholarship Types Procedure

This chapter describes how to set up scholarship types. The following sections are
in this chapter:
■ Definition
■ Overview
■ Setting Up Scholarship Types Procedure
■ Scholarship Types Window

Scholarship Types Procedure 323-1

Definition

Definition
The scholarship types procedure sets up scholarship types.

Overview
Scholarship types classify scholarships awarded to students according to the
organizational unit or person offering or supervising the scholarship. For research
students, scholarship details are entered in the Record Scholarship Details window,
accessed from the Research Candidacy Details window by clicking the Scholarship
button.

323-2 Oracle Student System User’s Guide

 Setting Up Scholarship Types Procedure

Setting Up Scholarship Types Procedure

The following information applies to this procedure:
■ Validation rules restrict a student to only one scholarship of a particular
scholarship type.
To set up a scholarship type, perform the following steps.
1. In Oracle Student System, navigate to the Scholarship Types window as follows:
Academic Progress - Research - Setups - Scholarship Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ After a scholarship type is set up, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Optionally, in the Organization Unit Code field, select the code of the
organizational unit that offers or supervises the scholarship from the list of
values.
4. Optionally, in the Person Number field, select the number of the person who
offers or supervises the scholarship from the list of values.
Note: A person number cannot be selected if an organizational unit code is
already selected.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Scholarship Types Procedure 323-3

Scholarship Types Window

Scholarship Types Window

Figure 323–1 Scholarship Types Window

323-4 Oracle Student System User’s Guide

 324
Thesis Result Codes Procedure

This chapter describes how to set up thesis result codes. The following sections are
in this chapter:
■ Definition
■ Overview
■ Setting Up Thesis Result Codes Procedure
■ Thesis Result Codes Window

Thesis Result Codes Procedure 324-1

Definition

Definition
The Thesis Result Codes procedure sets up thesis result codes.

Overview
A thesis result code represents an assessment of a thesis in Oracle Student System.
Thesis assessments, entered in the Thesis Details window, include the thesis panel
member's recommended result, the thesis exam result, and the final thesis result.
System-defined thesis result codes include Major Revisions Required, Minor
Revisions Required, No Result Recorded, Thesis Failed, Thesis Failed - Alternative
Exit Offered, and Thesis Passed.

324-2 Oracle Student System User’s Guide

 Setting Up Thesis Result Codes Procedure

Setting Up Thesis Result Codes Procedure

The following information applies to this procedure:
■ A thesis result code must have a unique name.
■ Each institution-defined thesis result code must map to a system-defined thesis
result code.
■ System-defined thesis result codes can also be used for institution-defined
thesis result codes.
■ In the System Thesis Result Code list of values, each thesis result code is
assigned a final result indicator. Two of the thesis result codes, Minor Revisions
Required and Major Revisions Required, have their final result indicators set to
No to allow for revision and resubmission of a thesis.
To set up a thesis result code, perform the following steps.
1. In Oracle Student System, navigate to the Thesis Result Codes window as
follows:
Academic Progress - Research - Setups - Thesis Result Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ After a thesis result code is set up, only the description and comments can
be modified.
■ After a thesis result code is set up, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Thesis Result Codes Procedure 324-3

Thesis Result Codes Window

Thesis Result Codes Window

Figure 324–1 Thesis Result Codes Window

324-4 Oracle Student System User’s Guide

 325
Government Socio-Economic Objective
Classifications

This chapter describes how to set up government socio-economic objective

classification codes. The following sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Government Socio-Economic Objective Classification Codes
Procedure
■ Government Socio-Economic Objective Classifications Window

Government Socio-Economic Objective Classifications 325-1

Definition

Definition
The government socio-economic objective classifications procedure sets up
government socio-economic objective classification codes.

Overview
Socio-economic objective classification codes are used by institutions that are
required to report information to the government about the research performed in
the institution. Socio-economic objective classification codes classify research
according to the social and economic objectives of the research.
Institution-defined socio-economic objective classification codes are set up in the
Socio-Economic Objective Classifications window.

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 Setting Up Government Socio-Economic Objective Classification Codes Procedure

Setting Up Government Socio-Economic Objective Classification Codes

Procedure
The following information applies to this procedure:
■ A government socio-economic objective classification code must have a unique
name.
To set up a government socio-economic objective classification code, perform the
following steps.
1. In Oracle Student System, navigate to the Government Socio-Economic
Objective Classifications window as follows:
Academic Progress - Research - Setups - Government Socio-Economic
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a government socio-economic objective classification code is mapped to
an institution-defined socio-economic objective classification code, it cannot
be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. If the socio-economic objective classification code is a government
socio-economic objective classification code, click the Government Indicator
check box.
4. Optionally, to set up institution-defined socio-economic objective classification
codes, click Research Codes and enter data in appropriate fields.
For information on setting up institution-defined socio-economic objective
classification codes, see Chapter 326, Socio-Economic Objective Classifications
Procedure.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Socio-Economic Objective Classifications 325-3

Government Socio-Economic Objective Classifications Window

Government Socio-Economic Objective Classifications Window

Figure 325–1 Government Socio-Economic Objective Classifications Window

325-4 Oracle Student System User’s Guide

 326
Socio-Economic Objective Classifications
Procedure

This chapter describes how to set up institution-defined socio-economic objective

classification codes. The following sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Institution-Defined Socio-Economic Objective Classification Codes
Procedure
■ Socio-Economic Objective Classifications Window

Socio-Economic Objective Classifications Procedure 326-1

Definition

Definition
The socio-economic objective classifications procedure sets up institution-defined
socio-economic objective classification codes.

Overview
Socio-economic objective classification codes are used by institutions that are
required to report information to the government about the research performed in
the institution. Socio-economic objective classification codes classify research
according to the social and economic objectives of the research.
Government socio-economic objective classification codes are set up in the
Government Socio-Economic Objective Classifications window.
Institution-defined socio-economic objective classification codes are entered in the
Research Candidacy Details window.

326-2 Oracle Student System User’s Guide

 Setting Up Institution-Defined Socio-Economic Objective Classification Codes Procedure

Setting Up Institution-Defined Socio-Economic Objective Classification

Codes Procedure
The following information applies to this procedure:
■ An institution-defined socio-economic objective classification code must have a
unique name.
■ Each institution-defined socio-economic objective classification code must map
to a government socio-economic objective classification code.
■ More than one institution-defined socio-economic objective classification code
can map to a government socio-economic objective classification code.
To setup an institution-defined socio-economic objective classification code,
perform the following steps.
1. In Oracle Student System, navigate to the Socio-Economic Objective
Classifications window as follows:
Academic Progress - Research - Setups - Socio-Economic Classifications
2. Enter data in appropriate fields.
The following information applies to this step:
■ The Government Indicator check box cannot be selected or deselected
because it is an attribute of the corresponding government socio-economic
objective classification code, set up in the Government Socio-Economic
Objective Classifications window.
■ If an institution-defined socio-economic objective classification code is used
in a candidacy record, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Socio-Economic Objective Classifications Procedure 326-3

Socio-Economic Objective Classifications Window

Socio-Economic Objective Classifications Window

Figure 326–1 Socio-Economic Objective Classifications Window

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 327
Government Type of Activity Classification
Codes

This chapter describes how to set up government type of activity codes. The
following sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Government Type of Activity Codes Procedure
■ Government Type of Activity Classification Codes Window

Government Type of Activity Classification Codes 327-1

Definition

Definition
The government type of activity classification codes procedure sets up government
type of activity codes.

Overview
Government type of activity codes, entered in the Research Candidacy Details
window, are used when entering statistics about research projects in Oracle Student
System and reporting these statistics to the government.

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 Setting Up Government Type of Activity Codes Procedure

Setting Up Government Type of Activity Codes Procedure

To set up a government type of activity code, perform the following steps:
1. In Oracle Student System, navigate to the Government Type of Activity
Classification Codes window as follows:
Academic Progress - Research - Setups - Government Types Of Activity
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a government type of activity code is used in a candidacy record, it
cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Government Type of Activity Classification Codes 327-3

Government Type of Activity Classification Codes Window

Government Type of Activity Classification Codes Window

Figure 327–1 Government Type of Activity Classification Codes Window

327-4 Oracle Student System User’s Guide

 328
Milestone Statuses Procedure

This chapter describes how to set up milestone statuses. The following sections are
in this chapter:
■ Definition
■ Overview
■ Setting Up Milestone Statuses Procedure
■ Milestone Statuses Window

Milestone Statuses Procedure 328-1

Definition

Definition
The milestone statuses procedure sets up milestone statuses.

Overview
Milestones, entered in the Candidacy Milestones window, are important events in a
candidacy. A milestone status, also entered in the Candidacy Milestones window, is
an indicator of a candidate’s progress toward a milestone. System-defined
milestone statuses, including Achieved Milestone, Failed Milestone, Planned
Milestone, and Re-Planned Milestone, provides milestone reminder functionality.

328-2 Oracle Student System User’s Guide

 Setting Up Milestone Statuses Procedure

Setting Up Milestone Statuses Procedure

The following information applies to this procedure:
■ A milestone status must have a unique name.
■ Each institution-defined milestone status must map to a system-defined
milestone status.
■ System-defined milestone statuses can be used for institution-defined milestone
statuses.
To set up a milestone status, perform the following steps.
1. In Oracle Student System, navigate to the Milestone Statuses window as
follows:
Academic Progress - Research - Setups - Milestone Statuses
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a milestone status is used as part of a candidacy milestone, it cannot be
deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Milestone Statuses Procedure 328-3

Setting Up Milestone Statuses Procedure

Milestone Statuses Window

Figure 328–1 Milestone Statuses Window

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 Part VI
Person Reference
 329
Person Reference Introduction

This chapter describes Person Reference. The following sections are in this chapter:
■ Overview
■ Topics

Person Reference Introduction 329-1

Overview

Overview
The Person Reference subsystem records and maintains all details related to persons
entered in the system.
Person and organization entities within Oracle Student System utilize the Trading
Community Architecture to enhance the interaction between Oracle Student System
and Oracle Account Receivables and between Oracle Student System and the suite
of Customer Relationship Management products.
Figure 329–1 represents the Person Reference subsystem.

Figure 329–1 Person Reference Subsystem

329-2 Oracle Student System User’s Guide

 Topics

Topics
The following topics are in this section:
■ Person Reference
For an overview of Person Reference, see Chapter 330, Person Reference
Overview.
For information on Person Reference windows, see Chapter 331, Person Query
Procedure to Chapter 382, Person Code Classes Setup Procedure.
For information on Person Reference concurrent processes, see Chapter 383,
Person Reference Concurrent Processes Procedure.
■ Tracking
For an overview of Tracking, see Chapter 384, Tracking Overview.
For information on Tracking windows, see Chapter 385, Tracking Items
Procedures to Chapter 394, Tracking Item Group Membership Procedure.
For information on the Tracking Item Report concurrent process, see
Chapter 395, Tracking Item Report Concurrent Process Procedure.

Person Reference Introduction 329-3

Topics

329-4 Oracle Student System User’s Guide

 330
Person Reference Overview

This chapter provides an overview of the Person Reference subsystem.

The following sections are in this chapter:
■ Definition
■ Purpose
■ Query Windows
■ Dynamic Prompts

Person Reference Overview 330-1

Definition

Definition
The Person Reference subsystem manages person related data and its interaction
with other subsystems.

Purpose
The Person Reference subsystem performs the following tasks:
■ sets up person types indicating the types of persons entered in Oracle Student
System and the data required for each type
■ sets up codes and types used as attribute values for various person related
entities in Oracle Student System
■ defines holds that exist in system and how they are applied
■ creates and maintains records for person related entities
■ enters inquiries to retrieve and research data stored in Oracle Student System
■ declares comparative profiles, finds duplicates, and enables records to be
reviewed and merged
■ groups data to warn users not to divulge information and for any
institution-defined means

Query Windows
Figure 330–1 shows the relationship between the following query windows:
■ Class List Query
■ Person Query
■ Person Query Summary
■ Person Address Inquiry
■ Student Program Attempt
■ Advanced Standing Unit Inquiry
■ Advanced Standing Unit Level Inquiry

330-2 Oracle Student System User’s Guide

 Query Windows

Figure 330–1 Relationship Between Query Windows

Person Reference Overview 330-3

Dynamic Prompts

Dynamic Prompts
Under certain circumstances, dynamic prompts appear in several Person Reference
subsystem windows. Table 330–1 describes the dynamic prompts.

Table 330–1 Dynamic Prompts

Dynamic Prompt Description
Deceased person is deceased; conditional field appears to allow user to
enter deceased date
Holds Exist indicates student has academic hold restricting enrollment in
context program; hold details are maintained in Person Hold
Details window
Administrative Hold indicates applicant has administrative hold restricting access
to services provided by institution; hold details are maintained
in Person Hold Details window
[Privacy Level] indicates level of privacy indicated for this level of data, for
example, Level 5 - High; privacy level entered for data group,
then data group is assigned to person
[Admission Process admission process category of current session details if they
Category] differ from admission process category associated with
displayed program; program admission process category is
used rather than session admission process category
[Override override commencement period of existing application
Commencement Period] instance that is deferred or requested for reconsideration;
asterisk (*) appears next to each overridden application
instance; new commencement period appears
[Recorded Preferences] list of program preferences showing where program
application appears in list of applicants expressing preference
for same programs, and maximum number of programs they
can apply for
Reconsideration indicates program application has Request For
Reconsideration check box selected, and it must be included in
new admission period
[New Admission Period] date when application flagged for reconsideration is included
in admission period, for example, 1999/2
Student Program Attempt after preenrollment for a program application, indicates
unconfirmed or inactive student program attempt exists

330-4 Oracle Student System User’s Guide

 Dynamic Prompts

Table 330–1 Dynamic Prompts

Dynamic Prompt Description
[Person ID Type] if person type is assigned in which Preferred check box is
selected, person type ID appears in each window in which
person number appears; can be used as alternative way of
identifying person
[Active or Inactive Oracle appears in Person Query window to indicate whether person
Username] is active or inactive user
[Load Calendar Name appears in Student Program Attempt window if student is
and Dates] enrolled in program; load calendar used to derive current
attendance mode and type; for example, Load-Cal-1
01-JAN-1999 30-JUN-1999
Note: A student’s derived attendance mode and type can
differ from the attendance mode and type of the program
offered to the student which appears in the Person Query
window.

Person Reference Overview 330-5

Dynamic Prompts

330-6 Oracle Student System User’s Guide

 331
Person Query Procedure

This chapter describes how to query and retrieve person records. The following
sections are in this chapter:
■ Definition
■ Overview
■ Querying and Retrieving Person Records
■ Person Query Window
■ Person Query Window Description

Person Query Procedure 331-1

Definition

Definition
The person inquiry procedure queries and retrieves person records.

Overview
For overview information on the query windows, see Query Windows, Chapter 330,
Person Reference Overview.
Note: Clicking the Find Person icon opens the Find Person window which performs
more complex queries to locate a person.

331-2 Oracle Student System User’s Guide

 Querying and Retrieving Person Records

Querying and Retrieving Person Records

To query and retrieve a person record, perform the following steps.
1. In Oracle Student System, navigate to the Person Query window as follows:
Person Reference - Person Query
2. Query the appropriate record.
Note: The percent sign, %, can be used with a partial name when the correct
spelling is not known.
In the Student Program Attempt region, all student program attempts appear.
Note: If more than one person matches the query criteria, the Person Query
Summary window appears and a person record can be selected. For
information on selecting matching person records, see Selecting Matching
Person Records Procedure, Chapter 332, Person Query Summary Procedure.
3. To view the person image, click the Person Image icon.
The Person Image window appears.
For information on the Person Image window, see Chapter 344, Person Image
Procedure.
Note: If no image is available, the Person Image icon is disabled.
4. To view the person addresses, click Addresses.
The Person Address Inquiry window appears.
For information on the Person Address Inquiry window, see Chapter 333,
Person Address Inquiry Procedure.
5. To view student program details for a displayed program, go to the Student
Program Attempt region, select the appropriate program, and click the Details
icon.
The Student Program Attempt window appears with details for the specified
program only.
For information on the Student Program Attempt window, see Chapter 334,
Student Program Attempt Procedure.
6. To view student program details for all enrolled programs, click Enrolled
Program.

Person Query Procedure 331-3

Querying and Retrieving Person Records

The Student Program Attempt window appears with details for all programs in
which the student is enrolled.
For information on the Student Program Attempt window, see Chapter 334,
Student Program Attempt Procedure.
7. To view student program details for all program attempts, click Academic
History.
The Student Program Attempt window appears with details for all student
program attempts, in status order.
For information on the Student Program Attempt window, see Chapter 334,
Student Program Attempt Procedure.
8. Close the window.

331-4 Oracle Student System User’s Guide

 Person Query Window

Person Query Window

Figure 331–1 Person Query Window

Person Query Procedure 331-5

Person Query Window Description

Person Query Window Description

Table 331–1 Person Query Window Description
Field Name Type Features Description
Person Number optional person number; quickest and most reliable search
criteria
Find Person Icon button opens Find Person window
Full Name optional person name
Sex optional list of values person’s sex
Date of Birth optional list of person’s date of birth
values:
pop-up
calendar
Title optional list of values person’s title
Surname optional person’s surname
Given Names optional person’s given name
Preferred Name optional person’s preferred name; can be same as given name
Oracle Username optional person’s username, if registered user of Oracle Student
System; dynamic prompt indicates whether person is
active or inactive user
Email Address optional person’s email address; case sensitive when used as
query criteria
Person Image Icon button opens Person Image window
Note: If no image is available, the Person Image icon is
disabled.
Staff Member optional check box indicates whether person is staff member
Applicant optional check box indicates person has active admission application
Enquirer optional check box indicates person has incomplete admission inquiry
record
Addresses button opens Person Address Inquiry window
Student Program
Attempt Region

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 Person Query Window Description

Table 331–1 Person Query Window Description

Field Name Type Features Description
Program default, program code and version number of student program
display only attempt, for example, M300.2 is version 2 of program
M300
Details Icon button opens Student Program Attempt window
Short Title default, program short title
display only
Calendar Type default, calendar type of academic period in which program
display only attempt applies, when institutions operate more than
one academic calendar; for example, institutions with
campus in another country can have academic
calendar for that campus
Location Code default, location, usually campus, of program offer made to
display only student; units can be taken at locations other than
program’s location
Attendance Mode default, attendance mode of program offer made to student;
display only typical attendance modes are on-campus, off-campus,
and multi-modal, or combination of on and off-campus
Note: A student’s derived attendance mode, based on
their current enrollment that appears in the Student
Program Attempt window, can differ from this
attendance mode.
Attendance Type default, attendance type of program offer made to student;
display only typical attendance types are full-time and part-time
Note: A student’s derived attendance type, based on
their current enrollment that appears in the Student
Program Attempt window, can differ from this
attendance type.

Person Query Procedure 331-7

Person Query Window Description

Table 331–1 Person Query Window Description

Field Name Type Features Description
Program Attempt default, current status of student program attempt; values
Status display only include: Unconfirm when student is admitted to
program, or preenrolled, or offered place, but has not
confirmed intention to accept place and enroll; Inactive
when student accepts offer and confirms intention to
enroll, but has not enrolled units; Enrolled when
student has enrolled units in program; Intermit when
student is intermitted from program; Lapsed when
continuing or returning student fails to confirm unit
enrollment within designated time frame; Discontin
when student withdraws from program; and Complete
when student satisfies requirements to complete
program
Note: When an intermission expires, the program
attempt status changes to Inactive or Enrolled.
Enrolled Program button opens Student Program Attempt window; student
program details for all enrolled programs appear
Academic History button opens Student Program Attempt window; student
program details for all program attempts appear

331-8 Oracle Student System User’s Guide

 332
Person Query Summary Procedure

This chapter describes how to select matching records. The following sections are in
this chapter:
■ Definition
■ Overview
■ Selecting Matching Person Records Procedure
■ Person Query Summary Window
■ Person Query Summary Window Description

Person Query Summary Procedure 332-1

Definition

Definition
The person query summary procedure selects matching records.

Overview
For overview information on the query windows, see Query Windows, Chapter 330,
Person Reference Overview.

332-2 Oracle Student System User’s Guide

 Selecting Matching Person Records Procedure

Selecting Matching Person Records Procedure

The following information applies to this procedure:
■ If more than one person matches the query criteria in the Person Query
window, the Person Query Summary window appears. The Person Query
Summary window cannot be accessed in any other way.
■ If no program attempt details appear, the person did not attempt a program at
the institution.
To select a matching record, perform the following steps.
1. To reduce the set of records displayed or to query a new set of records, enter
query criteria and run the query.
Note: The percent sign,%, can be used with a partial name when the correct
spelling is not known.
2. To select a record, click Accept.
The Person Query window appears with data for the selected person displayed.
3. To return to the Person Query window without selecting a record, close the
window.

Person Query Summary Procedure 332-3

Person Query Summary Window

Person Query Summary Window

Figure 332–1 Person Query Summary Window

332-4 Oracle Student System User’s Guide

 Person Query Summary Window Description

Person Query Summary Window Description

Table 332–1 Person Query Summary Window Description
Field Name Type Features Description
Person Number optional person number; quickest and most reliable search
criteria
Name optional person name
Program Version optional program version number of student program attempt
Program Status optional list of values current status of student program attempt; values
include: Unconfirm when student is admitted to
program, or preenrolled, or offered place, but has not
confirmed intention to accept place and enroll; Inactive
when student accepts offer and confirms intention to
enroll, but has not enrolled units; Enrolled when
student has enrolled units in program; Intermit when
student is intermitted from program; Lapsed when
continuing or returning student fails to confirm unit
enrollment within designated time frame; Discontin
when student withdraws from program; and Complete
when student satisfies requirements to complete
program
Location Code optional list of values location, usually campus, of program offer made to
student; units can be taken at locations other than
program’s location
Attendance Mode optional list of values attendance mode of program offer made to student;
typical attendance modes are on-campus, off-campus,
and multi-modal, or combination of on and off-campus
Note: A student’s derived attendance mode, based on
their current enrollment that appears in the Student
Program Attempt window, can differ from this
attendance mode.
Attendance Type optional list of values attendance type of program offer made to student;
typical attendance types are full-time and part-time
Note: A student’s derived attendance type, based on
their current enrollment that appears in the Student
Program Attempt window, can differ from this
attendance type.
Accept button returns to Person Query window with data for selected
person displayed
Preferred Name optional person’s preferred name; can be same as given name

Person Query Summary Procedure 332-5

Person Query Summary Window Description

Table 332–1 Person Query Summary Window Description

Field Name Type Features Description
Sex optional list of values person’s sex
Date of Birth optional list of person’s date of birth
values:
pop-up
calendar
Email Address optional person’s email address; case sensitive when used as
query criteria
Oracle Username optional person’s username, if registered user of Oracle Student
System; dynamic prompt indicates whether person is
active or inactive user
Staff Member optional check box indicates whether person is staff member
Deceased optional check box indicates whether person is deceased

332-6 Oracle Student System User’s Guide

 333
Person Address Inquiry Procedure

This chapter describes how to display person addresses. The following sections are
in this chapter:
■ Definition
■ Overview
■ Displaying Person Addresses
■ Person Address Inquiry Window Description

Person Address Inquiry Procedure 333-1

Definition

Definition
The person address inquiry procedure displays person addresses.

Overview
For overview information on the query windows, see Query Windows, Chapter 330,
Person Reference Overview.
A correspondence address is the main address used by an institution to correspond
with a person. One and only one correspondence address can be current at a time.
Other addresses include all addresses other than correspondence addresses. More
than one address in this category can be current at a time.

333-2 Oracle Student System User’s Guide

 Displaying Person Addresses

Displaying Person Addresses

To display a person address, perform the following steps.
1. In Oracle Student System, navigate to the Person Query window as follows:
Person Reference - Person Query
2. Query the appropriate record.
Note: The percent sign, %, can be used with a partial name when the correct
spelling is not known.
In the Student Program Attempt region, all student program attempts appear.
Note: If more than one person matches the query criteria, the Person Query
Summary window appears and a person record can be selected. For
information on selecting matching person records, see Selecting Matching
Person Records Procedure, Chapter 332, Person Query Summary Procedure.
3. Click Addresses.
The Person Address Inquiry window appears.
4. To scroll through addresses when more than one appears, place cursor in the
appropriate address type and click Next or Previous.
5. Close the window.

Person Address Inquiry Procedure 333-3

Person Address Inquiry Window Description

Person Address Inquiry Window Description

Table 333–1 Person Address Inquiry Window Description
Field Name Type Features Description
Person Number default, person number
display only
[Person Name] default, person name
display only
Sex default, person’s sex
display only
Date of Birth default, person’s date of birth
display only
Next button displays next address
Previous button displays previous address
Correspondence
Address Region
Address Type default, address type which determines information to include
display only in address; for example, overseas address may not
require postcode but rather a country; current
correspondence addresses are displayed first, future
dated addresses are displayed next, and historical
addresses are displayed last, in reverse date order
Start Date default, date when address is effective
display only
End Date default, date when address stops being effective; address
display only without end date is current address
[Address Details] default, address details which vary depending on address type
display only
Other Addresses
Region
Address Type default, address type which determines information to include
display only in address; for example, overseas address may not
require postcode but rather a country

333-4 Oracle Student System User’s Guide

 Person Address Inquiry Window Description

Table 333–1 Person Address Inquiry Window Description

Field Name Type Features Description
Start Date default, date when address is effective
display only
End Date default, date when address stops being effective; address
display only without end date is current address
[Address Details] default, address details which vary depending on address type
display only

Person Address Inquiry Procedure 333-5

Person Address Inquiry Window Description

333-6 Oracle Student System User’s Guide

 334
Student Program Attempt Procedure

This chapter describes how to display student unit and unit set attempt details. The
following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Student Unit and Unit Set Attempt Details
■ Student Program Attempt Window Description

Student Program Attempt Procedure 334-1

Definition

Definition
The student program attempt procedure displays student unit and unit set attempt
details.

Overview
For overview information on the query windows, see Query Windows, Chapter 330,
Person Reference Overview.
Unit set and unit set attempt details include details about a program that a student
attempts as well as details about unconfirmed programs.
A unit set is a major, minor, stream, or specialization pursued by a student.

334-2 Oracle Student System User’s Guide

 Displaying Student Unit and Unit Set Attempt Details

Displaying Student Unit and Unit Set Attempt Details

To display student unit and unit set attempt details, perform the following steps.
1. In Oracle Student System, navigate to the Person Query window as follows:
Person Reference - Person Query
The Person Query window appears.
Note: The Student Program Attempt window can also be accessed by clicking
the Student Program Attempt icon in the Class List Query window.
2. Query the appropriate record.
Note: The percent sign, %, can be used with a partial name when the correct
spelling is not known.
In the Student Program Attempt region, all student program attempts appear.
Note: If more than one person matches the query criteria, the Person Query
Summary window appears and a person record can be selected. For
information on selecting matching person records, see Selecting Matching
Person Records Procedure, Chapter 332, Person Query Summary Procedure.
3. To reduce the set of records displayed, enter query criteria in the Student Unit
Set Attempt and Student Unit Attempt regions and run the query.
Note: In the Student Unit Attempt region, queries cannot be run in the Mark or
Grade fields.
Note: Unit sets appear in rank order with primary unit sets displayed first.
4. To view student program details for a displayed program, go to the Student
Program Attempt region, select the appropriate program, and click the Details
icon.
The Student Program Attempt window appears with details for the specified
program only.
Note: The Next Program and Previous Program buttons are disabled.
5. To view student program details for all enrolled programs, click Enrolled
Program.
The Student Program Attempt window appears with details for all programs in
which the student is enrolled.
Note: The Next Program and Previous Program buttons are enabled.

Student Program Attempt Procedure 334-3

Displaying Student Unit and Unit Set Attempt Details

6. To view student program details for all program attempts, click Academic
History.
The Student Program Attempt window appears with details for all student
program attempts, in status order.
Note: The Next Program and Previous Program buttons are enabled.
7. Optionally, to display student program attempt details, click Details.
The Program Status window appears.
For information on the Program Status window, see Displaying Student
Program Attempt Details in this chapter.
8. Optionally, to display student program attempt progression details, click
Progression.
The Progression Details window appears.
For information on the Progression Details window, see Displaying Student
Program Attempt Progression Details in this chapter.
9. Optionally, to display advanced standing details, click Advance Standing.
The Advanced Standing Unit Inquiry window appears.
For information on the Advanced Standing Unit Inquiry window, see
Chapter 335, Advanced Standing Unit Inquiry Procedure.
10. Optionally, to display Administrative details, click Administrative.

The Administrative Details region appears.

11. Close the window.

334-4 Oracle Student System User’s Guide

 Displaying Student Program Attempt Details

Displaying Student Program Attempt Details

The following information applies to this procedure:
■ Student program attempts with a current intermission have a status of Intermit.
■ Unit attempts that fall within an intermission period are discontinued.
■ If a student program attempt has a future intermission period, its status remains
Enrolled until the intermission start date, then it changes to Intermit. Enrolled
unit attempts that fall within the intermission period are discontinued
immediately.
■ New unit attempts cannot be added if they fall within an intermission period.
■ The status of preenrolled units remains Unconfirmed.
To display student program attempt details, perform the following steps.
1. In Oracle Student System, navigate to the Person Query window as follows:
Person Reference - Person Query
The Person Query window appears.
Note: The Student Program Attempt window can also be accessed by clicking
the Student Program Attempt icon in the Class List Query window.
2. Query the appropriate record.
Note: The percent sign, %, can be used with a partial name when the correct
spelling is not known.
In the Student Program Attempt region, all student program attempts appear.
Note: If more than one person matches the query criteria, the Person Query
Summary window appears and a person record can be selected. For
information on selecting matching person records, see Selecting Matching
Person Records Procedure, Chapter 332, Person Query Summary Procedure.
3. Navigate to the Student Program Attempt window as described in Displaying
Student Unit and Unit Set Attempt Details in this chapter.
4. Click Details.
The Program Status window appears.
5. Close the window.

Student Program Attempt Procedure 334-5

Displaying Student Program Attempt Progression Details

Displaying Student Program Attempt Progression Details

To display student program attempt progression details, perform the following
steps.
1. In Oracle Student System, navigate to the Person Query window as follows:
Person Reference - Person Query
The Person Query window appears.
Note: The Student Program Attempt window can also be accessed by clicking
the Student Program Attempt icon in the Class List Query window.
2. Query the appropriate record.
Note: The percent sign, %, can be used with a partial name when the correct
spelling is not known.
In the Student Program Attempt region, all student program attempts appear.
Note: If more than one person matches the query criteria, the Person Query
Summary window appears and a person record can be selected. For
information on selecting matching person records, see Selecting Matching
Person Records Procedure, Chapter 332, Person Query Summary Procedure.
3. Navigate to the Student Program Attempt window as described in Displaying
Student Unit and Unit Set Attempt Details in this chapter.
4. Click Progression.
The Progression Details window appears.
5. Close the window.

334-6 Oracle Student System User’s Guide

 Student Program Attempt Window Description

Student Program Attempt Window Description

Table 334–1 Student Program Attempt Window Description
Field Name Type Features Description
Person Number default, person number
display only
[Person Name] default, person name
display only
Sex default, person’s sex
display only
Date of Birth default, person’s date of birth
display only
Program Version default, program version
display only
[Program Name] default, program name
display only
Status default, current status of student program attempt; values
display only include: Unconfirm when student is admitted to
program, or preenrolled, or offered place, but has not
confirmed intention to accept place and enroll; Inactive
when student accepts offer and confirms intention to
enroll, but has not enrolled units; Enrolled when
student has enrolled units in program; Intermit when
student is intermitted from program; Lapsed when
continuing or returning student fails to confirm unit
enrollment within designated time frame; Discontin
when student withdraws from program; and Complete
when student satisfies requirements to complete
program
Note: When an intermission expires, the program
attempt status changes to Inactive or Enrolled.
Calendar Type default, calendar type of academic period in which program
display only attempt applies, when institutions operate more than
one academic calendar; for example, institutions with
campus in another country can have academic
calendar for that campus
Location Code default, location, usually campus, of program offer made to
display only student; units can be taken at locations other than
program’s location

Student Program Attempt Procedure 334-7

Student Program Attempt Window Description

Table 334–1 Student Program Attempt Window Description

Field Name Type Features Description
Derived Attendance default, derived student program attempt’s attendance mode
Mode/Type display only and type for student’s enrolled programs only; derived
from student unit attempts; can differ from attendance
mode and type of program offer made to student that
appears in Person Query window; values displayed
are institution-defined; Load Calendar Name and
Dates dynamic prompt indicates load calendar used to
determine which unit attempts are included in
derivation
Commencement default, student program attempt’s commencement date; can
display only be blank if student has not confirmed enrollment in
program
Details button opens Program Status window
Progression button opens Progression Details window
Advance Standing button opens Advanced Standing Unit Inquiry window;
disabled if student has no approved or granted
advanced standing
Next Program button displays next program
Previous Program button displays previous program
Student Unit Set
Attempt Region
Unit Set default unit set code
Title default unit set name
Selection Date default list of date student selected unit set
values:
pop-up
calendar
Category default list of values unit set classification, including Major, Minor, Stream,
and Strand
Rank default relative ranking of category; 1 is highest ranking; for
highest ranked unit set, Primary Set check box is
selected

334-8 Oracle Student System User’s Guide

 Student Program Attempt Window Description

Table 334–1 Student Program Attempt Window Description

Field Name Type Features Description
Status default list of values unit set attempt status; values include: Unconfirm
when student is admitted to unit set through
Admissions, preenrollment process, or Enrollments,
but has not confirmed enrollment; Active when
student enrolls in unit set; Completed when student
satisfies requirements to complete unit set; and Ended
when student withdraws or is excluded from unit set
Primary Set default check box if selected, indicates unit set forms major part of
student program attempt; primary unit set is highest
ranked unit set
Student Unit
Attempt Region
Academic Details
Region
Period default period when unit is taken; combination of academic
year and teaching period
Unit default unit code and version of student unit attempt; for
example, MAA101.3 is version 3 of unit MAA101
Class List Icon button opens Class List Query window displaying all students
who have attempted or are attempting unit within
same class
Title default unit name
Status default list of values unit attempt status; values include: Unconfirm when
student is admitted to unit or preenrolled, but has not
yet enrolled; Enrolled when student enrolls in unit;
Discontin when unit is discontinued before
completion; and Complete when student satisfies
requirements to complete unit
Enrolled Credit default number of credit points in which student is enrolled
Points for unit
Mark default, list of values mark recorded for assessed unit
display only
Note: Since marks are optional, some completed units
do not have marks.
Grade default, list of values grade achieved by student in unit
display only

Student Program Attempt Procedure 334-9

Student Program Attempt Window Description

Table 334–1 Student Program Attempt Window Description

Field Name Type Features Description
Achieved Credit default number of credit points achieved by student for
Points passing unit; if student has not passed or will pass
unit, value is 0; if student repeats and passes unit, but
student cannot achieve additional credit, value is 0
Administrative button opens Administrative Details region
Administrative
Details Region
Period default period when unit is taken; combination of academic
year and teaching period
Unit default unit code and version of student unit attempt; for
example, MAA101.3 is version 3 of unit MAA101
Class List Icon button opens Class List Query window displaying all students
who have attempted or are attempting unit within
same class
Location default list of values code of location, usually campus, where student
studies or studied unit
Unit Class default list of values code of class in which student studies or studied unit;
institution-defined; often includes meeting time and
location information
Status default list of values unit attempt status; values include: Unconfirm when
student is admitted to unit or preenrolled, but has not
yet enrolled; Enrolled when student enrolls in unit;
Discontin when unit is discontinued before
completion; and Complete when student satisfies
requirements to complete unit
Enrolled Credit default number of credit points in which student is enrolled
Points for unit
Equivalent Full Time default fraction of Equivalent Full Time Student Unit
Student Unit generated by enrollment in unit; student’s aggregated
Equivalent Full Time Student Unit is used to derive
attendance type and assess liability for tuition and
other fees
Mark default, list of values mark recorded for assessed unit
display only
Note: Since marks are optional, some completed units
do not have marks.

334-10 Oracle Student System User’s Guide

 Student Program Attempt Window Description

Table 334–1 Student Program Attempt Window Description

Field Name Type Features Description
Grade default, list of values grade achieved by student in unit; unit attempt grade
display only can be entered, derived from mark, or allocated by
system if unit was discontinued
Achieved Credit default number of credit points achieved by student for
Points passing unit; if student has not passed or will pass
unit, value is 0; if student repeats and passes unit, but
student cannot achieve additional credit, value is 0
Academic button opens Academic Details region

Table 334–2 Program Status Window Description

Field Name Type Features Description
Reason default, reason for program discontinuation; only displays for
display only programs of status Discontin
Status Date default, date when status applied to student program attempt
display only
Program Attempt default, current status of student program attempt; values
Status display only include: Unconfirm when student is admitted to
program, or preenrolled, or offered place, but has not
confirmed intention to accept place and enroll; Inactive
when student accepts offer and confirms intention to
enroll, but has not enrolled units; Enrolled when
student has enrolled units in program; Intermit when
student is intermitted from program; Lapsed when
continuing or returning student fails to confirm unit
enrollment within designated time frame; Discontin
when student withdraws from program; and Complete
when student satisfies requirements to complete
program
Note: When an intermission expires, the program
attempt status changes to Inactive or Enrolled.
Intermission Region
Start Date default, start date of current or future intermission period
display only
End Date default, end date of current or future intermission period
display only
Voluntary default, check box if selected, indicates intermission occurred at student’s
display only request

Student Program Attempt Procedure 334-11

Student Program Attempt Window Description

Table 334–2 Program Status Window Description

Field Name Type Features Description
Program
Administration
Region
Correspondence default, code of correspondence category assigned to student
Category display only program attempt; used to determine system-generated
and non-system-generated correspondence items
student must receive
[Description] default, correspondence category name
display only
Examination Location default, code of default examination location for on-campus
display only students, or selected location for off-campus students,
to which student program attempt is allocated
Note: Since they are optional, an examination location
may not be entered.
[Description] default, examination location name
display only
Enrollment Category default, student program attempt’s enrollment category
display only
[Description] default, enrollment category name
display only
Fee Details Region
Fee Category default, student program attempt’s fee category
display only
[Description] default, fee category name
display only
Tax File Number default, check box if selected, indicates tax file number is entered for
display only student
Funding Source default, student program attempt’s funding source
display only
[Description] default, funding source name
display only
Current Contribution default, contribution option that applies to student program
Option display only attempt
Start Date default, date when current contribution option is effective
display only

334-12 Oracle Student System User’s Guide

 Student Program Attempt Window Description

Table 334–2 Program Status Window Description

Field Name Type Features Description
End Date default, date when current contribution option is no longer
display only effective
Program Attempt
Indicators
Publish Outcomes default, check box if selected, indicates student’s results are published in
display only press or on public noticeboards
Provisional default, check box if selected, indicates student’s enrollment or admission
display only in program is provisional
Self Help Group default, check box if selected, indicates student wants to participate in self
display only help group for student program attempt
Back button returns to Student Program Attempt window

Table 334–3 Progression Details Window Description

Field Name Type Features Description
Credit Points
Minimum Credit default, minimum number of credit points student must
Points Required for display only achieve before program requirements are complete
Program Completion
Granted Advanced default, total of unit and unit level advanced standing granted
Standing display only to student for program
Passed Credit Points default, number of credit points awarded for successful studies
display only
Note: If a unit is repeated and passed, it is counted
only once, unless it is designated as contributing
additional credit to a program attempt.
Total default, sum of Granted Advanced Standing and Passed Credit
display only Points fields
Note: A student can achieve more than the minimum
number of credit points required for program
completion, but still not satisfy all requirements.
Minimum Number of default, difference between Minimum Credit Points Required
Additional Credit display only for Program Completion and Total fields
Points Required
Currently Enrolled default, total number of credit points in which the student is
Credit Points display only enrolled

Student Program Attempt Procedure 334-13

Student Program Attempt Window Description

Table 334–3 Progression Details Window Description

Field Name Type Features Description
Completion Period
Program default, check box if selected, indicates that program requirements are
Requirements display only complete
Complete
Note: A student can achieve more than the minimum
number of credit points required for program
completion, but still not satisfy all requirements.
Nominated default, year when student expects to complete program
Completion Year display only requirements
Period default, portion of nominated completion year in which
display only student expects to complete program requirements;
values include Summer, or following summer
semester, Mid, or mid-year, and End, or end of year
Derived Completion default, year derived by system when student is expected to
Year display only complete program requirements
Period default, portion of derived completion year in which student
display only expects to complete program requirements; values
include Summer, or following summer semester, Mid,
or mid-year, and End, or end of year
Back button returns to Student Program Attempt window

334-14 Oracle Student System User’s Guide

 335
Advanced Standing Unit Inquiry Procedure

This chapter describes how to display advanced standing unit details. The
following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Advanced Standing Unit Details
■ Advanced Standing Unit Inquiry Window Description

Advanced Standing Unit Inquiry Procedure 335-1

Definition

Definition
The advanced standing unit inquiry procedure displays advanced standing unit
details.

Overview
For overview information on the query windows, see Query Windows, Chapter 330,
Person Reference Overview.
An advanced standing unit is a unit in which a student is granted advanced
standing.
Table 335–1 describes advanced standing types.

Table 335–1 Advanced Standing Types

Advanced Standing
Type Description
Full Credit percentage equals 100
student not required to enroll in unit and is awarded credit
points toward completion of program requirements
awarded when prior studies, expertise, or experience satisfy
all unit objectives and requirements
Partial Credit percentage less than 100
student exempted from part of unit but must still enroll to
satisfy outstanding requirements
no credit points awarded
awarded when prior studies, expertise, or experience satisfy
some unit objectives and requirements
Preclusion student is prevented from enrolling in unit and may be
required to enroll in one or more alternate units
no credit points are granted
clicking on preclusion advanced standing record causes the
Alternate Unit button to appear

335-2 Oracle Student System User’s Guide

 Displaying Advanced Standing Unit Details

Displaying Advanced Standing Unit Details

The following information applies to this procedure:
■ Advanced standing is approved or granted for a particular student program
attempt.
■ If the granting status is Cancelled, Revoked, or Expired, the number of credit
points equals zero.
■ If the granting status is Approved or Granted, the percentage equals 100, and
the advanced standing type is Credit, the number of credit points for the unit is
displayed.
■ If the granting status is Approved or Granted and the percentage is less than
100, the number of credit points always equals zero.
To display advanced standing unit details, perform the following steps.
1. In Oracle Student System, navigate to the Person Query window as follows:
Person Reference - Person Query
The Person Query window appears.
Note: The Student Program Attempt window can also be accessed by clicking
the Student Program Attempt icon in the Class List Query window.
2. Query the appropriate record.
Note: The percent sign, %, can be used with a partial name when the correct
spelling is not known.
In the Student Program Attempt region, all student program attempts appear.
Note: If more than one person matches the query criteria, the Person Query
Summary window appears and a person record can be selected. For
information on selecting matching person records, see Selecting Matching
Person Records Procedure, Chapter 332, Person Query Summary Procedure.
3. Navigate to the Student Program Attempt window as described in Displaying
Student Unit and Unit Set Attempt Details, Chapter 334, Student Program
Attempt Procedure.
4. Click Advance Standing.
The Advanced Standing Unit Inquiry window appears.
Note: If the Advance Standing button is disabled, the student has no advanced
standing recorded for the program attempt.

Advanced Standing Unit Inquiry Procedure 335-3

Displaying Advanced Standing Unit Details

5. To query a new set of records, enter query criteria and run the query.
6. Optionally, to display alternate units that the student can study instead of a
precluded unit, click Alternate Units.
The alternate units appear.
Note: The Alternate Units button only appears when the advanced standing
type is Preclusion.
7. Optionally, to display advanced standing unit level details, click Unit Level
Details.
The Advanced Standing Unit Level Inquiry window appears.
For information on the Advanced Standing Unit Level Inquiry window, see
Chapter 336, Advanced Standing Unit Level Inquiry Procedure.
8. Close the window.

335-4 Oracle Student System User’s Guide

 Advanced Standing Unit Inquiry Window Description

Advanced Standing Unit Inquiry Window Description

Table 335–2 Advanced Standing Unit Inquiry Window Description
Field Name Type Features Description
Person Number default, person number
display only
[Person Name] default, person name
display only
Sex default, person’s sex
display only
Date of Birth default, person’s date of birth
display only
Program Version default, program version; for example, M300.2 is version 2 of
display only unit M300
Advanced Standing
Unit Region
Unit default, unit code of unit for which advanced standing is
display only granted or approved
Note: Even though advanced standing is granted or
approved, the student is not necessarily enrolled in the
unit.
Version default, version of unit for which advanced standing is granted
display only or approved
Advanced Standing default, type of advanced standing granted or approved for
Type display only unit; values include Full Credit, Partial Credit, and
Preclusion, described in Table 335–1
Percentage default, percentage of advanced standing credit granted for
display only unit
Credit Points default, number of credit points attributed to unit for advanced
display only standing

Advanced Standing Unit Inquiry Procedure 335-5

Advanced Standing Unit Inquiry Window Description

Table 335–2 Advanced Standing Unit Inquiry Window Description

Field Name Type Features Description
Granting Status default, status of unit advanced standing application; values
display only include Approved when advanced standing
application is approved but student is not enrolled in
program attempt; Granted when student program
attempt enrollment status becomes Enrolled; Cancelled
when student withdraws request for advanced
standing; Revoked when institution withdraws
approval of advanced standing application; and
Expired when expiration date is reached while
granting status is still Approved, that is, when student
is not enrolled in program attempt by expiration date
Note: Advanced standing approval remains valid for a
certain time period. If it is not granted within this time
period, it expires.
Unit Title default, title of advanced standing unit
display only
Approved default, date when unit advanced standing application
display only approved
Granted default, date when unit advanced standing granted
display only
Expiration default, date when advanced standing approval expires; field
display only only appears when granting status is Approved
Authorized By default, person who authorizes status change in advanced
display only standing application
[Name] default, authorizer name
display only
Program Grouped default, check box if selected, indicates that unit is owned by
display only organizational unit other than the one that owns
program, but it satisfies part of program’s core
requirements; generally not used
Basic Details
Region
Institution default, institution where program, forming basis of advanced
display only standing application, studied
[Name] default, institution name
display only
Last Year of default, last year of enrollment at institution where program,
Enrollment display only forming basis of application, studied

335-6 Oracle Student System User’s Guide

 Advanced Standing Unit Inquiry Window Description

Table 335–2 Advanced Standing Unit Inquiry Window Description

Field Name Type Features Description
Program Type default, program type of program forming basis of application
display only
[Name] default, program type name
display only
Completed default, check box if selected, indicates program, forming basis of
display only application, was completed
Comments default, comments about advanced standing application
display only
Alternate Units button modifies window to display alternative units student
can study instead of precluded unit; only appears
when advanced standing type is Preclusion
Unit Level Details button opens Advanced Standing Unit Level Inquiry window
Alternate Units
Region
Alternate Unit default, alternate unit code
display only
Version default, alternate unit version number
display only
Credit Points default, credit point value of alternate unit
display only
Optional default, check box if selected, indicates studying alternate unit is optional
display only
Back button closes Alternate Units region

Advanced Standing Unit Inquiry Procedure 335-7

Advanced Standing Unit Inquiry Window Description

335-8 Oracle Student System User’s Guide

 336
Advanced Standing Unit Level Inquiry
Procedure

This chapter describes how to display advanced standing unit level details. The
following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Advanced Standing Unit Level Details
■ Advanced Standing Unit Level Inquiry Window Description

Advanced Standing Unit Level Inquiry Procedure 336-1

Definition

Definition
The advanced standing unit level inquiry procedure displays advanced standing
unit level details.

Overview
For overview information on the query windows, see Query Windows, Chapter 330,
Person Reference Overview.
An advanced standing unit level is a level at which advanced standing is granted.

336-2 Oracle Student System User’s Guide

 Displaying Advanced Standing Unit Level Details

Displaying Advanced Standing Unit Level Details

The following information applies to this procedure:
■ Advanced standing is approved or granted for a particular student program
attempt.
To display advanced standing unit level details, perform the following steps.
1. In Oracle Student System, navigate to the Person Query window as follows:
Person Reference - Person Query
The Person Query window appears.
Note: The Student Program Attempt window can also be accessed by clicking
the Student Program Attempt icon in the Class List Query window.
2. Query the appropriate record.
Note: The percent sign, %, can be used with a partial name when the correct
spelling is not known.
In the Student Program Attempt region, all student program attempts appear.
Note: If more than one person matches the query criteria, the Person Query
Summary window appears and a person record can be selected. For
information on selecting matching person records, see Selecting Matching
Person Records Procedure, Chapter 332, Person Query Summary Procedure.
3. Navigate to the Student Program Attempt window as described in Displaying
Student Unit and Unit Set Attempt Details, Chapter 334, Student Program
Attempt Procedure.
4. Click Advance Standing.
The Advanced Standing Unit Inquiry window appears.
Note: If the Advance Standing button is disabled, the student has no advanced
standing recorded for the program attempt.
5. Click Unit Level Details.
The Advanced Standing Unit Level Inquiry window appears.
6. To query a new set of records, enter query criteria and run the query.
7. Close the window.

Advanced Standing Unit Level Inquiry Procedure 336-3

Advanced Standing Unit Level Inquiry Window Description

Advanced Standing Unit Level Inquiry Window Description

Table 336–1 Advanced Standing Unit Level Inquiry Window Description
Field Name Type Features Description
Person Number default, person number
display only
[Person Name] default, person name
display only
Sex default, person’s sex
display only
Date of Birth default, person’s date of birth
display only
Program Version default, program version; for example, M300.2 is version 2 of
display only unit M300
Advanced Standing
Unit Level Region
Unit Level default, unit level at which advanced standing is approved or
display only granted; generally year of program or programs to
which unit belongs
[Name] default, unit level name
display only
Credit Points default, number of credit points approved for advanced
display only standing at this unit level
Granting Status default, status of unit level advanced standing application;
display only values include Approved when advanced standing
application is approved but student is not enrolled in
program attempt; Granted when student program
attempt enrollment status becomes Enrolled; Cancelled
when student withdraws request for advanced
standing; Revoked when institution withdraws
approval of advanced standing application; and
Expired when expiration date is reached while
granting status is still Approved, that is, when student
is not enrolled in program attempt by expiration date
Note: Advanced standing approval remains valid for a
certain time period. If it is not granted within this time
period, it expires.
Approved default, date when unit advanced standing application
display only approved

336-4 Oracle Student System User’s Guide

 Advanced Standing Unit Level Inquiry Window Description

Table 336–1 Advanced Standing Unit Level Inquiry Window Description

Field Name Type Features Description
Granted default, date when unit advanced standing granted
display only
Expiration default, date when advanced standing approval expires; field
display only only appears when granting status is Approved
Authorized By default, person who authorizes status change in advanced
display only standing application
[Name] default, authorizer name
display only
Program Grouped default, check box if selected, indicates that unit is owned by
display only organizational unit other than the one that owns
program, but it satisfies part of program’s core
requirements; generally not used
Basic Details
Region
Institution default, institution where program, forming basis of advanced
display only standing application, studied
[Name] default, institution name
display only
Last Year of default, last year of enrollment at institution where program,
Enrollment display only forming basis of application, studied
Program Type default, program type of program forming basis of application
display only
[Name] default, program type name
display only
Completed default, check box if selected, indicates program, forming basis of
display only application, was completed
Comments default, comments about advanced standing application
display only

Advanced Standing Unit Level Inquiry Procedure 336-5

Advanced Standing Unit Level Inquiry Window Description

336-6 Oracle Student System User’s Guide

 337
Person Details Procedure

This chapter describes how to create person records and enter person details. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Person Records Procedure
■ Entering Contact Details Procedure
■ Person Details Window

Person Details Procedure 337-1

Definition

Definition
The person details procedure maintains person detail information.

Overview
Person records include general information required for persons affiliated with an
institution, including students, assessment supervisors, and system users. Person
detail records hold the highest level of general detail about a person. In the Person
Details window, person records can be created and existing records can be modified
for any type of person, such as professor or prospect. Buttons in this window
permit more detailed person data to be entered. Records cannot be deleted.
Duplicate records can be merged, if entered by mistake.
Note: New person records can be created in the Person Details window, however,
other processes within Oracle Student System must be completed for the person to
have the desired type. For example, for a person to become a student, he or she
must be assigned a person type of Student, which requires the enrollment process to
be completed.
A person can be marked deceased and a dynamic Deceased Date field appears to
record the date.
Prospects, or people who make inquiries about the institution, can be entered.
Holds can be applied against people who must never become students, for example,
in the case of applicants who falsify documentation.
To query a person record, the Person Details window can be used, or the Find
Person window, accessed by clicking the Find Person icon, can be used for more
detailed queries.
To determine the type of a person; for example, Student or Prospect, click Type.
Note: To query, a partial value and the percent sign, %, can be entered in one or
more fields to define the criteria for the search.
For information on the Find Person window, see Chapter 144, Find Person
Procedure.
Note: If duplicate person records are detected by the system during data entry in
the Direct Admission window, the Duplicate Person Details window appears. The
user must then determine whether to save or clear the currently entered data.

337-2 Oracle Student System User’s Guide

 Creating Person Records Procedure

Creating Person Records Procedure

The following information applies to this procedure:
■ All records created by this procedure are assigned a default person type of
Other.
To create a person record and enter person details, perform the following steps.
1. In Oracle Student System, navigate to the Person Details window as follows:
■ Person Reference - Person Details
■ Admission - Person Details
2. Enter data in appropriate fields.
Note: If duplicate person records are detected by the system during data entry,
the Duplicate Person Details window appears, displaying the duplicate records.
For information on this window, see Chapter 363, Duplicate Person Details
Procedure.
Note: Mandatory fields are determined by the mandatory fields set up for the
person type of Other, which is the default setting for persons created according
to this procedure.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Click the buttons described in Table 337–1 and enter data in appropriate fields.
Note: To enter a complete record, some data must be entered in windows
accessed by these buttons.

Table 337–1 Person Details Window Buttons

Button Name Description Reference
Alternate IDs opens Alternative Person See Chapter 339, Alternative
IDs window Person IDs Procedure.
Addresses opens Addresses window See Chapter 364, Addresses
Procedure.
Aliases opens Person Aliases See Chapter 340, Person Aliases
window Procedure.
Relationships opens Person Relationships See Chapter 346, Person
window Relationships Procedure.

Person Details Procedure 337-3

Creating Person Records Procedure

Table 337–1 Person Details Window Buttons

Button Name Description Reference
Person Image opens Person Image See Chapter 344, Person Image
window Procedure.
Special Needs opens Persons Special See Chapter 341, Persons Special
Needs window Needs Procedure.
International opens Person International See Chapter 342, Person
Details window International Details Procedure.
Employment opens Employment Details See Chapter 338, Employment
window Details Procedure.
Types opens Person Types See Chapter 347, Person Types
window Procedure.
Residency opens Person Residency See Chapter 350, Person
Details window Residency Details Procedure.
Reference opens Person Reference See Chapter 354, Person
Details window Reference Details Procedure.
Faculty Degree opens Faculty Degree See Chapter 355, Faculty Degree
Details window Details Procedure.
Privacy opens Person Privacy See Chapter 352, Person Privacy
Details window Details Procedure.
Statistics opens Person Statistics See Chapter 348, Person Statistics
window Procedure.
Contacts opens Contact Details See Entering Contact Details
window Procedure in this chapter.
Military opens Person Military See Chapter 351, Person Military
Details window Details Procedure.
Health opens Person Health and See Chapter 349, Person Health
Insurance Details window and Insurance Details Procedure.
Holds opens Person Hold Details See Chapter 358, Person Hold
window Details Procedure.
Notes opens Person Notes See Chapter 343, Person Notes
window Procedure.

5. Close the window.

337-4 Oracle Student System User’s Guide

 Entering Contact Details Procedure

Entering Contact Details Procedure

To enter contact details, perform the following steps.
1. In Oracle Student System, navigate to the Person Details window as follows:
Person Reference - Person Details
or
Admission - Person Details
The Person Details window appears.
2. Query the appropriate record.
3. Click Contacts.
The Contact Details window appears.
4. Enter data in appropriate fields.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Person Details Procedure 337-5

Person Details Window

Person Details Window

Figure 337–1 Person Details Window

337-6 Oracle Student System User’s Guide

 Person Details Window

Figure 337–2 Contact Details Window

Person Details Procedure 337-7

Person Details Window

337-8 Oracle Student System User’s Guide

 338
Employment Details Procedure

This chapter describes how to enter a person’s employment details. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Person’s Employment Details Procedure
■ Employment Details Window

Employment Details Procedure 338-1

Definition

Definition
The employment details procedure enters a person’s employment details.

Overview
Oracle Student System distinguishes between employment by a person, institution,
or organizational unit. In the Employment Details window, a person’s employment
details are entered after one of these entities is specified.

338-2 Oracle Student System User’s Guide

 Entering Person’s Employment Details Procedure

Entering Person’s Employment Details Procedure

To enter a person’s employment details, perform the following steps.
1. In Oracle Student System, navigate to the Employment Details window as
follows:
Admission - Person Details
The Person Details window appears.
2. Query the appropriate record.
3. Click Employment.
The Employment Details window appears.
4. Enter data in appropriate fields.
5. In the Party Type field, select person, institution, or organizational unit from the
list of values to indicate the entity that employs the person.
6. Optionally, in the Type of Employment field, select Full Time or Part Time from
the list of values.
7. Optionally, in the Fraction field, enter the fraction of a full-time load the person
works.
8. Optionally, in the Tenure of Employment field, select Continuing, Fixed Term,
or Casual from the list of values.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Optionally, click the buttons described in Table 338–1 and enter data in
appropriate fields.
Table 338–1 Employment Details Window Buttons
Button Description Reference
Person opens Find Person window See Chapter 144, Find Person
Procedure.
Institution opens Institutions window See Chapter 444, Institutions
Procedure.
Organizational Unit opens Organizational Units See Chapter 452, Organizational
window Units Procedure.

Employment Details Procedure 338-3

Entering Person’s Employment Details Procedure

11. Close the window.

338-4 Oracle Student System User’s Guide

 Employment Details Window

Employment Details Window

Figure 338–1 Employment Details Window

Employment Details Procedure 338-5

Employment Details Window

338-6 Oracle Student System User’s Guide

 339
Alternative Person IDs Procedure

This chapter describes how to create an alternative person identifier. The following
sections are in this chapter:
■ Definition
■ Overview
■ Alternative Person Identifiers
■ Alternative Person IDs Window

Alternative Person IDs Procedure 339-1

Definition

Definition
The alternative person identifiers procedure creates an alternative person identifier.

Overview
An alternative person identifier is a code by which a person is recognized by other
systems or organizations. Examples include government numbers, staff numbers,
student identification numbers issued by other organizations, and employee
numbers.
Data can also be created and displayed, as in this procedure, or in the Alternative
Person IDs window by government processing and the Student Finance subsystem.
Each alternative person identifier is assigned a person identification type that
identifies the system or organization to which the alternative person identifier
belongs. Person identification types are maintained in the Person ID Types window.

339-2 Oracle Student System User’s Guide

 Alternative Person Identifiers

Alternative Person Identifiers

Warning: Users must not enter an alternative person identifier for the Pay-Adv-No
person identification type or delete an alternative person identifier entered for that
type.
An alternative person identifier entered for this person identification type is a
payment advice number used in the Student Finance subsystem to identify students
when fee payments are received through a bank. The system generates a unique
number the first time a person payment schedule is created for the student and
displays it in the Alternative Person IDs window. The system retains this number,
including it in account statements or exporting it for use in an external finance
system.
If this alternative person identifier is deleted, Oracle Student System cannot match
fee payments received to invoices. If multiple payment advice numbers are entered
for a student, none appears on the account statement.
To create an alternative person identifier, perform the following steps.
1. In Oracle Student System, navigate to the Alternative Person IDs window as
follows:
Person Reference - Details - Alternative Person IDs
Note: The Alternative Person IDs window is also accessed from the Student
Enrollments and Direct Admissions windows.
2. Query the appropriate record.
The following information applies to this step:
■ Names are case sensitive if used as criteria for queries.
■ Person numbers are the best criteria to use for queries.
3. Enter data in appropriate fields.
The following information applies to this step:
■ It is mandatory to select a Person ID Type from the pick list.
■ Enter a value for the Alternative Person ID.
■ Only start and end dates can be modified.
■ Although alternative person identifiers can be deleted, they can be retained
for future reference by entering an end date. Alternative person identifiers
can also be modified.

Alternative Person IDs Procedure 339-3

Alternative Person Identifiers

4. Optionally, if the alternative person identifier applies to this person only for a
defined period of time, in the Start Date and End Date fields, enter start and
end dates.
5. Save or save and continue as follows:
File - Save or Save and Proceed
Note: When a record is saved, the system checks whether the Unique check box
is selected for the person identification type in the Person ID Types window. If it
is selected and another person exists in the system with the same alternative
person identifier, the system issues a warning and the user cannot continue to
apply this alternative person identifier against this person until the information
is reconciled.
6. Close the window.

339-4 Oracle Student System User’s Guide

 Alternative Person IDs Window

Alternative Person IDs Window

Figure 339–1 Alternative Person IDs Window

Alternative Person IDs Procedure 339-5

Alternative Person IDs Window

339-6 Oracle Student System User’s Guide

 340
Person Aliases Procedure

This chapter describes how to create a person alias. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Person Aliases
■ Person Aliases Window

Person Aliases Procedure 340-1

Definition

Definition
The person aliases procedure creates or modifies a person alias.

Overview
Persons can be entered in Oracle Student System under several names, for example,
a maiden name. One name is the primary name, and other names are recorded as
aliases. Effective dates indicate whether an alias is a former name, a current
alternative name, or a name to be used in the future.

340-2 Oracle Student System User’s Guide

 Creating Person Aliases

Creating Person Aliases

The following information applies to this procedure:
■ A person alias must contain a surname, a given name, or both, and a title, and
its type must be defined.
To create a person alias, perform the following steps.
1. In Oracle Student System, navigate to the Person Aliases window as follows:
Person Reference - Details - Person Aliases
Note: The Person Aliases window is also accessed from the Student
Enrollments window.
2. Query the appropriate Person record.
The following information applies to this step:
■ Names are case sensitive if used as criteria for queries.
■ Person numbers are the best criteria to use for queries.
3. Enter data in appropriate fields.
The following information applies to this step:
■ Although person alias records can be deleted, they also can be retained for
future reference by entering an end date.
4. Optionally, if the person alias applies for a defined period of time, in the
Effective Dates fields, enter start and end dates.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Person Aliases Procedure 340-3

Person Aliases Window

Person Aliases Window

Figure 340–1 Person Aliases Window

340-4 Oracle Student System User’s Guide

 341
Persons Special Needs Procedure

This chapter describes how to enter a person’s special needs. The following sections
are in this chapter:
■ Definition
■ Overview
■ Entering Person’s Special Needs Procedure
■ Persons Special Needs Window

Persons Special Needs Procedure 341-1

Definition

Definition
The person’s special needs procedure is used to record a person’s special needs
details.

Overview
The person’s special needs details procedure is used to create a record of special
needs a person may have in study or walking at the institution.
The person region is queried for the required person in the Person Special Needs
block. From the list of values, select the Special Needs type (set up from Person
Special Needs Types), Special Need Allowance, Additional Support Levels, and
Special Service (set up from Person Special Need Codes) and check the Contact and
Documented boxes to request to be contacted by a staff member of the institution.

341-2 Oracle Student System User’s Guide

 Entering Person’s Special Needs Procedure

Entering Person’s Special Needs Procedure

The following information applies to this procedure:
■ If entering special needs is mandatory in the enrollment process, the special
needs type None is used for students without special needs.
To enter a person’s special needs, perform the following steps.
1. In Oracle Student System, navigate to the Persons Special Needs window as
follows:
Person Reference - Details - Person Special Needs
Note: The Persons Special Needs window is also accessed from the Student
Enrollments window. If called from another form, the Person region is in
context and automatically populated and should not be queried.
2. Query the appropriate record.
The following information applies to this step:
■ Names are case sensitive if used as criteria for queries.
■ Person numbers are the best criteria to use for queries.
3. Enter data in appropriate fields.
4. Optionally, if the person wants to be contacted by institution staff regarding
support services for his or her special needs, select the Contact check box.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Optionally, click Person Notes and enter data in appropriate fields.
7. Close the window.

Persons Special Needs Procedure 341-3

Persons Special Needs Window

Persons Special Needs Window

Figure 341–1 Persons Special Needs Window

341-4 Oracle Student System User’s Guide

 342
Person International Details Procedure

This chapter describes how to enter international data for person records. The
following sections are in this chapter:
■ Definition
■ Overview
■ Entering Person International Details Procedure
■ Person International Details Window

Person International Details Procedure 342-1

Definition

Definition
The person international details procedure enters international data for person
records.

Overview
Person international details include information required for persons with
international aspects who are affiliated with an institution.
Note: Other person international details can be entered in the Citizenship tab of the
Person Statistics window.

342-2 Oracle Student System User’s Guide

 Entering Person International Details Procedure

Entering Person International Details Procedure

The following information applies to this procedure:
■ Person number and contact person cannot be entered as international agent
details without entering organizational unit details.
■ Person numbers are better query criteria than names because names are case
sensitive.
To enter person international details, perform the following steps.
1. In Oracle Student System, navigate to the Person International Details window
as follows:
Person Reference - Details - Person International Details
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Optionally, select a tab region and enter data in appropriate fields.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Person International Details Procedure 342-3

Person International Details Window

Person International Details Window

Figure 342–1 Person International Details Window

342-4 Oracle Student System User’s Guide

 343
Person Notes Procedure

This chapter describes how to enter person notes. The following sections are in this
chapter:
■ Definition
■ Overview
■ Entering Person Notes Procedure
■ Person Notes Window

Person Notes Procedure 343-1

Definition

Definition
The person notes procedure enters person notes, which are additional information
attached to person records. Many types of notes can be created.

Overview
The Person Notes window is accessed directly or from another window.
This window contains the following regions:
■ Person Region
■ Person Note Region

Person Region
The Person region displays details of the person for whom person notes can be
displayed and entered.
Users can access the Person Notes window directly to query details in the Person
region and retrieve records one after the other.
The person query function in the Person Notes window is not as powerful as the
person query function in the Find Person window.
Names are case sensitive and should be avoided as query criteria.
To avoid delays in retrieving records, use person identifier numbers as query
criteria.
Accessing the Person Notes window from another window, such as the Student
Enrollments window, carries forward a person identifier as the context record, but it
is not possible to query any other person details.

Person Note Region

Notes can be created, stored, and retrieved in almost any format.
For information on notes, see Chapter 17, Text Notes Procedure.

343-2 Oracle Student System User’s Guide

 Entering Person Notes Procedure

Entering Person Notes Procedure

The following information applies to this procedure:
■ Create notes of type General to enter general information about a person.
To enter a person note, perform the following steps.
1. In Oracle Student System, navigate to the Person Notes window as follows:
Person Reference - Details - Person Notes
2. Enter data in appropriate fields.
3. Ensure that the correct person record is displayed.
4. Navigate to the Person Note region.
5. Enter the person note type in the Person Note Type field.
6. Enter the content of the note in the Description field.
7. Enter the note format type in the Note Format Type field.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Person Notes Procedure 343-3

Person Notes Window

Person Notes Window

Figure 343–1 Person Notes Window

343-4 Oracle Student System User’s Guide

 344
Person Image Procedure

This chapter describes how to enter and display a person image. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Person Images Procedure
■ Displaying Person Images Procedure
■ Person Image Window

Person Image Procedure 344-1

Definition

Definition
The person image procedure allows input and display of a person image.

Overview
A person image can be entered in Oracle Student System in one of the following
formats:
■ GIF
■ JPEG
■ TIFF, JFIF, BMP, PCX, PICT, CALS, RAS
The image file must reside on the same drive and file structure as the Oracle
Application Server. The entire path name needs to be specified, e.g.
/user/images/<file name.ext>.

344-2 Oracle Student System User’s Guide

 Entering Person Images Procedure

Entering Person Images Procedure

To enter a person image, perform the following steps.
1. In Oracle Student System, navigate to the Person Image window as follows:
Person Reference - Details - Person Image
Note: The Person Image window is also accessed from the Student Enrollments
window.
2. Query the appropriate record.
3. Enter data in appropriate fields at top of the page.
4. Tab to lower section.
5. Ensure the image you would like to load is a file of one of the types listed (see
Overview).
6. Put this file on the Oracle Application Server file system. It is usually good
practice to create an Images folder to hold images, even if temporarily.
7. Enter the full path name and appended file name. For example: <path
name>/<ext.>, /u04/usr/jdoe.gif.
8. Click Load Image button.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Person Image Procedure 344-3

Displaying Person Images Procedure

Displaying Person Images Procedure

To display a person image, perform the following steps.
1. In Oracle Student System, navigate to the Person Image window as follows:
Person Reference - Details - Person Image
Note: The Person Image window is also accessed from the Person Image button
in the Student Enrollments window.
Note: If no person image is entered, the Person Image button is disabled in the
Student Enrollments window.
Note: If accessed from Person Details, the Person Context block at the top is
automatically populated and cannot be updated.
2. Query the appropriate record.
Images appear in the order in which they are entered in the system, with the
most recent image displayed first. The arrow keys or Page Up and Page Down
keys on the keyboard are used to view multiple images.
3. Close the window.

344-4 Oracle Student System User’s Guide

 Person Image Window

Person Image Window

Figure 344–1 Person Image Window

Person Image Procedure 344-5

Person Image Window

344-6 Oracle Student System User’s Guide

 345
Person ID Group Definitions Procedure

This chapter describes how to define person ID groups. The following sections are
in this chapter:
■ Definition
■ Overview
■ Defining Person ID Groups Procedure
■ Person ID Group Definitions Window
■ Person ID Group Definitions Window Description
■ End Date for Members Window
■ End Date for Members Window Description

Person ID Group Definitions Procedure 345-1

Definition

Definition
The person ID group definitions procedure defines person ID groups.

Overview
Person ID groups are groups of persons with common characteristics.
Table 345–1 describes sample person ID groups.

Table 345–1 Sample Person ID Groups

Person ID
Group Description
Sight sight-impaired students who require
visual aids in lectures
Research students who volunteer for research
project
SCC171-Fem female students in unit SCC171

The Person Address Labels concurrent process produces address labels for each
person in a selected person ID group, usually when mailing admission inquiry
packages.

345-2 Oracle Student System User’s Guide

 Defining Person ID Groups Procedure

Defining Person ID Groups Procedure

The defining person ID groups procedure includes the following parts:
■ Setting Up Person ID Groups
■ Importing Person ID Groups
■ Ending All Active Members
■ Copying Current Person ID Groups
■ Importing Files
■ Purging All Members
■ Entering Comments about Person ID Groups

Setting Up Person ID Groups

The following information applies to this procedure:
■ A person ID group record can be saved without entering members.
To set up a person ID group, perform the following steps.
1. In Oracle Student System, navigate to the Person ID Group Definitions window
as follows:
Person Reference - Details - Person ID Groups
2. Enter data in appropriate fields as described in Table 345–2.
The following information applies to this step:
■ Members can be deleted from a person ID group, but member details
cannot be modified in this window.
■ If a person ID group has dependent children records, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Optionally, click the buttons described in Table 345–2 and enter data in
appropriate fields.
5. Close the window.

Person ID Group Definitions Procedure 345-3

Defining Person ID Groups Procedure

Importing Person ID Groups

The following information applies to this procedure:
■ The Import Group button is accessible only if the user is the creator of the
person ID group or is granted Insert security access from the creator.
To import a person ID group, perform the following steps.
1. In Oracle Student System, navigate to the Person ID Group Definitions window
as follows:
Person Reference - Details - Person ID Groups
The Person ID Group Definitions window appears.
2. Set up a person ID group or query the appropriate record.
For information on setting up a person ID group, see Setting Up Person ID
Groups in this chapter.
3. Click Import Group.
The Import Group region appears.
4. Enter data in appropriate fields as described in Table 345–2.
5. Click Continue.
A message appears with the following information:
■ number of records in imported group
■ number of records successfully imported
■ number of records not imported because of invalid person ID
■ number of records not imported because they already exist in current
person ID group
6. To display only records that were successfully imported, click More.
Note: If no records were successfully imported, an empty list is displayed. To
display all existing records for the person ID group, the user can requery the
appropriate record.
7. Click OK.
8. Save or save and continue as follows:
File - Save or Save and Proceed

345-4 Oracle Student System User’s Guide

 Defining Person ID Groups Procedure

9. Optionally, click the buttons described in Table 345–2 and enter data in
appropriate fields.
10. Close the window.

Ending All Active Members

To end all active members, perform the following steps.
1. In Oracle Student System, navigate to the Person ID Group Definitions window
as follows:
Person Reference - Details - Person ID Groups
The Person ID Group Definitions window appears.
2. Set up a person ID group or query the appropriate record.
For information on setting up a person ID group, see Setting Up Person ID
Groups in this chapter.
3. Click End All Active Members.
The End Date for Members window appears.
4. Enter data in appropriate fields as described in Table 345–3.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Optionally, click the buttons described in Table 345–2 and enter data in
appropriate fields.
7. Close the window.

Copying Current Person ID Groups

To copy a current person ID group, perform the following steps.
1. In Oracle Student System, navigate to the Person ID Group Definitions window
as follows:
Person Reference - Person ID Groups
2. Set up a person ID group or query the appropriate record.
For information on setting up a person ID group, see Setting Up Person ID
Groups in this chapter.

Person ID Group Definitions Procedure 345-5

Defining Person ID Groups Procedure

3. Click Copy Current Group.

The system copies the current person ID group and displays a message that the
copy is complete and the new person ID group will be displayed.
4. Click OK.
The new person ID group appears.
5. Delete group members that are not required.
6. In the Group Code field, enter the group code for the copied person ID group.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Optionally, click the buttons described in Table 345–2 and enter data in
appropriate fields.
9. Close the window.

Importing Files
The following information applies to this procedure:
■ The Import File button is accessible only if the user is the creator of the person
ID group or is granted Insert security access from the creator.
■ Files to import must be in text format and have a .txt file extension.
To import a file, perform the following steps.
1. In Oracle Student System, navigate to the Person ID Group Definitions window
as follows:
Person Reference - Details - Person ID Groups
The Person ID Group Definitions window appears.
2. Set up a person ID group or query the appropriate record.
For information on setting up a person ID group, see Setting Up Person ID
Groups in this chapter.
3. Click Import File.
The Import File region appears.
4. In the File Path/Name field, enter a file path and name.
5. Click Ok.

345-6 Oracle Student System User’s Guide

 Defining Person ID Groups Procedure

A message appears with the following information:

■ number of records in import file
■ number of records successfully imported
■ number of records with incorrect format
Note: File cannot contain names, words, or letters.
■ number of records with invalid person ID numbers
■ number of records that already exist in person ID group
6. To display only records that were successfully imported, click More.
Note: If no records were successfully imported, an empty list is displayed. To
display all existing records for the person ID group, the user can requery the
appropriate record.
7. Click OK.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Optionally, click the buttons described in Table 345–2 and enter data in
appropriate fields.
10. Close the window.

Purging All Members

To purge all members from a person ID group, perform the following steps.
1. In Oracle Student System, navigate to the Person ID Group Definitions window
as follows:
Person Reference - Details - Person ID Groups
The Person ID Group Definitions window appears.
2. Query the appropriate record.
3. Click Purge All Members.
A Decision window appears asking if the user wants to purge all members in
this group.
4. Click Yes.
5. Save or save and continue as follows:

Person ID Group Definitions Procedure 345-7

Defining Person ID Groups Procedure

File - Save or Save and Proceed

6. Optionally, click the buttons described in Table 345–2 and enter data in
appropriate fields.
7. Close the window.

Entering Comments about Person ID Groups

To enter comments about a person ID group, perform the following steps.
1. In Oracle Student System, navigate to the Person ID Group Definitions window
as follows:
Person Reference - Details - Person ID Groups
The Person ID Group Definitions window appears.
2. Query the appropriate record.
3. Click Show Comments.
The Comments field appears.
4. In the Comments field, enter comments.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Optionally, click the buttons described in Table 345–2 and enter data in
appropriate fields.
7. Optionally, click on the Hide Comments button to not display the Comments
field.
8. Close the window.

345-8 Oracle Student System User’s Guide

 Person ID Group Definitions Window

Person ID Group Definitions Window

Figure 345–1 Person ID Group Definitions Window, Members Tab

Person ID Group Definitions Procedure 345-9

Person ID Group Definitions Window

Figure 345–2 Person ID Group Definitions Window, Details Tab

345-10 Oracle Student System User’s Guide

 Person ID Group Definitions Window

Figure 345–3 Person ID Group Definitions Window, Import Group Region

Person ID Group Definitions Procedure 345-11

Person ID Group Definitions Window

Figure 345–4 Person ID Group Definitions Window, Import File Region

345-12 Oracle Student System User’s Guide

 Person ID Group Definitions Window

Figure 345–5 Person ID Group Definitions Window, Comments Field

Person ID Group Definitions Procedure 345-13

Person ID Group Definitions Window Description

Person ID Group Definitions Window Description

Table 345–2 Person ID Group Definitions Window Description
Field Name Type Features Description
Group Code required person ID group code
Description required person ID group name
Responsible Person optional number of person responsible for person ID group
Number
Find Person Icon button opens Find Person window
[Responsible Person default, name of person responsible for person ID group
Name] display only
Create Date default list of date person ID group is created; system inserts current
values: date, but date can be modified
pop-up
calendar
Closed optional check box if selected, prevents further use of record
Show Discontinued optional check box if selected, discontinued members appear
Members
Members Tab
Person Number required number of person who is member of person ID group
Find Person Icon button opens Find Person window
Name default, name of person who is member of person ID group
display only
Start Date required date person begins being member of person ID group
End Date optional date person ends being member of person ID group
Details Tab
Person Number default, number of person who is member of person ID group
display only
Note: A member must be entered in the Members tab
in order for the person number to appear in this field.
Find Person Icon button opens Find Person window
Sex default, sex of person who is member of person ID group
display only
Birth Date default, birth date of person who is member of person ID
display only group

345-14 Oracle Student System User’s Guide

 Person ID Group Definitions Window Description

Table 345–2 Person ID Group Definitions Window Description

Field Name Type Features Description
Student default, check box if selected, indicates member of person ID group is
display only student
Holds Exist default, check box if selected, indicates holds exist for member of person
display only ID group
Staff default, check box if selected, indicates member of person ID group is
display only staff member
Enrolled default, check box if selected, indicates member of person ID group is
display only enrolled
Import Group button displays Import Group region
See Importing Person ID Groups in this chapter.
End All Active button displays End Date for Members window
Members
See Ending All Active Members in this chapter.
Copy Current Group button copies current person ID group
See Copying Current Person ID Groups in this chapter.
Import File button displays Import File region
See Importing Files in this chapter.
Purge All Members button purges all members of person ID group
See Purging All Members in this chapter.
Show Comments button displays Comments field
See Entering Comments about Person ID Groups in
this chapter.
Import Group
Region
Group ID optional list of values ID of person ID group to import
Group Code default, code of person ID group to import
display only
[Group Code Name] default, name of person ID group to import
display only
Continue button imports an existing person ID group’s numbers into
the person ID group currently displayed in Person ID
Group Definitions window

Person ID Group Definitions Procedure 345-15

Person ID Group Definitions Window Description

Table 345–2 Person ID Group Definitions Window Description

Field Name Type Features Description
Cancel button redisplays Person ID Group Definitions window
buttons without importing person ID group
Import File Region
File Path/Name optional path and name of file to import
Note: To import a file, the full path, file name, and file
extension must be entered as in the following example:
c:\<directory>\<file>.txt
Ok button imports person ID group’s numbers from file into
person ID group currently displayed in Person ID
Group Definitions window
Cancel button redisplays Person ID Group Definitions window
buttons without importing file

Comments optional comments about person ID group

345-16 Oracle Student System User’s Guide

 End Date for Members Window

End Date for Members Window

Figure 345–6 End Date for Members Window

Person ID Group Definitions Procedure 345-17

End Date for Members Window Description

End Date for Members Window Description

Table 345–3 End Date for Members Window Description
Field Name Type Features Description
End Date optional date person ends being member of person ID group
Ok button enters end date for person in Person ID Group
Definitions window
Cancel button redisplays Person ID Group Definitions window
without entering end date

345-18 Oracle Student System User’s Guide

 346
Person Relationships Procedure

This chapter describes how to create a relationship between one person and other
persons, institutions, or organizational units. The following sections are in this
chapter:
■ Definition
■ Overview
■ Creating Person Relationships Procedure
■ Person Relationships Window

Person Relationships Procedure 346-1

Definition

Definition
The person relationships procedure creates a relationship between one person and
other persons, institutions, or organizational units.

Overview
Person Relationships creates and maintains relationships between a person and
another person, a person and an organization, or a person and an institute.
The Person to whom the new person, organization, or institution will have a
relationship with is queried. The relationship type is then chosen from the pick list
(mandatory).
The relationship type is then chosen from the pick list (mandatory). The identifier of
the person, organization, or institute is entered and their corresponding name
appears in the name field.
The relationships can be checked as reciprocal if the inverse relationship is also true,
e.g. A is sibling of B, B is sibling of A.

346-2 Oracle Student System User’s Guide

 Creating Person Relationships Procedure

Creating Person Relationships Procedure

To create a relationship between one person and other persons, institutions, or
organizational units, perform the following steps.
1. In Oracle Student System, navigate to the Person Relationships window as
follows:
Person Reference - Details - Person Relationships
Note: The Person Relationships window can also be accessed from the Person
Details window by clicking Relationships in which case the current person
record will be carried over to the person region at the top of the Person
Relationship Procedure.
2. Enter data in appropriate fields. Records can be created but the only fields that
can be updated on existing periods are End Date and Comments.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Person Relationships Procedure 346-3

Person Relationships Window

Person Relationships Window

Figure 346–1 Person Relationships Window

346-4 Oracle Student System User’s Guide

 347
Person Types Procedure

This chapter describes how to create and update a person type for a person. The
following sections are in this chapter:
■ Definition
■ Overview
■ Person Types Procedure
■ Person Types Window

Person Types Procedure 347-1

Definition

Definition
The person types procedure displays a person’s types and may permit some to be
modified.

Overview
A person type is an institution-defined classification of persons, as seen in the Setup
Person Types procedure.
Note: A person may have multiple active person types concurrently according to
the rules laid out in Table 347–2.
If the user attempts to create a person type with a concurrent process and person
records are missing mandatory data for that relevant data type, the concurrent
process skips those records and produces an error message.
Table 347–1 describes system person types. System Person Types have names
defined by the system. One system person type may have only one person type
associated with it, except for the system person type of User Defined which may
have multiple institute-defined person types.

Table 347–1 System Person Types

System Person Type Description
Prospect person who has made inquiry
Applicant person who has applied for admission
Student person enrolled
Former Student person who left institution prior to course completion
Graduate person who has graduated from this institution
Faculty employees who teach
Staff employee or contact of local institution
Advisor person who advises students
Self-Service Enrollment person self-enrolled through self-service interface
User Defined person type specified by institute
External Contact contact of non-local institution
Other person does not fit previous categories

347-2 Oracle Student System User’s Guide

 Overview

Note: The actual person type names may differ since they may be changed at setup
time.
Note: Only person types with a system type of Prospect, Advisor, Staff, Faculty,
External Contact, or User Defined can be created without a concurrent process.

Person Types Procedure 347-3

Person Types Procedure

Person Types Procedure

To create a person type, perform the following steps.
1. In Oracle Student System, navigate to the Person Types window as follows:
Person Reference - Details - Person Types
Note: The Person Types window can also be accessed from the Person Details
window by clicking Types.
2. Query the appropriate record.
3. To display only active person types of the person, select the Display Only
Active Person Types check box.
4. To sort person types of a person in ascending order, select the Sort by Person
Type check box.
5. Enter data in appropriate fields as described in Table 347–2.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.
Note: If you see an error or warning message referring to mandatory data for this
person type, you must first go back to the Person Details form to ensure that this
data is entered before the new Person Type with a mandatory data requirement on
the field can be saved against this person.

347-4 Oracle Student System User’s Guide

 Person Types Window

Person Types Window

Figure 347–1 Person Types Window

Person Types Procedure 347-5

Person Types Window Description

Person Types Window Description

Table 347–2 Person Types Window Description
Field Name Type Features Description
Person Types Tab
Person Type person type
Note: If active person types exist for a person, the
person type Other cannot be created for the person.
Note: If the person type Other exists for a person and
another person type is created, the Other person type
is deleted.
Note: When a person is created in the Person Details,
Record Admission Enquiries, Student Enrollments, and
Direct Admission windows, a person type Other is
created for that person and the system checks if data
elements in the Other person type are mandatory,
preferred, or neither mandatory nor preferred.
For information on checking mandatory and preferred
data elements, see Chapter 375, Mandatory Data by
Person Types Procedure.
Description person type name
Start start date of effectivity of person type
End end date of effectivity of person type
Creation Details Tab
Person Type default, person type
display only
Created by staff member who creates person type
Create method method used to create person type
Ended by staff member who ends effectivity of person type
against this person; active only if end date entered
End method method used to end effectivity of person type against
this person; active only if end date entered
Program Attempt
Tab
Person Type default, person type
display only

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 Person Types Window Description

Table 347–2 Person Types Window Description

Field Name Type Features Description
Program Attempt can modify only when person type is Student, Former
Student, or Graduate
Note: A person can have multiple active person types
of student when enrolled in more than one program
attempt, but a person cannot be a prospect and a
graduate in the same program attempt.
Title program attempt title
Funnel Status field active only when person type is Prospect; list of
values include Identified, Contacted, or Inquired
Note: When a new Prospect person type is created for
a person, the default, display only funnel status is
Identified.
Note: Identified funnel status only can be modified to
Contacted.
Application Instance
Tab
Person Type default, person type
display only
Application Number admission application number; field active only when
person type is Applicant
Note: The person type Applicant is associated with an
application instance.
Note: Two active Applicant person types cannot be
associated with the same application instance.
Sequence Number admission application sequence number
Program Code code pertaining to the program of study
Title name

Person Types Procedure 347-7

Person Types Window Description

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 348
Person Statistics Procedure

This chapter describes how to create person statistics records. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Person Statistics Procedure
■ Person Statistics Window
■ Person Statistics Window Description

Person Statistics Procedure 348-1

Definition

Definition
The person statistics procedure enters statistical details for people associated with
the institution.

Overview
Person statistics include various types of information, such as biographic,
demographic, citizenship, and family details. For example, this information may be
useful for the institution to analyze the population of people they hold data about
for tracking or forecasting purposes.
The list of values found in the fields of the Person Statistics window are those set up
in the Person Statistics Codes procedure.

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 Entering Person Statistics Procedure

Entering Person Statistics Procedure

To enter person statistics details, perform the following steps.
1. In Oracle Student System, navigate to the Person Statistics window as follows:
Person Reference - Details - Person Statistics
2. Query the appropriate record.
3. Enter data in appropriate fields as described in Table 348–1.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Optionally, select the tabs described in Table 348–1 and enter data in
appropriate fields.
6. Close the window.

Person Statistics Procedure 348-3

Person Statistics Window

Person Statistics Window

Figure 348–1 Person Statistics Window

348-4 Oracle Student System User’s Guide

 Person Statistics Window Description

Person Statistics Window Description

Table 348–1 Person Statistics Window Description
Field Name Type Features Description
[Dynamic Prompt] display only text on upper right of window that warns about
special status, such as Holds Exist if one or more
academic or administrative holds exist
Person Number person identifier
[Alternate Identifier] alternate identifier; for example, social security
number
[Dynamic Prompt] display only text that warns about special status for person’s
privacy, such as Level 5 - High
Full Name first and last name
Sex gender
Date of Birth date of birth
Person Statistics
Region
Biographic Tab
Ethnic Origin optional list of values ethnic origin
Marital Status optional list of values marital status
Effective Date optional list of date current marital status became effective; if entered,
values: date cannot be greater than system date
pop-up
calendar
Religion dynamic religion
prompt
[Description]
Criminal Convictions check box criminal convictions
Prior Academic check box prior dismissal for academic reasons
Dismissal
Prior Non-Academic check box prior dismissals for other reasons than academic
Dismissals
Demographic Tab

Person Statistics Procedure 348-5

Person Statistics Window Description

Table 348–1 Person Statistics Window Description

Field Name Type Features Description
Country of Physical optional list of values country of physical residence
Residence
[Description] display only
State of Residence State of residence
[Description] display only
Citizenship/ optional list of values citizenship and residence status
Residence Status
[Description] display only
Place of Birth optional place of birth
Family Tab
SocioEconomic Status optional list of values socio-economic status
[Description] display only description of socio-economic status
Number in Family optional number of persons in family
Designation of Next optional list of values designation of next of kin
of Kin
Total Annual Family optional list of values total annual family income
Income
Citizenship Tab
Country Code required list of values country code
Document Type optional list of values type of citizenship document
Document Reference optional list of values document reference
Date Recognized optional date citizenship began
Date Disowned optional date citizenship disowned
End Date optional end date
Languages Tab
Language Name required list of values language used
Level of Reading optional grade level of reading
Level of Writing optional grade level of writing
Level of Speaking optional grade level of speaking

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 Person Statistics Window Description

Table 348–1 Person Statistics Window Description

Field Name Type Features Description
Native Language check box native language
Primary Language check box most used language
Others Tab
In-State Tuition in check box if selected, indicates Yes, that tuition has been paid in
Another State another State; if not selected, indicates No
Effective Dates required date that tuition payment in another state began;
required only if In-State Tuition in Another State check
box is selected
[End Date] required date that tuition payment in another state ended
Further Education optional further education code for qualification or institution
[Description] description corresponding to code
[Descriptive Flexfield field for user customization for person biographic
details
Housing Status Tab
Alternate Code required alternate code field, which is the calendar instance
alternative code. The calendar instances seen in the list
of values are those calendar instances where the
student’s unit attempt is Enrolled or Unconfirmed.
This field is required only if Teaching Period Housing
Status is entered.
Teaching Period optional housing status during period of enrollment
Housing Status
Start Date required start date
End Date required end of date
Voter Registration
Tab
Type optional valid values are State, Province, County or Country
from the look-up type VOTER_INFO.
Code required a value indicating the instance of the context denoted
by the Type field. For example, if the Type field has a
value of State, then the Code field can only have a
value of a state, which was entered in the system via a
setup window; required only if the Type field is
entered

Person Statistics Procedure 348-7

Person Statistics Window Description

Table 348–1 Person Statistics Window Description

Field Name Type Features Description
Start Date optional list of effective date of voter registration
values:
pop-up
calendar
End Date optional list of date voter registration ends
values:
pop-up
calendar
Income Tax Tab
Type optional list of values valid values are State, Province, County or Country
from the look-up type TAX_INFO.
Code required a value indicating the instance of the context denoted
by the Type field. For example, if the Type field has a
value of State, then the Code field can only have a
value of a state, which was entered in the system via a
setup window; required only if the Type field is
entered
Start Date optional list of start date
values:
pop-up
calendar
End Date optional list of end date
values:
pop-up
calendar

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 349
Person Health and Insurance Details
Procedure

This chapter describes how to create person health and insurance records. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Person Health and Insurance Records Procedure
■ Person Health and Insurance Details Window

Person Health and Insurance Details Procedure 349-1

Definition

Definition
Details about each student’s health and insurance information must be recorded by
the institution.

Overview
Person health and insurance records include information about student
immunizations and insurance.
Health codes and insurance types are defined in the Insurance Detail Codes
window.
For information on the Insurance Detail Codes window, see Chapter 382, Person
Code Classes Setup Procedure.

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 Creating Person Health and Insurance Records Procedure

Creating Person Health and Insurance Records Procedure

The following information applies to this procedure:
■ If called from another form, the details in the person context are automatically
displayed and query is not allowed.
To create a person health and insurance record, perform the following steps.
1. In Oracle Student System, navigate to the Person Health and Insurance Details
window as follows:
Person Reference - Details - Person Health and Insurance Details
2. Query the appropriate record.
3. Enter data in appropriate fields.
The following information applies to this step:
■ The effective start date defaults to the current date.
■ A previous effective date cannot be set, but a later one can be set.
■ Future end dates can be entered.
■ Only insurance and health types that are not closed can be selected.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Person Health and Insurance Details Procedure 349-3

Person Health and Insurance Details Window

Person Health and Insurance Details Window

Figure 349–1 Person Health and Insurance Details Window

349-4 Oracle Student System User’s Guide

 350
Person Residency Details Procedure

This chapter describes how to create person residency records. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Person Residency Records Procedure
■ Person Residency Details Window

Person Residency Details Procedure 350-1

Definition

Definition
Details about students’ residency evaluations can be recorded by the institution.

Overview
The person residency details procedure records the outcome of a student’s
residency evaluation. Residency Class, Residency Status, Residency Evaluation
Date, Residency Evaluator, and comments are stored as part of the residency details
for a person. Residency Class is the class of residency being evaluated such as state,
country, or district.

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 Creating Person Residency Records Procedure

Creating Person Residency Records Procedure

The following information applies to this procedure:
■ Descriptive flexfields can be set up for residency details.
To create a person residency record, perform the following steps.
1. In Oracle Student System, navigate to the Person Residency Details window as
follows:
Person Reference - Details - Person Residency Details
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Person Residency Details Procedure 350-3

Person Residency Details Window

Person Residency Details Window

Figure 350–1 Person Residency Details Window

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 351
Person Military Details Procedure

This chapter describes how to create person military records. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Person Military Records Procedure
■ Person Military Details Window

Person Military Details Procedure 351-1

Definition

Definition
The person military details procedure records information about a student’s
military status and service.

Overview
Details about students’ military service must be recorded by the institution.
This window is used to record a person’s military service by service type,
separation type, assistance type and assistance status. For each period of military
service the start date and end date are given to enable a historical record of military
service to be taken.

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 Creating Person Military Records Procedure

Creating Person Military Records Procedure

The following information applies to this procedure:
■ If called from another form, the details in the person context are automatically
displayed and query is not allowed.
To create a person military record, perform the following steps.
1. In Oracle Student System, navigate to the Person Military Details window as
follows:
Person Reference - Details - Person Military Details
2. Enter data in appropriate fields. Military Service Type and Start Date are
mandatory. All fields can be modified including the mandatory fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Person Military Details Procedure 351-3

Person Military Details Window

Person Military Details Window

Figure 351–1 Person Military Details Window

351-4 Oracle Student System User’s Guide

 352
Person Privacy Details Procedure

This chapter describes how to create person privacy records. The following sections
are in this chapter:
■ Definition
■ Overview
■ Person Privacy Details Procedure

Person Privacy Details Procedure 352-1

Definition

Definition
The person privacy details procedure creates records of a person’s preferences about
the release or non-release of their records.

Overview
The Person Privacy Details window is used to record students’ preferences about
the release or non-release of their student records, and the level of privacy which
they would like attached to a record.
This procedure creates a lighted lamp on the top right of most person windows
which indicates the level of security required. For example, Level 5 means High.
This can only occur when a privacy data group is set up, the data group has a level
associated with it, the data group is attached to a person, and a start date also needs
to be registered.

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 Person Privacy Details Procedure

Person Privacy Details Procedure

The following information applies to this procedure:
■ A query can be performed based upon any field in the Person details region.
■ If called from another form, the details in the person context are automatically
displayed and query is not allowed.
To create a person privacy record, perform the following steps.
1. In Oracle Student System, navigate to the Person Privacy Details window as
follows:
Person Reference - Details - Person Privacy Details
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Person Privacy Details Procedure 352-3

Person Privacy Details Procedure

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 353
Reference Types Procedure

This chapter describes how to create reference types. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Reference Types Procedure
■ Reference Types Window

Reference Types Procedure 353-1

Definition

Definition
The reference types procedure creates all types of person reference records.

Overview
A reference type is a type of person reference held for a person in Oracle Student
System, for example, orientation staff or residential advisor.
Reference types must be created here in order for references to be applied
successfully against a person’s record.

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 Creating Reference Types Procedure

Creating Reference Types Procedure

To create a reference type, perform the following steps.
1. In Oracle Student System, navigate to the Reference Types window as follows:
Person Reference - Details - Person Reference Types
2. Click the Find Person icon.
The Find Person window appears.
Note: Updating the Person Number field is not allowed, but the record can be
deleted.
3. Enter data in appropriate fields.
4. Click OK to return to the Reference Types window.
5. Enter data in appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Reference Types Procedure 353-3

Reference Types Window

Reference Types Window

Figure 353–1 Reference Types Window

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 354
Person Reference Details Procedure

This chapter describes how to create person reference records. The following
sections are in this chapter:
■ Definition
■ Overview
■ Person Reference Details Procedure
■ Person Reference Details Window

Person Reference Details Procedure 354-1

Definition

Definition
The person reference details procedure creates and maintains reference details by
person.

Overview
The person reference details procedure is used to record instances of references for a
student from persons who have worked with this person in some regard, e.g.
Orientation Staff, Residential Advisor.
The person’s record whose reference is to be applied is queried if not already
visible.
A reference type is chosen from the picklist, and the description field automatically
populates.
The Start Date of the reference is generally the start date of applicability, after the
date the reference is entered.
The End Date is an optional field and makes the expiration of validity of a reference
for a person.

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 Person Reference Details Procedure

Person Reference Details Procedure

The following information applies to this procedure:
■ If called from another form, the details in the person context are automatically
displayed and query is not allowed.
To create a person reference record, perform the following steps.
1. In Oracle Student System, navigate to the Person Reference Details window as
follows:
Person Reference - Details - Person Reference Details
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Person Reference Details Procedure 354-3

Person Reference Details Window

Person Reference Details Window

Figure 354–1 Person Reference Details Window

354-4 Oracle Student System User’s Guide

 355
Faculty Degree Details Procedure

This chapter describes how to maintain faculty degree details. The following
sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Faculty Degree Details Procedure
■ Faculty Degree Details Window

Faculty Degree Details Procedure 355-1

Definition

Definition
Degree details such as type, discipline, and unit are recorded for each faculty
member in the institution.

Overview
The faculty degree details procedure queries each faculty member’s degree details
and allows updating.
For information about degree details, see Chapter 97, Degree Details Procedure.

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 Maintaining Faculty Degree Details Procedure

Maintaining Faculty Degree Details Procedure

To maintain faculty degree details, perform the following steps.
1. In Oracle Student System, navigate to the Person Details window as follows:
Person Reference - Person Details
The Person Details window appears.
2. Query the appropriate record.
3. Click Faculty Degrees.
The Faculty Degree Details window appears, displaying data from the Person
Details window.
4. Enter data in appropriate fields.
5. In the Degrees tab region, enter data on degrees held.
6. In the Discipline tab region, select the code for the discipline the faculty
member is approved to teach.
7. In the Units tab region, select the code for the unit the faculty member is
approved to teach.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Faculty Degree Details Procedure 355-3

Faculty Degree Details Window

Faculty Degree Details Window

Figure 355–1 Faculty Degree Details Window

355-4 Oracle Student System User’s Guide

 356
System Hold Effect Types Procedure

This chapter describes how to maintain system hold effect types entered in the
system. The following sections are in this chapter:
■ Definition
■ Overview
■ Maintaining System Hold Effect Types Procedure
■ System Hold Effect Types Window

System Hold Effect Types Procedure 356-1

Definition

Definition
The system hold effect types procedure maintains hold effect types entered in the
system.

Overview
The System Hold Effect Types window is used by system administrators or
subsystem specialists to maintain attributes of the predefined system hold effect
types. It is used to alter the description of an effect type and to close an effect type,
which makes it unavailable for use.
For information on hold functionality, see Managing Existing Enrollments,
Chapter 168, Enrollments Overview.
For information on hold effects and their impact on the system, see System Hold
Effect Types, Chapter 252, Person Hold Effects Procedure.

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 Maintaining System Hold Effect Types Procedure

Maintaining System Hold Effect Types Procedure

The following information applies to this procedure:
■ Encumbrance effect types are system-defined and cannot be created or deleted
by users.
■ The Apply To Program check box is preset for each effect type and cannot be
changed.
■ The level of each effect type is preset and cannot be changed.
■ Various rules apply to levels of effect types, such as Level 2 effects incorporate
Level 1 effects of the same encumbrance category, and Level 3 effects
incorporate Level 1 and 2 effects.
■ Effects of the same encumbrance category but at different levels cannot be
attached to an encumbrance type. Positive and negative effects cannot be
combined under the same encumbrance type.
■ Effect types cannot be deleted. They can be closed to prevent further use.
To maintain system hold effect types, perform the following steps.
1. In Oracle Student System, navigate to the System Hold Effect Types window as
follows:
Person Reference - Holds - System Hold Effect Types
2. Enter data in appropriate fields.
3. Select the Apply To Program check box to indicate that the encumbrance effect
applies to a student's existing program attempt.
For information on encumbrance effects, see Chapter 252, Person Hold Effects
Procedure.
4. The Level field displays a value from 1 to 3 indicating the position in the
hierarchy of effects of each effect type, with 3 being the highest.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

System Hold Effect Types Procedure 356-3

System Hold Effect Types Window

System Hold Effect Types Window

Figure 356–1 System Hold Effect Types Window

356-4 Oracle Student System User’s Guide

 357
Person Hold Types Procedure

This chapter describes how to create person hold types. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Person Hold Types Procedure
■ Person Hold Types Window

Person Hold Types Procedure 357-1

Definition

Definition
The person hold types procedure maintains institution-defined hold types.

Overview
The Person Hold Types window is used by system administrators or subsystem
specialists to enter and maintain institution-defined hold types and associate hold
effect types with hold types.
This window also alters the description of hold types, associates an hold category
with an hold type, closes hold types to prevent use, and enters those hold effects
that apply to a student with the hold type.
For information on hold functionality, see Managing Existing Enrollments,
Chapter 168, Enrollments Overview.
For information on hold effects and their impact on the system, see System Hold
Effect Types, Chapter 252, Person Hold Effects Procedure.
For information on hold categories and hold types, see Chapter 252, Person Hold
Effects Procedure.
For information on hold levels, see Hold Effects and Levels, Chapter 168,
Enrollments Overview.
For information on rules related to hold levels, see Chapter 356, System Hold Effect
Types Procedure.

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 Creating Person Hold Types Procedure

Creating Person Hold Types Procedure

The following information applies to this procedure:
■ Hold categories are used to identify the two groupings of hold effects.
■ At least one hold effect must be attached to an hold type prior to saving.
■ Hold types cannot be deleted. They can be closed to prevent use.
■ The effects attached to an hold type are applied to a student when the hold type
is entered against the student.
To create person hold types, perform the following steps.
1. In Oracle Student System, navigate to the Person Hold Types window as
follows:
Person Reference - Holds - Person Hold Types
2. Enter data in appropriate fields.
3. Enter the hold type in the Hold Type field.
4. Enter a description of the hold type in the Description field.
5. If required, enter comments about the hold type in the Comments field.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Person Hold Types Procedure 357-3

Person Hold Types Window

Person Hold Types Window

Figure 357–1 Person Hold Types Window

357-4 Oracle Student System User’s Guide

 358
Person Hold Details Procedure

This chapter describes how to create holds against a student record. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Person Hold Details Procedure
■ Person Hold Details Window

Person Hold Details Procedure 358-1

Definition

Definition
The person hold details procedure creates holds against a student record.

Overview
The Person Hold Effects window displays details of the student for whom hold
details are viewed or entered. When this window is invoked through the navigation
button in the Student Enrollments window, the student record appearing there is
the context record here. If this window is entered directly, queries can be performed
in this region to locate a student's hold records. However, names are case sensitive
and are best avoided as query criteria. If this window is entered through the
Student Enrollments window, it is necessary to exit and return to the Student
Enrollments window to query another student.
An hold is placed on a student by specifying the appropriate hold type and entering
the ID of the person who authorized its application. Oracle Student System defaults
the start date of the hold type to the current date. This can be altered to a future
date if required.
The effect of an hold on a student is determined by the set of default effects attached
to the hold type. These are viewed by clicking Hold Effects.
Attaching an hold to a student causes the effects attached to the hold type to apply
to the student. When the hold is saved, a message is displayed advising of those
effects that have been successfully applied to the student and those, if any, that have
failed and specifying any extra detail required to complete the creation of the hold.
Unsuccessfully applied effects must be manually added by clicking Maintain Hold
Effects and adding the effects in the Person Hold Effects window. Further, subject to
certain system rules, the set of default effects can be modified if required.
The effects associated with a particular person hold can be viewed by clicking View
Hold Effects.
For example, it has been determined that because of a critical weakness in a
student’s academic background, the student must enroll in a specific unit. The
institution previously determined that an hold type REQUIRE-U with the hold
effect type RQRD_CRS_U, or enrollment in specific unit required, must be created.
The hold REQUIRE-U is entered against the student using this window. The start
date defaults to the current date and the ID of the authorizing person is entered.
When the user saves the record, the effect type RQRD_CRS_U is automatically
applied to the student. Student System confirms that the effect has been created and

358-2 Oracle Student System User’s Guide

 Overview

advises that extra detail, a unit code, is required to complete the hold. This is
entered in the Person Hold Effects window and the record is saved.
For information on hold functionality, see Managing Existing Enrollments,
Chapter 168, Enrollments Overview.
For information on hold effects, see Chapter 252, Person Hold Effects Procedure.

Person Hold Details Procedure 358-3

Creating Person Hold Details Procedure

Creating Person Hold Details Procedure

The following information applies to this procedure:
■ If this window is invoked from the Student Enrollments window when
navigating from the Person Details region of the Student Enrollments window,
this region has the Include Administrative check box selected and displays only
holds of category Administrative. If navigating from the Student Program
Attempt region of the Student Enrollments window, this region has the Include
Academic check box selected and displays only holds of category Academic.
■ If this window is accessed directly, for example, from a menu, both the Include
Academic and Include Administrative check boxes are selected and holds of
both categories are displayed.
■ The system cannot apply hold effects if the student has multiple current
program attempts. A warning message appears, and effects must be added
manually.
■ Applying an hold against a student also applies the associated hold effects.
To create an hold against a student, perform the following steps.
1. In Oracle Student System, navigate to the Basic Person Hold Detail window as
follows:
Person Reference - Holds - Person Hold Details
2. Query the appropriate record.
3. Enter data in appropriate fields.
The following information applies to this step:
■ Holds applied to a student are not normally deleted. Instead, the hold is
expired by entering an end date.
■ If institution policy permits the deletion of expired holds, it is first
necessary to expire and delete associated detail and effects records.
4. In the Hold Type field, select the hold type to be applied to the student from the
list of values.
5. Enter the date from which the hold applies in the Start Date field.
Note: The start date of a person hold must be after or the same as the current
date.
6. Enter the expiry date of the hold, if appropriate, in the Expiration Date field.

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 Creating Person Hold Details Procedure

7. In the Hold Authorizer field, enter the ID number of the person responsible for
the hold or use the Find Person function to locate the person's ID.
8. Enter any notes regarding this hold in the Comments field, if required.
9. Click Save.
A message is displayed confirming which default effects have been created and
which, if any, default effects have failed and specifying any extra detail required
to complete the creation of the hold.
10. Optionally, click the buttons described in Table 358–1 and enter data in
appropriate fields.
Table 358–1 Person Holds Region Buttons
Button Description Reference
View Hold Effects opens Person See Chapter 252, Person
Hold Effects Hold Effects Procedure.
window to
view person
hold effects
Maintain Hold opens Person See Chapter 252, Person
Effects Hold Effects Hold Effects Procedure.
window to
enter or modify
person hold
effects

11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

Person Hold Details Procedure 358-5

Person Hold Details Window

Person Hold Details Window

Figure 358–1 Person Hold Details Window

358-6 Oracle Student System User’s Guide

 359
Merge Person IDs Procedure

This chapter describes how to merge two records of a student who has two ID
numbers into one record under one of the ID numbers. The following sections are in
this chapter:
■ Definition
■ Overview
■ Merging Person ID Records Procedure
■ Merge Person IDs Window

Merge Person IDs Procedure 359-1

Definition

Definition
The merge person IDs procedure merges two records of a student who has two ID
numbers into one record under one of the ID numbers.

Overview
A person may be inadvertently entered in the system under two or more ID
numbers. The Merge Person IDs window is used to run a process that merges data
from the Obsolete ID, into a single set of data under the other number, the Current
ID.

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 Merging Person ID Records Procedure

Merging Person ID Records Procedure

To merge person identification records, perform the following steps.
1. In Oracle Student System, navigate to the Merge Person IDs window as follows:
Person Reference - Duplicate Management - Merge Person IDs
2. Enter the Obsolete ID number or query from the Find Person button.
The student's name for this number is displayed.
3. Enter the Current ID number or query from the Find Person button.
The student's name for this number is displayed.
4. Click Determine Actions.
Descriptions of database tables containing data to be considered for merging
are displayed in the Merge Table Name region.
5. Select each table name, in turn, to display details of the information contained
under both IDs.
6. In the Information region, select each record, in turn, to display the proposed
actions to be performed on that record.
The proposed actions that apply to the data selections in the Information region
are displayed in the Action Choice region.
The Perform Action check box is selected for all actions as the default.
7. If the merge is chosen, leave the check box selected.
8. If the merge is not chosen, deselect the Perform Action check box.
If the system determines that an action is not possible, the Perform Action check
box is automatically deselected.
9. When all appropriate steps are completed for all records, click Merge Person
IDs.
The following information applies to this step:
■ Successfully merged records are automatically saved and cannot be
undone.
■ Not all data has to be merged. If data relating to two students is entered
under one ID, it is possible to selectively separate this data into the two
correct IDs by performing this process twice, once for each current ID.

Merge Person IDs Procedure 359-3

Merging Person ID Records Procedure

■ If a merge is unsuccessful, the obsolete and current records remain in their

original status.
■ When the merge process fails to copy any part of the obsolete data to the
current ID, the whole process fails and no obsolete data is transferred.
■ Oracle Student System can identify many instances in which data cannot be
merged and reports on each in the Action Choice region. The Perform
Action check box is automatically deselected in these cases and error
messages are displayed.
10. To remove conflicting data after an unsuccessful merge attempt, deselect the
Perform Action check box for the offending data or return to the record
containing the data and make corrections.
11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Click Merge Person IDs again.

13. Save or save and continue as follows:

File - Save or Save and Proceed

14. Close the window.

359-4 Oracle Student System User’s Guide

 Merge Person IDs Window

Merge Person IDs Window

Figure 359–1 Merge Person IDs Window

Merge Person IDs Procedure 359-5

Merge Person IDs Window

359-6 Oracle Student System User’s Guide

 360
Review Duplicate Records Procedure

This chapter describes how to display duplicate records for review. The following
sections are in this chapter:
■ Definition
■ Displaying Duplicate Records for Review Procedure
■ Review Duplicate Records Window

Review Duplicate Records Procedure 360-1

Definition

Definition
The review duplicate records procedure displays duplicate records for review.

360-2 Oracle Student System User’s Guide

 Displaying Duplicate Records for Review Procedure

Displaying Duplicate Records for Review Procedure

To display duplicate records for review, perform the following steps.
1. In Oracle Student System, navigate to the Review Duplicate Records: Summary
window as follows:
Person Reference - Duplicate Management - Review Duplicate Records
The Review Duplicate Records: Summary window appears listing all duplicate
records.
2. Select the appropriate record.
3. Click Open.
The Review Duplicate Records window appears.
4. Review the duplicate data displayed. Optionally, click the Address tab to
review duplicate address data.
5. To obsolete a record, select the Obsolete ID check box in the Person or Address
tab.
6. Choose whether to merge the duplicate records by clicking a button described
in Table 360–1.
Table 360–1 Review Duplicate Records Window Buttons
Button Description
Yes for pair of duplicate records, queues them for merging
and opens Merge Person IDs window
For information on merging records, see Chapter 359,
Merge Person IDs Procedure.
No for pair of duplicate records, prevents them from being
displayed again and makes next pair of duplicate records
appear
Hold when user needs more information, updates status of pair
of duplicate records to Hold and makes next pair of
duplicate records appear

7. Close the window.

Review Duplicate Records Procedure 360-3

Review Duplicate Records Window

Review Duplicate Records Window

Figure 360–1 Review Duplicate Records Window

360-4 Oracle Student System User’s Guide

 361
Source Types Procedure

This chapter describes how to set up source types records. The following sections
are in this chapter:
■ Definition
■ Overview
■ Setting Up Source Types Records Procedure
■ Source Types Window

Source Types Procedure 361-1

Definition

Definition
The source types procedure is used to set up the type of source records which
describe the person data organization.

Overview
Source type describes the source of the person data used in match criteria, for
example, record imports, manual forms-based data entry, self-service data entry,
prospect list sets. A user-defined source type will be mapped to a system source
type. Optionally, a source type can be mapped to an Admission category.

361-2 Oracle Student System User’s Guide

 Setting Up Source Types Records Procedure

Setting Up Source Types Records Procedure

To create a source type record, perform the following steps.
1. In Oracle Student System, navigate to the Source Types window as follows:
Person Reference - Duplicate Management - Source Types
2. Enter data in appropriate fields.
3. The Closed checkbox can be checked if the source type should no longer be
used in the Match Criteria Set.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Source Types Procedure 361-3

Source Types Window

Source Types Window

Figure 361–1 Source Types Window

361-4 Oracle Student System User’s Guide

 362
Match Criteria Sets Procedure

This chapter describes how to set up match criteria sets. The following sections are
in this chapter:
■ Definition
■ Overview
■ Setting Up Match Criteria Sets Procedure
■ Match Criteria Sets Window

Match Criteria Sets Procedure 362-1

Definition

Definition
The match criteria sets procedure is used to set up match criteria sets that can be
selected during the import admissions data process.

Overview
Users will create match criteria sets for identifying exact matches and partial or near
matches. These match criteria sets can be used for imported data of any source type
or for manually entered data.
The system comes with a default set of static elements of identifying exact matches,
and a corresponding default set of static elements for identifying partial of near
matches. Users may create new sets based on the default sets to customize the
match rules. There must always be a one-to-one relationship between an exact
match criteria set and a partial or near match criteria set. The partial match set must
be a subset of its corresponding exact match criteria set.

362-2 Oracle Student System User’s Guide

 Setting Up Match Criteria Sets Procedure

Setting Up Match Criteria Sets Procedure

To set up a match criteria set, perform the following steps.
1. In Oracle Student System, navigate to the Match Criteria Sets window as
follows:
Person Reference - Duplicate Management - Match Criteria Sets
2. Query the appropriate source type.
3. Enter data in appropriate fields.
Note: If the Exact check box is not selected, then the Drop if Null check box
cannot be selected.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Match Criteria Sets Procedure 362-3

Match Criteria Sets Window

Match Criteria Sets Window

Figure 362–1 Match Criteria Sets Window

362-4 Oracle Student System User’s Guide

 363
Duplicate Person Details Procedure

This chapter describes how to use the duplicate person details window when it is
displayed. The following sections are in this chapter:
■ Definition
■ Overview
■ Using Duplicate Person Details Procedure

Duplicate Person Details Procedure 363-1

Definition

Definition
The duplicate person details procedure is used to identify and display duplicate
person details during data entry.

Overview
The only time the Duplicate Person Details window appears is if duplicate person
records are found during data entry in any of the following windows:
■ Record Admission Inquiries
■ Person Details
■ Direct Admissions
■ Student Enrollments
Criteria for duplicate records are defined in the Match Set Criteria process.

363-2 Oracle Student System User’s Guide

 Using Duplicate Person Details Procedure

Using Duplicate Person Details Procedure

The Duplicate Person Details window appears if the data being entered in the
Record Admission Enquiries, Person Details, Direct Admission, or Student
Enrollments windows reports a partial or exact match as defined by the match
criteria set.
The following information applies to this procedure:
■ If no duplicate records are found with the same person details, the Duplicate
Person Details window does not appear.
■ If there is a partial or exact match of person details, the window appears and a
dynamic prompt in the window flashes either Partial or Exact.
1. If the new data duplicates a record, click Clear Record.
2. If the new data is not a duplicate, click Save Record.
The Duplicate Person Details window closes and the user is returned to the
original window where the person details were being entered.

Duplicate Person Details Procedure 363-3

Using Duplicate Person Details Procedure

363-4 Oracle Student System User’s Guide

 364
Addresses Procedure

This chapter describes how to enter address, usage, and contact details for persons,
institutions, organizational units, locations, and venues. The following sections are
in this chapter:
■ Definition
■ Overview
■ Entering Address, Usage, and Contact Details Procedure
■ Addresses Window

Addresses Procedure 364-1

Definition

Definition
The addresses procedure enters address, usage, and contact details for persons,
institutions, organizational units, locations, or venues.

Overview
Addresses can be stores for a person, institution, organizational unit, location, or
venue. Valid addresses for these entities are indicated by the start date. If an end
date is entered, the address is valid for the time period between the start and end
dates.
An address can be assigned multiple usages, such as Bill-To, Postal, or Home.
Contact information can also be assigned, such as telephone numbers and email
addresses.

364-2 Oracle Student System User’s Guide

 Entering Address, Usage, and Contact Details Procedure

Entering Address, Usage, and Contact Details Procedure

The entering address, usage, and contact details procedure includes the following
parts:
■ Entering Address Details
■ Entering Usage Details
■ Entering Contact Details

Entering Address Details

To enter a person, institution, organizational unit, location, or venue’s address
details, perform the following steps.
1. In Oracle Student System, navigate as follows:
■ Admission - Person Details
The Person Details window appears. Query the appropriate record. Click
Addresses.
■ Person Reference - Person Details
The Person Details window appears. Query the appropriate record. Click
Addresses.
■ Setups - Organizational Structure - Institutions
The Institutions window appears. Query the appropriate record. Click
Institution Addresses.
■ Setups - Organizational Structure - Organizational Units
The Organizational Units window appears. Query the appropriate record.
Click Organizational Addresses.
■ Setups - Organizational Structure - Locations
The Locations window appears. Query the appropriate record. Click
Location Addresses.
■ Setups - Organizational Structure - Venues
The Venues window appears. Query the appropriate record. Click Venue
Addresses.
2. Enter data in appropriate fields.

Addresses Procedure 364-3

Entering Address, Usage, and Contact Details Procedure

3. Optionally, select the Correspondence check box if the address will receive
correspondence.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Optionally, in the Others tab, enter data in the appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Optionally, click the buttons described in Table 364–1 and enter data in
appropriate fields.
Table 364–1 Addresses Window Buttons
Button Description Reference
Usages opens Usages window See Entering Usage Details in this
chapter.
Contacts opens Contacts window See Entering Contact Details in
this chapter.

8. Close the window.

Entering Usage Details

To enter a person, institution, organizational unit, location, or venue’s usage
details, perform the following steps.
1. In Oracle Student System, navigate as described in Entering Address Details in
this chapter.
2. Click Usages.
The Usages window appears.
3. Enter data in appropriate fields.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

364-4 Oracle Student System User’s Guide

 Entering Address, Usage, and Contact Details Procedure

Entering Contact Details

To enter a person, institution, organizational unit, location, or venue’s contact
details, perform the following steps.
1. In Oracle Student System, navigate as described in Entering Address Details in
this chapter.
2. Click Contacts.
The Contacts window appears.
3. Enter data in appropriate fields.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Optionally, go to the Email tab and enter data in appropriate fields.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Addresses Procedure 364-5

Addresses Window

Addresses Window

Figure 364–1 Addresses Window

364-6 Oracle Student System User’s Guide

 365
Country Codes Procedure

This chapter describes how to create country codes. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating New Country Codes Procedure
■ Country Codes Window

Country Codes Procedure 365-1

Definition

Definition
The country codes procedure creates institution-defined country codes.

Overview
The Country Codes window is used to enter and maintain the institution-defined
set of country codes. Each institution-defined country code must be mapped to
government country codes. Country codes are used to enter statistical details for
persons in the Student DETYA Statistics window.
For example, the government country code for Albania is S011. Institutions can use
the Country Codes procedure to define a country code that maps to S011 for
Albania.
Institutions need to know the states within countries from which their students
come. This feature can be used to subdivide the government code S302 for the
United States into states such as Alaska and California that map to the country code
S302.

365-2 Oracle Student System User’s Guide

 Creating New Country Codes Procedure

Creating New Country Codes Procedure

To create a new country code record, perform the following steps.
1. In Oracle Student System, navigate to the Country Codes window as follows:
Setups - Government Reference - Country Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ Users are advised to modify the country code only to correct an error in the
description or if the country’s name changes.
■ If a country code has been assigned to a student enrollment, it cannot be
deleted. To close a country code record and prevent further use, select the
Closed check box.
3. In the Country Code field of a blank record, enter the new country code.
4. In the Description field, enter a corresponding description for the country code.
5. In the Government Country Code field, select the government country code
that the new country code maps to from the list of values. Alternatively, enter a
valid value. This is mandatory. If Government Country Code is not yet set up
for this country, you will not be able to set up the country code.
6. In the Notes field, enter other information regarding the country code.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Country Codes Procedure 365-3

Country Codes Window

Country Codes Window

Figure 365–1 Country Codes Window

365-4 Oracle Student System User’s Guide

 366
Language Codes Procedure

This chapter describes how to create language codes. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Language Codes Procedure
■ Language Codes Window

Language Codes Procedure 366-1

Definition

Definition
The language codes procedure creates institution-defined language codes.

Overview
The Language Codes window is used to enter and maintain the institution-defined
set of language codes. These are comparable to government language codes, but
they provide greater flexibility, with the ability to subdivide government codes and
to use more meaningful codes. Each institution-defined language code must be
mapped to a government language code. Language codes are used in the Student
DETYA Statistics window.
For example, the government language code for Australian Aboriginal languages is
10. Institutions can define a code such as Aboriginal that maps to 10.

366-2 Oracle Student System User’s Guide

 Creating Language Codes Procedure

Creating Language Codes Procedure

To create a new language code, perform the following steps.
1. In Oracle Student System, navigate to the Language Codes window as follows:
Setups - Government Reference - Language Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a language code has been assigned to a student enrollment, it cannot be
deleted. To close a language type and prevent further use, select the Closed
check box.
3. In the Language Code field of a blank record, enter the new language code.
4. In the Description field, enter the corresponding description for the language
code.
5. In the Government Language Code field, select the government language code
to which the new language maps from the list of values. Alternatively, enter a
valid value.
6. In the Notes field, enter other information regarding the language code.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Language Codes Procedure 366-3

Language Codes Window

Language Codes Window

Figure 366–1 Language Codes Window

366-4 Oracle Student System User’s Guide

 367
Citizenship Codes Procedure

This chapter describes how to create citizenship codes. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Citizenship Codes Procedure
■ Citizenship Codes Window

Citizenship Codes Procedure 367-1

Definition

Definition
The citizenship codes procedure creates institution-defined citizenship codes.

Overview
The Citizenship Codes window is used to enter and maintain the
institution-defined set of citizenship codes. These are comparable to government
citizenship codes, but they provide greater flexibility, with the ability to subdivide
government codes and to use more meaningful codes. Each institution-defined
citizenship code must be mapped to a government citizenship code. Citizenship
codes are used in the Student DETYA Statistics window.
For example, the government citizenship code for New Zealand citizens is 2.
Institutions can specify the government citizenship code to use. The
institution-defined code Nz-Citizen could map to the government code 2.

367-2 Oracle Student System User’s Guide

 Creating Citizenship Codes Procedure

Creating Citizenship Codes Procedure

To create a citizenship code, perform the following steps.
1. In Oracle Student System, navigate to the Citizenship Codes window as
follows:
Setups - Government Reference - Citizenship Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ Users are advised to modify a citizenship code only to correct an error in
the description.
■ If a citizenship code has been assigned to a student enrollment, it cannot be
deleted. To close a citizenship code and prevent further use, select the
Closed check box.
3. In the Citizenship Code field of a blank record, enter the new citizenship code.
4. In the Description field, enter the corresponding description for the citizenship
code.
5. In the Government Citizenship Code field, select the government citizenship
code to which the new citizenship code maps from the list of values.
Alternatively, enter a valid value.
6. In the Notes field, enter other information regarding the citizenship code.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Citizenship Codes Procedure 367-3

Citizenship Codes Window

Citizenship Codes Window

Figure 367–1 Citizenship Codes Window

367-4 Oracle Student System User’s Guide

 368
Aboriginal/Torres Codes Procedure

This chapter describes how to create Aboriginal and Torres Strait Islander (ATSI)
codes. The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Aboriginal or Torres Strait Islander Codes Procedure
■ Aboriginal/Torres Codes Window

Aboriginal/Torres Codes Procedure 368-1

Definition

Definition
The ATSI codes procedure creates institution-defined ATSI codes.

Overview
The Aboriginal/Torres Codes window is used to enter and maintain the
institution-defined set of ATSI codes. These are comparable to government ATSI
codes, but they provide greater flexibility, with the ability to subdivide government
codes and to use more meaningful codes. Each institution-defined code must be
mapped to a government Aboriginal or Torres Strait Islander code. ATSI codes are
used in the Student DETYA Statistics window.
For example, element 316 of the Higher Education Student Data Collection is a
single numeric code that indicates whether the student identifies himself or herself
as being of Australian Aboriginal or Torres Strait Islander descent. Values for the
code are 1, 2, or 9. This window can be used by an institution to define a set of
equivalent codes that have a more obvious meaning, as shown in Table 368–1.

Table 368–1 ATSI Codes Example

Government Code Institution Code Meaning
1 ATSI Aboriginal or Torres Strait
Islander descent
2 NOT-ATSI Not Aboriginal or Torres Strait
Islander descent
9 UNKNOWN No information

368-2 Oracle Student System User’s Guide

 Creating Aboriginal or Torres Strait Islander Codes Procedure

Creating Aboriginal or Torres Strait Islander Codes Procedure

To create an Aboriginal or Torres Strait Islander code, perform the following steps.
1. In Oracle Student System, navigate to the Aboriginal/Torres Codes window as
follows:
Setups - Government Reference - Aboriginal/Torres Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ Users are advised to modify an Aboriginal or Torres Strait Islander code
only to correct an error in the description.
■ If an Aboriginal or Torres Strait Islander code has been assigned to a
student enrollment, it cannot be deleted. To close an Aboriginal or Torres
Strait Islander code and prevent further use, select the Closed check box.
3. In the Aboriginal/Torres Code field of a blank record, enter the new Aboriginal
or Torres Strait Islander code.
4. In the Description field, enter the corresponding description for the Aboriginal
or Torres Strait Islander code.
5. In the Government Aboriginal/Torres Code field, select the government
Aboriginal or Torres Strait Islander code from the list of values, or enter a valid
value.
6. In the Notes field, enter other information regarding this code.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Aboriginal/Torres Codes Procedure 368-3

Aboriginal/Torres Codes Window

Aboriginal/Torres Codes Window

Figure 368–1 Aboriginal/Torres Codes Window

368-4 Oracle Student System User’s Guide

 369
Special Need Types Procedure

This chapter describes how to create special need types. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Special Need Types Procedure
■ Special Need Types Window

Special Need Types Procedure 369-1

Definition

Definition
The special need types procedure creates institution-defined special need types.

Overview
The Special Need Types window is used to enter and maintain the
institution-defined set of disability type codes. These are comparable to government
disability codes, but they provide greater flexibility, with the ability to subdivide
government codes and to use more meaningful codes.
Each institution-defined disability type code must be mapped to a government
disability code. Disability type codes are used in the Student DETYA Statistics
window and the Persons Special Needs window.
For example, the government disability codes represent yes or no answers to
questions about specific disabilities. In this system, meaningful codes can be set up
to describe each government disability type. Institution-defined codes can then be
mapped to the government codes. An institution-defined disability type code is
assigned to a student who specifies a disability type. The system converts the
information about the student disabilities into yes or no answers regarding each
disability type that is used for the purpose of statistical reporting.

369-2 Oracle Student System User’s Guide

 Creating Special Need Types Procedure

Creating Special Need Types Procedure

To create an institution-defined special need type, perform the following steps.
1. In Oracle Student System, navigate to the Special Need Types window as
follows:
Person Reference - Setup - Special Need Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ An institution-defined disability type cannot be deleted if it has been used
in a person disability record. However, to close the institution-defined
disability type and prevent any further use, select the Closed check box.
3. In the Disability Type field of a blank record, enter the new disability type code.
4. In the Description field, enter the corresponding description for the disability
type.
5. In the Government Disability Type field, select the government disability type
to which the new institution-defined disability type maps from the list of
values, or enter a valid value.
More than one active institution-defined disability type can exist for each
government disability type.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Special Need Types Procedure 369-3

Special Need Types Window

Special Need Types Window

Figure 369–1 Special Need Types Window

369-4 Oracle Student System User’s Guide

 370
Person ID Types Procedure

This chapter describes how to create a person ID type. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Person ID Types Procedure
■ Person ID Types Window

Person ID Types Procedure 370-1

Definition

Definition
The person ID types procedure creates a type of personal identification.

Overview
A person is assigned an Oracle Student System identification number (Person
Number), but can have other identification codes. A person identification type
identifies the purpose of an identification code. It can be mapped to a
system-defined person identification type. If an identification code is from another
system or organization, it is assigned a system-defined institution code.
For example, a person who is both a student and a staff member has a student
identification number and a staff number. The staff number is entered as an
alternative person identification. A person identification type, Staff, is assigned to
all alternative person identifications for staff members to distinguish them from
alternative person identifications of other types.
Each person ID type permits an additional code to be entered against a person
record to enable another way of uniquely identifying this record of data. The
alternative identifier is an instance of a person ID type and value for that ID when it
is associated with a record.

370-2 Oracle Student System User’s Guide

 Creating Person ID Types Procedure

Creating Person ID Types Procedure

To create a person ID type, perform the following steps.
1. In Oracle Student System, navigate to the Person ID Types window as follows:
Person Reference - Setup - Person ID Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a person identification type defines an existing alternative person ID for a
person, it cannot be deleted.
3. In the System Person ID Type field, select the system-defined identification type
to which the person identification type corresponds from the list of values.
4. In the Institution Code field, select the institution code for the institution to
which the person identification type applies from the list of values.
5. If the person identification type is the preferred person identification type for
the institution, select the Preferred check box.
Note: Only one person identification type can have the Preferred check box
selected.
Note: When the user selects the Preferred check box, the system checks that the
check box is not selected in another record. If it is selected in another record, the
user cannot select the Preferred check box.
6. To prevent two persons from having the same alternate person identification for
this person identification type, select the Unique check box.
Note: When the user selects the Unique check box, the system checks that
duplicate records do not exist. If duplicate records exist, the system issues a
warning message and the user cannot select the Unique check box.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Person ID Types Procedure 370-3

Person ID Types Window

Person ID Types Window

Figure 370–1 Person ID Types Window

370-4 Oracle Student System User’s Guide

 371
Permanent Resident Codes Procedure

This chapter describes how to create permanent resident codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Permanent Resident Codes Procedure
■ Permanent Resident Codes Window

Permanent Resident Codes Procedure 371-1

Definition

Definition
The permanent resident codes procedure creates institution-defined permanent
resident codes.

Overview
The Permanent Resident Codes window is used to enter and maintain the
institution-defined set of residency codes. These are comparable to government
permanent resident codes, but they provide greater flexibility, with the ability to
subdivide government codes and to use more meaningful codes. Each
institution-defined residency code must be mapped to a government permanent
residency code.
This feature, for example, could be used to create meaningful codes for permanent
residency that map to numeric government codes as shown in Table 371–1.

Table 371–1 Permanent Resident Code Example

Permanent Resident Code Government Permanent Resident Code
NOT PERM 0
MET-IN 1
MET-OUT 2
PERMANENT 3

371-2 Oracle Student System User’s Guide

 Creating Permanent Resident Codes Procedure

Creating Permanent Resident Codes Procedure

To create a permanent resident code record, perform the following steps.
1. In Oracle Student System, navigate to the Permanent Resident Codes window
as follows:
Person Reference - Setup - Permanent Resident Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a permanent resident code has been assigned to a student enrollment, it
cannot be deleted. However, to close the permanent resident code and
prevent further use, select the Closed check box.
3. In the Permanent Resident Code field of a blank record, enter the new
permanent resident code.
4. In the Description field, enter the corresponding description for the resident
code.
5. In the Government Permanent Resident Code field, select the government code
to which the new code maps from the list of values, or enter a valid value.
6. In the Notes field, enter other information regarding this permanent resident
code.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Permanent Resident Codes Procedure 371-3

Permanent Resident Codes Window

Permanent Resident Codes Window

Figure 371–1 Permanent Resident Codes Window

371-4 Oracle Student System User’s Guide

 372
Suburb Postcodes Procedure

This chapter describes how to create suburb postcodes. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Suburb Postcodes Procedure
■ Suburb Postcodes Window

Suburb Postcodes Procedure 372-1

Definition

Definition
The suburb postcodes procedure creates suburb postcodes.

Overview
The Suburb Postcodes window is used to enter and maintain the list of available
postcodes. An individual postcode can represent several suburbs, towns, or cities.
In Oracle Student System, postcodes are used for addresses and for person
statistics. This window is not used for overseas postcodes, zip codes, or other
address codes. These are not maintained in the system but are entered as required
against overseas addresses.

372-2 Oracle Student System User’s Guide

 Creating Suburb Postcodes Procedure

Creating Suburb Postcodes Procedure

To create a suburb postcode record, perform the following steps.
1. In Oracle Student System, navigate to the Suburb Postcodes window as follows:
Person Reference - Setup - Suburb Postcodes
2. Enter data in appropriate fields.
The following information applies to this step:
■ Users are advised to modify a postcode only to correct an error in the
suburb description.
■ If a postcode has been assigned to an address or statistics record, it cannot
be deleted. To close a postcode and prevent further use, select the Closed
check box.
3. In the Postcode field of a blank record, enter the new postcode.
4. In the Suburbs field, enter the corresponding suburb, town, or city for the
postcode.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Suburb Postcodes Procedure 372-3

Suburb Postcodes Window

Suburb Postcodes Window

Figure 372–1 Suburb Postcodes Window

372-4 Oracle Student System User’s Guide

 373
Person Note Types Procedure

This chapter describes how to create person note types. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Person Note Types Procedure
■ Person Note Types Window

Person Note Types Procedure 373-1

Definition

Definition
The person note types procedure creates the types of notes that can be associated
with a person record.

Overview
Information relating to each person entered in the database can be supplemented by
adding notes to the personal details records. Institutions can use the note types
specified in the Person Note Types window to group the notes according to similar
characteristics.
For example, note types for Prizes or Discipline can be set up using this window. A
note about a student can be assigned to one of these note types. It would then be
possible to create a report that contained notes only about prizes awarded to the
student or about disciplinary matters relating to the student.

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 Creating Person Note Types Procedure

Creating Person Note Types Procedure

To create a person note type, perform the following steps.
1. In Oracle Student System, navigate to the Person Note Types window as
follows:
Person Reference - Setup - Person Note Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a person note type has been used in the definition of a note, only the
description can be modified. This is not recommended unless the change in
the description is minor and does not affect its meaning. It is usually
preferable to create a new note type.
■ It is unlikely that users will need to delete person note types. If a note type
has been used in the definition of a note, it cannot be deleted.
3. In the Person Note Type field of a blank record, enter the desired name or code
of the note type.
4. In the Description field, enter a meaningful description.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Person Note Types Procedure 373-3

Person Note Types Window

Person Note Types Window

Figure 373–1 Person Note Types Window

373-4 Oracle Student System User’s Guide

 374
Set Up Person Types Procedure

This chapter describes how to set up a person type. The following sections are in
this chapter:
■ Definition
■ Overview
■ Setting Up Person Types Procedure
■ Set Up Person Types Window

Set Up Person Types Procedure 374-1

Definition

Definition
The set up person types procedure associates the institution’s person type with the
system’s person type.

Overview
A person type is an institution-defined classification of persons.
This procedure is used for creating Person Types for the institution, though
system-defined person types already exist. Each person type an institution defines
must have a system person type associated with it. Each system type may have at
most one person type associated with it, except for the system type of User Defined,
which may have multiple person types associated with it.
The person type of Other must be defined in order for a person record to be entered
into the system using the Person Details form.
When a Person Detail record is created and saved, a default Person Type record gets
generated with a person type of Other.

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 Setting Up Person Types Procedure

Setting Up Person Types Procedure

To set up a person type, perform the following steps.
1. In Oracle Student System, navigate to the Set Up Person Types window as
follows:
Person Reference - Setup - Person Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ A different system-defined person type must correspond to each
institution-defined person type, except for a User Defined system-defined
person type, which can correspond to more than one institution-defined
person type.
■ A person type cannot be deleted.
■ If a record has dependent children records, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Set Up Person Types Procedure 374-3

Set Up Person Types Window

Set Up Person Types Window

Figure 374–1 Set Up Person Types Window

374-4 Oracle Student System User’s Guide

 375
Mandatory Data by Person Types Procedure

This chapter describes how to indicate data is mandatory or preferred for a person
type. The following sections are in this chapter:
■ Definition
■ Overview
■ Indicating Mandatory or Preferred Data for Person Types Procedure
■ Mandatory Data by Person Types Window

Mandatory Data by Person Types Procedure 375-1

Definition

Definition
The mandatory data by person type procedure indicates which data elements are
mandatory or preferred by person type.

Overview
When data in the Person Details, Record Admission Enquiries, Student
Enrollments, and Direct Admission windows is modified, the system uses
information in the Mandatory Data by Person Types window to check if a data
element is mandatory, preferred, or neither mandatory nor preferred.
If a data element is mandatory and the user makes it null, an error message appears
and data must be entered. If a data element is preferred and the user makes it null, a
warning message appears, but it can remain null. If a data element is neither
mandatory nor preferred, no message appears and it can remain null.
If the user attempts to modify the person type with a concurrent process and person
records are missing mandatory data for that new person type, the concurrent
process skips those records and list them in the discrepancy report at the end.

375-2 Oracle Student System User’s Guide

 Indicating Mandatory or Preferred Data for Person Types Procedure

Indicating Mandatory or Preferred Data for Person Types Procedure

To indicate data is mandatory or preferred for a person type, perform the following
steps.
1. In Oracle Student System, navigate to the Mandatory Data by Person Types
window as follows:
Person Reference - Setup - Mandatory Data by Person Type
2. Query the appropriate person type record.
3. Enter data in appropriate fields. Select for each data element whether that item
is required, preferred, or none in the Required field.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Mandatory Data by Person Types Procedure 375-3

Mandatory Data by Person Types Window

Mandatory Data by Person Types Window

Figure 375–1 Mandatory Data by Person Types Window

375-4 Oracle Student System User’s Guide

 376
County Codes Procedure

This chapter describes how to set up a county code. The following sections are in
this chapter:
■ Definition
■ Overview
■ Setting Up County Codes Procedure
■ County Codes Window

County Codes Procedure 376-1

Definition

Definition
The county codes procedure sets up a county code.

Overview
A county code is a code an institution uses to represent a county.

376-2 Oracle Student System User’s Guide

 Setting Up County Codes Procedure

Setting Up County Codes Procedure

To set up a county code, perform the following steps.
1. In Oracle Student System, navigate to the County Codes window as follows:
Person Reference - Setup - County Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ County codes cannot be modified.
■ If a record has dependent children records, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

County Codes Procedure 376-3

County Codes Window

County Codes Window

Figure 376–1 County Codes Window

376-4 Oracle Student System User’s Guide

 377
Province Codes Procedure

This chapter describes how to set up a province code. The following sections are in
this chapter:
■ Definition
■ Overview
■ Setting Up Province Codes Procedure
■ Province Codes Window

Province Codes Procedure 377-1

Definition

Definition
The province codes procedure sets up a province code.

Overview
A province code is a code an institution uses to represent a province.

377-2 Oracle Student System User’s Guide

 Setting Up Province Codes Procedure

Setting Up Province Codes Procedure

To set up a province code, perform the following steps.
1. In Oracle Student System, navigate to the Province Codes window as follows:
Person Reference - Setup - Province Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ Province codes cannot be modified.
■ If a record has dependent children records, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Province Codes Procedure 377-3

Province Codes Window

Province Codes Window

Figure 377–1 Province Codes Window

377-4 Oracle Student System User’s Guide

 378
State Codes Procedure

This chapter describes how to set up a state code. The following sections are in this
chapter:
■ Definition
■ Overview
■ Setting Up State Codes Procedure
■ State Codes Window

State Codes Procedure 378-1

Definition

Definition
The state codes procedure sets up a state code.

Overview
A state code is a code an institution uses to represent a state.

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 Setting Up State Codes Procedure

Setting Up State Codes Procedure

To set up a state code, perform the following steps.
1. In Oracle Student System, navigate to the State Codes window as follows:
Person Reference - Setup - State Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ State codes cannot be modified.
■ If a record has dependent children records, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

State Codes Procedure 378-3

State Codes Window

State Codes Window

Figure 378–1 State Codes Window

378-4 Oracle Student System User’s Guide

 379
Delivery Point Codes Procedure

This chapter describes how to set up a delivery point code. The following sections
are in this chapter:
■ Definition
■ Overview
■ Setting Up Delivery Point Codes Procedure
■ Delivery Point Codes Window

Delivery Point Codes Procedure 379-1

Definition

Definition
The delivery point codes procedure sets up a code for delivery point routing of
mail.

Overview
A delivery point is a detailed identifier used to automate routing of mail. In the
United States the number represented by a barcode on a piece of mail may be the
eleven digit numeric code formed by the postcode plus four digits. This field is not
restricted to eleven characters any may actually include up to 50 characters.
A delivery point code is a code an institution uses to represent a delivery point.
Some institutions may use this information to pre-sort their mail before collection
by the postal staff.

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 Setting Up Delivery Point Codes Procedure

Setting Up Delivery Point Codes Procedure

To set up a delivery point code, perform the following steps.
1. In Oracle Student System, navigate to the Delivery Point Codes window as
follows:
Person Reference - Setup - Delivery Point Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ Delivery point codes cannot be modified.
■ If a record has dependent children records, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Delivery Point Codes Procedure 379-3

Delivery Point Codes Window

Delivery Point Codes Window

Figure 379–1 Delivery Point Codes Window

379-4 Oracle Student System User’s Guide

 380
Person Alias Types Procedure

This chapter describes how to set up a person alias type. The following sections are
in this chapter:
■ Definition
■ Overview
■ Setting Up Person Alias Types Procedure
■ Person Alias Types Window

Person Alias Types Procedure 380-1

Definition

Definition
The person alias types procedure sets up an alias type for a person.

Overview
A person alias type is an institution-defined classification of person aliases. A
person alias is an alternative name by which a person is known, such as a maiden
name or alternative name.
Person alias types are not updateable. They can be deleted if not already used
against a person’s record. A description for the alias must be entered.

380-2 Oracle Student System User’s Guide

 Setting Up Person Alias Types Procedure

Setting Up Person Alias Types Procedure

To set up a person alias type, perform the following steps.
1. In Oracle Student System, navigate to the Person Alias Types window as
follows:
Person Reference - Setup - Person Alias Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a record has dependent children records, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Person Alias Types Procedure 380-3

Person Alias Types Window

Person Alias Types Window

Figure 380–1 Person Alias Types Window

380-4 Oracle Student System User’s Guide

 381
Private Data Groups Procedure

This chapter describes how to define private data groups. The following sections are
in this chapter:
■ Definition
■ Overview
■ Private Data Groups Procedure
■ Private Data Groups Window

Private Data Groups Procedure 381-1

Definition

Definition
The private data groups procedure defines groups which require a level of data
privacy.

Overview
Private data groups are defined in order to set up a collection of data elements in
the system as well as data collected or maintained outside the system. For example,
paper copies of income tax forms.
The data groups each have a level, 1 through 5, associated with them ranging from
low to high levels of privacy.
When a person’s record is associated with a privacy data group, their record shows
the data item or items which are potentially sensitive with a lamp lit on the upper
left side.
Note: The institution takes sole responsibility of release of information within their
system.

381-2 Oracle Student System User’s Guide

 Private Data Groups Procedure

Private Data Groups Procedure

To define a private data group, perform the following steps.
1. In Oracle Student System, navigate to the Private Data Groups window as
follows:
Person Reference - Setup - Privacy Data Groups
2. Enter or update data in appropriate fields.
Note: A data group can be made unavailable by selecting the Closed check box.
It may also be deleted if it has no person records associated with it.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Private Data Groups Procedure 381-3

Private Data Groups Window

Private Data Groups Window

Figure 381–1 Private Data Groups Window

381-4 Oracle Student System User’s Guide

 382
Person Code Classes Setup Procedure

This chapter describes how to set up person code classes, including insurance detail
codes, residency detail codes, military detail codes, special need codes, and person
statistics codes:
■ Definition
■ Overview
■ Person Code Classes Setup Procedure
■ Insurance Detail Codes Window
■ Residency Detail Codes Window
■ Military Detail Codes Window
■ Special Need Codes Window
■ Person Statistics Codes Window

Person Code Classes Setup Procedure 382-1

Definition

Definition
The person code classes setup procedure sets up person code classes, including
insurance detail codes, residency detail codes, military detail codes, special need
codes, and person statistics codes.

Overview
Table 382–1 lists the person code classes, the windows in which they are set up, and
the windows in which they are used.

Table 382–1 Person Code Class Windows

Window in Which Person
Person Code Class Setup Window Code Class Used
Insurance Detail Codes Insurance Detail Codes Person Health and
Insurance Details
Residency Detail Codes Residency Detail Codes Person Residency Details
Military Detail Codes Military Detail Codes Person Military Details
Special Need Codes Special Need Codes Persons Special Needs
Person Statistics Codes Person Statistics Codes Person Statistics

382-2 Oracle Student System User’s Guide

 Person Code Classes Setup Procedure

Person Code Classes Setup Procedure

The person code classes setup procedure includes the following parts:
■ Setting Up Insurance Detail Codes
■ Setting Up Residency Detail Codes
■ Setting Up Military Detail Codes
■ Setting Up Special Need Codes
■ Setting Up Person Statistics Codes

Setting Up Insurance Detail Codes

To set up insurance detail codes, perform the following steps.
1. In Oracle Student System, navigate to the Insurance Detail Codes window as
follows:
Person Reference - Setup - Insurance Detail Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a record has dependent children records, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select the code classification from the list of values.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Setting Up Residency Detail Codes

To set up residency detail codes, perform the following steps:
1. In Oracle Student System, navigate to the Residency Detail Codes window as
follows:
Person Reference - Setup - Residency Detail Codes
2. Enter data in appropriate fields.
The following information applies to this step:

Person Code Classes Setup Procedure 382-3

Person Code Classes Setup Procedure

■ If a record has dependent children records, it cannot be deleted.

■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select the code classification from the list of values.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Setting Up Military Detail Codes

To set up military detail codes, perform the following steps.
1. In Oracle Student System, navigate to the Military Detail Codes window as
follows:
Person Reference - Setup - Military Detail Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a record has dependent children records, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select the code classification from the list of values.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Setting Up Special Need Codes

To set up special need codes, perform the following steps.
1. In Oracle Student System, navigate to the Special Need Codes window as
follows:
Person Reference - Setup - Special Need Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a record has dependent children records, it cannot be deleted.

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 Person Code Classes Setup Procedure

■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select the code classification from the list of values.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Setting Up Person Statistics Codes

To set up person statistics codes, perform the following steps.
1. In Oracle Student System, navigate to the Person Statistics Codes window as
follows:
Person Reference - Setup - Person Statistics Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a record has dependent children records, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Class field, select the code classification from the list of values.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Person Code Classes Setup Procedure 382-5

Insurance Detail Codes Window

Insurance Detail Codes Window

Figure 382–1 Insurance Detail Codes Window

382-6 Oracle Student System User’s Guide

 Residency Detail Codes Window

Residency Detail Codes Window

Figure 382–2 Residency Detail Codes Window

Person Code Classes Setup Procedure 382-7

Military Detail Codes Window

Military Detail Codes Window

Figure 382–3 Military Detail Codes Window

382-8 Oracle Student System User’s Guide

 Special Need Codes Window

Special Need Codes Window

Figure 382–4 Special Need Codes Window

Person Code Classes Setup Procedure 382-9

Person Statistics Codes Window

Person Statistics Codes Window

Figure 382–5 Person Statistics Codes Window

382-10 Oracle Student System User’s Guide

 383
Person Reference Concurrent Processes
Procedure

This chapter describes how to run Person Reference concurrent processes. The
following sections are in this chapter:
■ Definition
■ Overview
■ Person Reference Concurrent Processes Procedure
■ Person Address Labels Concurrent Process
■ Identify Duplicate Persons Concurrent Process
■ Review Duplicate Person Records - Report Concurrent Process

Person Reference Concurrent Processes Procedure 383-1

Definition

Definition
The Person Reference concurrent processes allow the user to execute processes and
reports for person records.

Overview
The Person Reference concurrent processes allow the user to generate address
labels, identify duplicate person records, and review duplicate person records.

383-2 Oracle Student System User’s Guide

 Person Reference Concurrent Processes Procedure

Person Reference Concurrent Processes Procedure

To run a Person Reference concurrent process, perform the following steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Request window appears.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the tables in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Person Reference Concurrent Processes Procedure 383-3

Person Address Labels Concurrent Process

Person Address Labels Concurrent Process

The Person Address Labels concurrent process produces address labels for each
person in a person ID group with his or her current correspondence address.
Typically, address labels are used for mailing admission inquiry packages.

Table 383–1 Person Address Labels Concurrent Process Parameters

Parameter Description
COMMENT comment that appears on header page of report
PERSON ID GROUP person ID group

The Person Address Labels concurrent process is run in batch and immediate
modes by an Admissions specialist daily during admission periods, and as required
throughout the year. Before running this concurrent process, the user must create a
person ID group using the Process Admission Inquiry concurrent process or the
Person ID Group Definitions window. This concurrent process cannot be scheduled
to run with the Process Admission Inquiry concurrent process because a person ID
group must exist before it can be selected.
The Person Address Labels concurrent process produces a report printing address
labels for each person in the person ID group on standard A4 label stationery. Each
label is 98mm by 38mm, which produces 2 by 7, or 14, labels per sheet.

383-4 Oracle Student System User’s Guide

 Identify Duplicate Persons Concurrent Process

Identify Duplicate Persons Concurrent Process

The Identify Duplicate Persons concurrent process identifies duplicate person
records using the duplicate record match criteria. The concurrent process identifies
exact or partial matches and marks records for review in the Review Duplicate
Records window. The concurrent process creates a report if requested by the user.
The report identifies exact and partial matches using the duplicate record match
criteria selected.

Table 383–2 Identify Duplicate Persons Concurrent Process Parameters

Parameter Description
Match Set ID match set ID
Report Requested valid values are Y and N

Person Reference Concurrent Processes Procedure 383-5

Review Duplicate Person Records - Report Concurrent Process

Review Duplicate Person Records - Report Concurrent Process

The Review Duplicate Person Records - Report concurrent process displays
duplicate person records in a report. The concurrent process creates a report of
records identified as exact or partial matches from the Identify Duplicate Persons
concurrent process.

Table 383–3 Review Duplicate Person Records - Report Concurrent Process

Parameters
Parameter Description
Match Set ID match set ID
Batch ID batch ID

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 384
Tracking Overview

This chapter provides an overview of the Tracking subsystem.

The following sections are in this chapter:
■ Purpose
■ Terminology
■ Procedures
■ Setting Up Tracking Reference Data

Tracking Overview 384-1

Purpose

Purpose
The Tracking subsystem monitors the movement of documents or the progress of
defined processes. As documents or processes proceed through sequential steps,
these steps are recorded in the system. Progress is determined by the steps that are
completed.
Each item being monitored is called a tracking item.
Tracking items can be manually recorded or started by processes within other
subsystems. Table 384–1 lists examples of system-initiated tracking items.

Table 384–1 System-Initiated Tracking Items

Subsystem Tracking Item
Admissions Applications for admission can be monitored through
the approval and offer process.
Rejected offers can be monitored if the application for
admission will be considered for other program
preferences in subsequent rounds.
Advanced Manually-assessed advanced standing applications can
Standing be tracked through the approval process.
Assessments Applications for extensions to due dates of assessment
items can be recorded individually and monitored.
Preparation and printing of examination papers and
mark sheets can be monitored.
Each application for special consideration in the
determination of results can be tracked.
Applications for review of student unit attempt
outcomes, or results, can be individually tracked.

Terminology
A tracking item is a document or process monitored by the Tracking subsystem.
A tracking type is an institution-defined type that identifies and classifies items
being tracked, which maps to system-defined tracking types.

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 Procedures

Procedures
The Tracking subsystem includes the following procedures:
■ Creating Tracking Items
■ Recording Tracking Item Progress
■ Inquiring About Tracking Items
■ Using Tracking Groups
■ Recording Tracking Notes

Creating Tracking Items

Tracking items are manually recorded in the Tracking Items window. The following
details are recorded:
■ status of the tracking item
■ tracking type of the tracking item
■ person who is the subject of the tracking item, if applicable
■ tracking item's originator
■ steps involved in the process being tracked
Each tracking item is recorded with a Completion Required By date. The date is
calculated by the system as the tracking item's start date plus the number of target
days for its tracking type, as specified in the Tracking Item Notes window.
Each tracking item should be associated with a set of tracking steps. A tracking type
associated with a tracking item can have a set of default tracking steps. The set of
default steps can be modified by adding new steps or deleting existing steps.
Every step is assigned an action date and a recipient. For default steps, the action
date is inserted by the system and is calculated as follows:
■ for nonsequential steps, the tracking item's start date plus the action days
allowed for that step to be performed, as defined in the Tracking Item Notes
window
An action date must be manually calculated and entered for steps that are
added.

Tracking Overview 384-3

Procedures

■ for sequential steps, the tracking item's start date plus the action days for any
previous steps plus the action days allowed for that step to be performed, as
defined in the Tracking Item Notes window
An action date must be manually calculated and entered for steps that are
added. Later steps are adjusted by the additional number of action days. When
the action date of a step is altered, or the completion date of a step is earlier or
later than its action date, the system recalculates action dates for subsequent
steps.
The default recipient for each step is either specified in the Tracking Item Notes
window or the originator of the tracking item becomes the default. The recipient
can be overridden. If additional steps are added in the Tracking Items window, the
recipient must be entered manually.
Steps not required can be bypassed. When steps are bypassed, the system adjusts
calculated action dates.
In performing date calculations, the user can specify whether only business days are
to be used and whether the tracking steps must be performed in order.

Recording Tracking Item Progress

Once a tracking item is created, the Tracking Items window records when each step
of a tracking item is completed. Setting the Step Completion flag to Yes causes the
current date to be recorded as the completion date, but this completion date can be
overridden.
When all tracking steps of a tracking item are complete, the completion date of the
last step is automatically recorded as the completion date of the item. The status of
the item is manually set to COMPLETE.
The tracking process can be completed without all steps being performed if the
remaining steps are no longer required, or a tracking item is cancelled.
To end the tracking process, click Early Exit in the Tracking Items window and click
an appropriate tracking status when prompted. Incomplete steps have the Bypass
indicator set, and the completion date of the tracking item is set to the current date.

Inquiring About Tracking Items

The Tracking Items window is used to inquire about tracking items. Querying by
attributes other than tracking ID is likely to return multiple records. When the
required record is located, its tracking steps are displayed. Progress of a tracking
item is determined by completed or bypassed steps.

384-4 Oracle Student System User’s Guide

 Procedures

Using Tracking Groups

The Tracking Groups window records tracking items with a common characteristic,
and monitors progress of the items as a group. A tracking group has the status
ACTIVE if it has one or more open tracking items and the status COMPLETE if all
tracking items are complete or cancelled. Individual tracking items are managed
individually. Tracking item records that belong to one or more groups have a
GROUP MEMBER lamp displayed in the corner of the Tracking Items window.

Recording Tracking Notes

Note functionality records detailed notes about records in the Tracking subsystem.
Notes can record the following information:
■ purpose of tracking steps
■ documentation received in support of tracking items
■ description of the performance of tracking steps
For information on note functionality, see Chapter 17, Text Notes Procedure.

Tracking Overview 384-5

Setting Up Tracking Reference Data

Setting Up Tracking Reference Data

This section provides system administrators and subsystem specialists with
information required to set up and maintain Tracking subsystem reference data.
Setting up reference data for the Tracking subsystem includes the following parts:
■ Recording Tracking Types
■ Creating Tracking Items
■ Recording Tracking Item Progress

Recording Tracking Types

Institution-defined tracking types are recorded in the Tracking Types window and
are mapped to a tracking type recognized by the system. Four system tracking
types, UNDEFINED, ASSIGNMENT, RES-TEX, and RES-TEM currently exist.
A number of target days must be recorded for each tracking type. Target days
represent the time needed to complete a particular tracking item. The system uses
target days to calculate the value of the Completion Required By date field for a
tracking item.
Tracking types can be set to use either business days or calendar days in date
calculations.
The process for tracking items of a particular tracking type is defined by tracking
type steps. Tracking type steps are assigned to a tracking type in the Tracking Types
window and are associated with tracking items that belong to that type when the
items are created in the Tracking Items window. The number of action days
recorded with each tracking type step is used to calculate the action date of the
tracking item step. Steps can be completed sequentially or nonsequentially.
Each step can have a recipient associated with it. The recipient identifies the person
responsible for performing the step and is optional. The default recipient is the
recipient named for another tracking item step of the same tracking type, but the
default recipient can be overridden in the Tracking Items window.
Notes can be recorded for a tracking type step using the Tracking Item Notes
window.

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Recording Tracking Statuses

Institution-defined tracking statuses are recorded in the Tracking Status window
and must be mapped to one of the following tracking statuses recognized by the
system:
■ ACTIVE, indicating the tracking item is started and is in progress
■ CANCELLED, indicating the tracking item was completed by the item
originator before all steps were completed. The system sets any incomplete
steps to BYPASSED status.
■ COMPLETE, indicating all tracking item steps are complete or bypassed
Tracking statuses are applied to both tracking items and tracking groups to indicate
the current state of activity.

Recording Tracking Note Types

Institution-defined tracking note types categorize notes in the Tracking subsystem,
and are recorded in the Tracking Note Types window. Notes are categorized by one
of the following types:
■ PURPOSE, for notes describing the purpose of a tracking step
■ SUPPORT, for notes describing documentation received in support of a tracking
item
■ COMMENT, for notes describing the performance of a tracking step

Tracking Overview 384-7

Setting Up Tracking Reference Data

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 385
Tracking Items Procedures

This chapter describes how to create tracking items and tracking steps, and record
progress. The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Tracking Items Procedure
■ Creating Tracking Step Procedure
■ Recording Tracking Item Progress Procedure
■ Tracking Items Window

Tracking Items Procedures 385-1

Definition

Definition
The tracking items procedure allows the user to create, maintain, query, and
monitor progress of tracking items.

Overview
Tracking items entered in the Tracking Items window represent particular
documents or processes to be monitored using the Tracking subsystem.
Items must be assigned a tracking type. Tracking types are entered in the Tracking
Types window. Details from this window supply data and date calculations that are
automatically displayed in the Tracking Items window.
Administrative stages or steps required for completing a document or a process are
detailed in the Tracking Steps region. If a default set of steps exists for the tracking
type selected, they are displayed when this region is entered. If no steps have been
recorded against the type, all steps must be created, including the action dates and
recipients for each. Steps can also be added or deleted.
If recipients have not been recorded for any default step, the system enters the
originator of the item as recipient. Only the originator of an item can create, add or
delete steps. The originator can sign off on any step, but typically, the recipient or
the person taking action signs off when the action is completed.
The originator or a recipient can sign off on or bypass a tracking step after action
has been taken. The recipient of the last step signs off on the item by changing its
status to a value that maps to the system tracking status Complete.
Clicking the Early Exit button allows the item's originator to sign off on all
incomplete steps automatically by setting the status for completion. The item can
also be cancelled by the originator at any time.

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 Creating Tracking Items Procedure

Creating Tracking Items Procedure

The following information applies to this procedure:
■ A tracking ID number is assigned by the system when an item record is saved.
■ Typically, when the Tracking Item Subject field displays a value, that value will
be a student's ID.
■ The start date can be altered only before the record is saved for the first time.
■ The tracking item originator's identity is taken from the Oracle Student System
registration of the current user, and cannot be changed.
■ A tracking item record can only be deleted if no step records, group
membership records, or notes are associated with it.
■ The start date is set to the present date by the system, but can be overwritten if
required.
■ The date in the Completion Required By field is supplied by the system, but can
be overwritten if required.
To create tracking items, perform the following steps.
1. In Oracle Student System, navigate to the Tracking Items window as follows:
Person Reference - Tracking - Items
2. Enter data in appropriate fields.
3. If the person is registered in Oracle Student System, enter the person's Oracle
Student System identification in the Tracking Item Subject field, or use the Find
Person window to return an ID to this window.
For information on the Find Person window, see Chapter 144, Find Person
Procedure.
4. Optionally, click the buttons described in Table 385–1 and enter data in
appropriate fields.
Table 385–1 Tracking Items Buttons
Button Description Reference
Early Exit runs Early Exit process See Recording Tracking Item
Progress, Chapter 384, Tracking
Overview.
Group Membership opens Tracking Groups See Chapter 392, Tracking Groups
window Procedure.

Tracking Items Procedures 385-3

Creating Tracking Items Procedure

Table 385–1 Tracking Items Buttons

Button Description Reference
Tracking Item Notes opens Tracking Item Notes See Chapter 386, Tracking Item
window Notes Procedure.
Tracking Step Notes opens Tracking Item Step See Chapter 387, Tracking Item
Notes window Step Notes Procedure.

5. Access the lower region to display any default steps derived from the type. If
required, enter or modify steps there, following the instructions given for the
Tracking Step region.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

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 Creating Tracking Step Procedure

Creating Tracking Step Procedure

The following information applies to this procedure:
■ If the Sequence check box is set, action dates are recognized by the system as
progressive. If the Sequence check box is not set, the number of days each step
takes to complete is calculated from the start date. Step numbers do not indicate
a sequence in this case.
■ When a sequential step is entered, the system determines the number of days
this step will take to complete, calculated from the previous date if the
Sequence check box is set, or from the start date if the Sequence check box is not
set. Action dates for subsequent steps if the Sequence check box is set are
recalculated to take account of the action days of the additional step.
To create a tracking step, perform the following steps.
1. In Oracle Student System, navigate to the Tracking Items window as follows:
Person Reference - Tracking - Items
2. Enter data in appropriate fields.
3. Optionally, click the Tracking Step Notes button described in Table 385–1 and
enter data in appropriate fields.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Tracking Items Procedures 385-5

Recording Tracking Item Progress Procedure

Recording Tracking Item Progress Procedure

The recording tracking item progress procedure allows the user to sign off on or
bypass a tracking item step, or to sign off on an item.
The following information applies to this procedure:
■ If the Sequence check box is not set, steps can be completed in any order.
■ A completion date for the step is supplied automatically when the
corresponding check box is set, but can be overwritten.
■ If the completion date of a step is earlier or later than its action date, the action
dates of any subsequent steps are automatically adjusted.
■ Signing off can be reversed by removing the completion date, deselecting the
check box, and saving the record.
To sign off on or bypass a tracking item step, perform the following steps.
1. In Oracle Student System, navigate to the Tracking Items window as follows:
Person Reference - Tracking - Items
2. Select the item step.
3. Either sign off on the step by placing a checkmark in the Step Complete check
box, or bypass it by selecting the By-pass check box.
4. Optionally, override the completion date, if it is not the current date.
5. Save.
6. Sign off on the last step, as the last recipient.
A warning message appears that all steps are completed.
7. Click OK.
8. Select a status from the list of values in the Tracking Status field or enter a value
that equates to the system status of Complete.
9. Save.
10. Sign off on an item, as the originator.

11. Select a tracking status equivalent to Cancelled or click the Early Exit button.

Note: If the Early Exit button is clicked, a status equivalent to Complete must
be selected from the list of values.
12. Save or save and continue as follows:

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 Recording Tracking Item Progress Procedure

File - Save or Save and Proceed

13. Close the window.

Tracking Items Procedures 385-7

Tracking Items Window

Tracking Items Window

Figure 385–1 Tracking Items Window

385-8 Oracle Student System User’s Guide

 386
Tracking Item Notes Procedure

This chapter describes how to set up tracking item notes. The following sections are
in this chapter:
■ Definition
■ Overview
■ Setting Up Tracking Item Notes Procedure
■ Tracking Item Notes Window

Tracking Item Notes Procedure 386-1

Definition

Definition
The tracking items notes procedure creates and maintains notes for a tracking item.

Overview
The Tracking Item Notes window can be opened only in the Tracking Items
window. In a tracking item note, the tracking item is identified by its number.
Notes are created and modified in the Tracking Item Notes region. Because notes for
items are grouped according to type, a type must be specified in the created note.
Notes can be set up, stored, and retrieved in most formats.
For example, a tracking item note of tracking note type Support and format type
Text could contain the following text: Medical Certificate Provided.

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 Setting Up Tracking Item Notes Procedure

Setting Up Tracking Item Notes Procedure

To set up a tracking item note, perform the following steps.
1. In Oracle Student System, navigate to the Tracking Item Notes window as
follows:
Person Reference - Tracking - Items
The Tracking Items window appears.
2. Query the appropriate tracking item record.
3. Click Tracking Item Notes to open the Tracking Item Notes window.
Information on the tracking item entered in the Tracking Items window
appears.
4. Select the required note format.
Note: Only notes for the specific tracking item can be entered in the Tracking
Item Notes window.
5. Optionally, click Edit Note button to edit or add notes.
6. Save or save and continue as follows:
File-Save or Save and Proceed
7. Close the window.

Tracking Item Notes Procedure 386-3

Tracking Item Notes Window

Tracking Item Notes Window

Figure 386–1 Tracking Item Notes Window

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 387
Tracking Item Step Notes Procedure

This chapter describes how to set up tracking item step notes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Tracking Item Step Notes Procedure
■ Tracking Item Step Notes Window

Tracking Item Step Notes Procedure 387-1

Definition

Definition
The tracking item step notes procedure creates and maintains notes for a tracking
item step.

Overview
The Tracking Item Step Notes window allows the user to create and maintain notes
for a tracking item step.
A tracking item step is identified by the step number assigned in the specific
tracking item and by the description of the step.
Notes for tracking steps are grouped according to the type specified when the note
was created. Notes can be set up, stored, and retrieved in most formats.
For example, a tracking item step note of tracking note type Comment and format
type Text could contain the following text: Assessor on sick leave, sent to W Bloggs.

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 Setting Up Tracking Item Step Notes Procedure

Setting Up Tracking Item Step Notes Procedure

To set up a tracking item step note, perform the following steps:
1. In Oracle Student System, navigate to the Tracking Item Step Notes window as
follows:
Person Reference - Tracking - Items
The Tracking Items window appears.
2. Query the appropriate tracking item record.
Note: Queries on notes for other than the context group cannot be made here.
3. Select the tracking step to enter a note against.
4. Click Tracking Step Notes to open the Tracking Item Step Notes window.
5. Select the required note format.
6. Enter data in appropriate fields.
7. Optionally, click Edit Note to edit or add notes.
8. Save or save and continue as follows:
File-Save or Save and Proceed
9. Close the window.

Tracking Item Step Notes Procedure 387-3

Tracking Item Step Notes Window

Tracking Item Step Notes Window

Figure 387–1 Tracking Item Step Notes Window

387-4 Oracle Student System User’s Guide

 388
Tracking Types Procedure

This chapter describes how to set up tracking types. The following sections are in
this chapter:
■ Definition
■ Overview
■ Setting Up Tracking Types Procedure
■ Tracking Types Window

Tracking Types Procedure 388-1

Definition

Definition
The tracking types procedure sets up institution-defined tracking types.

Overview
Each institution-defined tracking type is mapped to a system-defined tracking type.
Individual items or processes are monitored through the steps defined for their
tracking type. A tracking type and its associated tracking steps are assigned to each
tracking item.
All system tracking types, except for Undefined, have a specific purpose. For
example, the system tracking type assignment is linked to institution-defined
tracking types and they are used to monitor the movement of assignments.
All system tracking types have a system-defined set of tracking steps. These steps
must be entered against the institution-defined tracking type with which the system
tracking type is associated.

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 Setting Up Tracking Types Procedure

Setting Up Tracking Types Procedure

To set up a tracking type, perform the following steps.
1. In Oracle Student System, navigate to the Tracking Types window as follows:
Person Reference - Tracking - Types
The Tracking Types window appears.
2. Enter data in appropriate fields.
The following information applies to the step:
■ If a tracking type is modified, associated tracking items are not affected.
■ After a tracking type is set up, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. In the Target Days field, enter the estimated number of days to complete this
tracking type.
4. Optionally, if business days only are used in date calculations, select the
Business Days Only check box.
5. Optionally, if tracking steps are performed sequentially, select the Sequential
check box.
6. To record notes on individual tracking type steps, open the Tracking Type Step
Notes window by clicking Tracking Type Step Notes.
7. Save or save and continue as follows:
File-Save or Save and Proceed
8. Close the window.

Tracking Types Procedure 388-3

Tracking Types Window

Tracking Types Window

Figure 388–1 Tracking Types Window

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 389
Tracking Type Step Notes Procedure

This chapter describes how to set up tracking type step notes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Tracking Type Step Notes Procedure
■ Tracking Type Step Notes Window

Tracking Type Step Notes Procedure 389-1

Definition

Definition
The tracking type step procedure sets up notes on tracking type steps.

Overview
The Tracking Type Step Notes window maintains notes against individual tracking
type steps. These notes can contain reasons for the step’s existence, reasons for the
specification of a particular recipient, or details of the step’s procedure.

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 Setting Up Tracking Type Step Notes Procedure

Setting Up Tracking Type Step Notes Procedure

To set up a tracking type step note, perform the following steps.
1. In Oracle Student System, navigate to the Tracking Type Step Notes window as
follows:
Person Reference - Tracking - Types
The Tracking Types window appears.
2. Query the appropriate tracking type record.
3. Select the appropriate tracking type step.
4. Click Tracking Type Step Notes.
The Tracking Type Step Notes window appears.
5. Select the required note format.
6. Click Edit Note button to edit or add notes.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Tracking Type Step Notes Procedure 389-3

Tracking Type Step Notes Window

Tracking Type Step Notes Window

Figure 389–1 Tracking Type Step Notes Window

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 390
Tracking Status Procedure

This chapter describes how to set up tracking statuses. The following sections are in
this chapter:
■ Definition
■ Overview
■ Setting Up Tracking Statuses Procedure
■ Tracking Status Window

Tracking Status Procedure 390-1

Definition

Definition
The tracking status procedure sets up tracking statuses.

Overview
A tracking status is an institution-defined status of a tracking item indicating
whether it is active, cancelled, or completed. Each tracking item is assigned a
tracking status.

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 Setting Up Tracking Statuses Procedure

Setting Up Tracking Statuses Procedure

To set up a tracking status, perform the following steps.
1. In Oracle Student System, navigate to the Tracking Status window as follows:
Person Reference - Tracking - Status
2. Enter data in appropriate fields.
The following information applies to this step:
■ After a tracking status is set up, it cannot be deleted.
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Tracking Status Procedure 390-3

Tracking Status Window

Tracking Status Window

Figure 390–1 Tracking Status Window

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 391
Tracking Note Types Procedure

This chapter describes how to set up tracking note types. The following sections are
in this chapter:
■ Definition
■ Overview
■ Setting Up Tracking Note Types Procedure
■ Tracking Note Types Window

Tracking Note Types Procedure 391-1

Definition

Definition
The tracking note type procedure sets up tracking note types.

Overview
A tracking note type is a classification of tracking notes, such as Comment, Purpose,
or Support.

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 Setting Up Tracking Note Types Procedure

Setting Up Tracking Note Types Procedure

To set up a tracking note type, perform the following steps.
1. In Oracle Student System, navigate to the Tracking Note Types window as
follows:
Person Reference - Tracking - Note Types
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Tracking Note Types Procedure 391-3

Tracking Note Types Window

Tracking Note Types Window

Figure 391–1 Tracking Note Types Window

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 392
Tracking Groups Procedure

This chapter describes how to set up tracking groups and populate their
membership. The following sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Tracking Groups Procedure
■ Setting Up Tracking Group Members Procedure
■ Tracking Groups Window

Tracking Groups Procedure 392-1

Definition

Definition
The tracking groups procedure sets up tracking groups and specify the items that
constitute their membership.

Overview
The Tracking Groups window is used to create tracking groups, monitor their
progress, and modify tracking groups by adding or deleting items.
Tracking items are created and maintained in the Tracking Items window.
Individual tracking items are added to one or more tracking groups in the Tracking
Item Group Membership window.
The Tracking Groups window can also be opened by clicking Maintain Tracking
Groups in the Tracking Item Group Membership window.
The Tracking Groups window includes the following regions:
■ Tracking Group Region
■ Tracking Group Members Region

Tracking Group Region

A tracking group is set up with a description that indicates its purpose. Tracking
items can be grouped according to a common characteristic, such as all special
consideration applications for a specific unit, all advanced standing applications
received in a specific week, and all admission applications for a specific program.

Tracking Group Members Region

Individual tracking items with common characteristics can be made members of
tracking groups. The Tracking Groups Member region is used to add tracking items,
query on the members of a group, and monitor a group’s progress. Tracking items
can be deleted from the membership of a tracking group.
For example, a tracking item is created to monitor the progress of a student’s
application for special consideration in a specific unit. In order to ensure that all
such applications for the unit are handled by the unit assessor, they are managed as
a batch of applications. A tracking group is set up and the tracking item for the
student’s application is made a member of the group. Progress of the group is
monitored to ensure that all similar applications are handled in the required time
frame.

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 Setting Up Tracking Groups Procedure

Setting Up Tracking Groups Procedure

To set up a tracking group, perform the following steps.
1. In Oracle Student System, navigate to Tracking Groups as follows:
Person Reference - Tracking - Groups
The Tracking Groups window appears.
2. In the Description field, enter the description of the new tracking group.
3. Save or save and continue as follows:
File-Save or Save and Proceed
Note: The tracking group ID is entered by the system.
4. Close the window.

Tracking Groups Procedure 392-3

Setting Up Tracking Group Members Procedure

Setting Up Tracking Group Members Procedure

The Tracking Group Member procedure includes the following:
■ Adding a Tracking Item to a Group
■ Deleting a Tracking Item from a Group

Adding a Tracking Item to a Group

The following information applies to this procedure:
■ Tracking group status is derived from the statuses of its member tracking items.
Status is Active if at least one tracking item is active, and Complete if all the
tracking items are either complete or cancelled.
1. In Oracle Student System, navigate to the Tracking Group Member region of the
Tracking Groups window as follows:
Person Reference - Tracking - Groups
The Tracking Groups window appears.
2. Query the appropriate tracking group record.
3. In the Tracking Group Member region, navigate to the Tracking Item ID field
and select the required tracking item from the list of values or enter a valid
tracking item number.
4. Save or save and continue as follows:
File-Save or Save and Proceed
The tracking item details are displayed.
5. Close the window.

Deleting a Tracking Item from a Group

1. In Oracle Student System, navigate to the Tracking Group Member region of the
Tracking Groups window as follows:
Person Reference - Tracking - Groups
The Tracking Groups window appears.
2. Query the appropriate record.
3. Ensure the required tracking item is displayed.

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 Setting Up Tracking Group Members Procedure

4. Select the tracking item to be deleted from the group.

5. Delete the record.
6. Save or save and continue as follows:
File-Save or Save and Proceed
7. Close the window.

Tracking Groups Procedure 392-5

Tracking Groups Window

Tracking Groups Window

Figure 392–1 Tracking Groups Window

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 393
Tracking Group Notes Procedure

This chapter describes how to set up tracking group notes. The following sections
are in this chapter:
■ Definition
■ Overview
■ Setting Up Tracking Group Notes Procedure
■ Tracking Group Notes Window

Tracking Group Notes Procedure 393-1

Definition

Definition
The tracking group notes procedure sets up notes for a tracking group.

Overview
The Tracking Group Notes window allows the user to create and maintain notes for
tracking groups.
The Tracking Group region displays the number and name of the tracking group
displayed in the Tracking Groups window.
In the Tracking Group Note region, notes for tracking groups are classified
according to type. Notes are set up, stored, and retrieved in most formats.
For example, a tracking group note of tracking note type Comment and format type
Text can contain the following text, Applications received by assessor very late as
they were forwarded to the wrong person.

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 Setting Up Tracking Group Notes Procedure

Setting Up Tracking Group Notes Procedure

To set up a tracking group note, perform the following steps.
1. In Oracle Student System, navigate to the Tracking Group Notes window as
follows:
Person Reference - Tracking - Groups
The Tracking Groups window appears.
2. Query the appropriate tracking group record.
3. Click Tracking Group Notes to open the Tracking Group Notes window.
Note: Notes for other than the context group cannot be queried in this window.
4. Enter data in appropriate fields.
5. Click Edit Note to edit or add notes.
6. Save or save and continue as follows:
File-Save or Save and Proceed
7. Close the window.

Tracking Group Notes Procedure 393-3

Tracking Group Notes Window

Tracking Group Notes Window

Figure 393–1 Tracking Group Notes Window

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 394
Tracking Item Group Membership
Procedure

This chapter describes how to set up tracking item group membership records. The
following sections are in this chapter:
■ Definition
■ Overview
■ Setting up Tracking Item Group Membership Procedure
■ Tracking Item Group Membership Window

Tracking Item Group Membership Procedure 394-1

Definition

Definition
The tracking item group membership procedure sets up a tracking item as a
member of a tracking group.

Overview
The Tracking Item Group Membership window is used to add or remove a tracking
item from membership of one or more tracking groups and to monitor the progress
of a tracking group.
Tracking items are created, modified, and monitored in the Tracking Items window
and tracking groups are created and modified in the Tracking Groups window.
Tracking items are grouped according to a common characteristic. For example, a
separate group could be made for all special consideration applications for a
specific unit, and another group for all admission applications for a specific
program.
The Tracking Item Group Memberships region is used to modify the group
membership of a tracking item.

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 Setting up Tracking Item Group Membership Procedure

Setting up Tracking Item Group Membership Procedure

The following information applies to this procedure:
■ Tracking group status is derived from the statuses of its member tracking items.
Status is Active if at least one tracking item is active, and Complete if all the
tracking items are either complete or cancelled.
■ To query a different tracking item, the user must return to the Tracking Items
window.
■ Tracking items can be deleted from membership of a tracking group by
selecting the appropriate tracking group for the item displayed and selecting
Delete Record.
To set up a tracking item group membership, perform the following steps.
1. In Oracle Student System, navigate to the Tracking Item Group Membership
window as follows:
Person Reference - Tracking - Items
The Tracking Items window appears.
2. Query the appropriate tracking item record to attach as a group member.
3. Click Group Membership to open the Tracking Item Group Membership
window.
4. In the Tracking Group ID field, select the required tracking group from the list
of values or enter a valid tracking group code.
5. Save or save and continue as follows:
File-Save or Save and Proceed
The tracking group status is derived and entered by the system.
6. Close the window.

Tracking Item Group Membership Procedure 394-3

Tracking Item Group Membership Window

Tracking Item Group Membership Window

Figure 394–1 Tracking Item Group Membership Window

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 395
Tracking Item Report Concurrent Process
Procedure

This chapter describes how to run the Tracking Item Report concurrent process. The
following sections are in this chapter:
■ Definition
■ Overview
■ Tracking Item Report Concurrent Process Procedure
■ Tracking Item Report Concurrent Process

Tracking Item Report Concurrent Process Procedure 395-1

Definition

Definition
The Tracking Item Report concurrent process produces a report of tracking items
grouped by user-defined parameters such as tracking type, tracking status, or
originator.

Overview
Tracking item reports can be used for a variety of information sources, from listing
all overdue conditional offer letters to assessment items completed after a specific
date.
Tracking items can be a document or a process and are maintained in the Tracking
Items window.

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 Tracking Item Report Concurrent Process Procedure

Tracking Item Report Concurrent Process Procedure

To run the Tracking Item Report concurrent process, perform the following steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Request window appears.
4. In the Name field, select the Tracking Item Report concurrent process from the
list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the table in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Tracking Item Report Concurrent Process Procedure 395-3

Tracking Item Report Concurrent Process

Tracking Item Report Concurrent Process

The Tracking Item Report concurrent process lists tracking items of a particular type
or types. This concurrent process can be run for a specific originator or other
combinations of parameters. Details include tracking item steps and associated
action and completion dates, overdue information and tracking groups.

Table 395–1 Tracking Item Report Concurrent Process Parameters

Parameter Description
COMMENT comment that appears on header page of report
TRACKING TYPE institution-defined classification of tracking items that map to
system-defined tracking types
TRACKING STATUS1 institution-defined status of tracking item mapped to system
tracking status
TRACKING STATUS2 institution-defined status of tracking item mapped to system
tracking status
TRACKING STATUS3 institution-defined status of tracking item mapped to system
tracking status
ORIGINATOR originator
RECEIPIENT registration ID and name of person to whom tracking item is
sent for particular step
OVERDUE DAYS overdue days; offers an all or null value that can be selected
TRACKING GROUP tracking group
TRACKING ITEM document or process monitored by Tracking subsystem
SORT BY sort by; six sorting variations with ascending and descending
options available including:
Tracking Type, Originator, Overdue Days-Desc
Tracking Type, Originator, Target Date-Asc
Tracking Type, Overdue Days-Desc, Originator
Tracking Type, Target Date-Asc, Originator
Tracking Type, Tracking Item Start Date-Asc, Originator
Tracking Type, Tracking Status, Originator
TRACKING START tracking start date range from
DATE RANGE FROM

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 Tracking Item Report Concurrent Process

Table 395–1 Tracking Item Report Concurrent Process Parameters

Parameter Description
TRACKING START tracking start date range to
DATE RANGE TO
COMPLETION completion required from date
REQUIRED FROM
DATE
COMPLETION completion required to date
REQUIRED TO DATE
COMPLETION START completion start date
DATE
COMPLETION END completion end date
DATE

Note: A list of values is available for each field, except for the date fields and the
Comment fields.

Tracking Item Report Concurrent Process Procedure 395-5

Tracking Item Report Concurrent Process

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Part VII
Requests
 396
Requests Introduction

This chapter describes Requests. The following sections are in this chapter:
■ Overview
■ Topics

Requests Introduction 396-1

Overview

Overview
The Requests subsystem runs Oracle Student System concurrent processes and
displays the history of changes to records.
Figure 396–1 represents the Person Reference subsystem.

Figure 396–1 Person Reference Subsystem

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 Topics

Topics
For an overview of Requests, see Chapter 397, Requests Overview.
The following topics are in this section:
■ Concurrent Manager
For information on managing concurrent programs, reports, and processing, see
Chapter 6, Managing Concurrent Programs and Reports, and Chapter 7,
Managing Concurrent Processing, in Oracle Applications System Administrator’s
Guide.
For information on running and monitoring reports and programs, see Chapter
6, Running Oracle Applications Reports and Programs, and Chapter 7,
Monitoring Oracle Applications Reports and Programs, in Oracle Applications
User’s Guide.
For information on entering text to be inserted in a concurrent process report,
see Chapter 398, Job Text Procedure.
For information on running the Delete System Log Entries concurrent process,
see Chapter 399, Delete System Log Entries Concurrent Process Procedure.
For information on other Oracle Student System concurrent processes, see the
appropriate concurrent processes chapter in this guide.
■ History
For information on History windows, see Chapter 400, Program Type History
Procedure to Chapter 427, Organizational Unit History Procedure.

Requests Introduction 396-3

Topics

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 397
Requests Overview

This chapter provides an overview of the Requests subsystem.

The following sections are in this chapter:
■ Purpose
■ Concurrent Processes
■ History Windows

Requests Overview 397-1

Purpose

Purpose
The Requests subsystem performs the following tasks:
■ runs concurrent processes
■ displays the history of changes to records

Concurrent Processes
A concurrent process is a set of activities that run in the background to accomplish a
specific goal. A concurrent process can produce a summary report. A report is an
organized display of Oracle Student System information. A report can be viewed
online or sent to a printer. The content in a report can range from a summary to a
complete listing of values.
For some concurrent processes, text can be specified for insertion in the report
output. The Job Text window is used to enter text to include in the report output.
For information on the Job Text window, see Chapter 398, Job Text Procedure.
The Delete System Log Entries concurrent process deletes selected system log
entries. The system log is used by many Oracle Student System concurrent
processes to mark records that cannot be processed as exceptions.
For information on the Delete System Log Entries concurrent process, see
Chapter 399, Delete System Log Entries Concurrent Process Procedure.
For information on managing concurrent programs, reports, and processing, see
Chapter 6, Managing Concurrent Programs and Reports, and Chapter 7, Managing
Concurrent Processing, in Oracle Applications System Administrator’s Guide.
For information on running and monitoring reports and programs, see Chapter 6,
Running Oracle Applications Reports and Programs, and Chapter 7, Monitoring
Oracle Applications Reports and Programs, in Oracle Applications User’s Guide.
For information on Oracle Student System concurrent processes, see the concurrent
process chapters included with each subsystem.

History Windows
History windows are available for selected reference and data entry functions and
only allow records to be queried. Modifying and deleting functions are not
available. The current active record does not display an end date. An end date is
inserted with the current date when a new history record is created. If multiple

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 History Windows

children records exist for the queried record, multiple current records, with no end
date, can be viewed.
History windows include the following types:
■ Program Structure and Planning
■ Admissions
■ Enrollments
■ Student Finance
■ Graduation
■ Organizational Structure

Requests Overview 397-3

History Windows

397-4 Oracle Student System User’s Guide

 398
Job Text Procedure

This chapter describes how to enter text to be inserted in a concurrent process

report. The following sections are in this chapter:
■ Definition
■ Overview
■ Entering Concurrent Process Text Procedure
■ Job Text Window

Job Text Procedure 398-1

Definition

Definition
The job text procedure enters text to be inserted in a concurrent process report.

Overview
For some concurrent processes, text can be specified for insertion in the report
output. The Job Text window is used to enter text to include in the report output. A
text record is assigned a description that appears in a list of values in the concurrent
process’s parameter window. When a text record is selected as a parameter, the text
appears in the report when the concurrent process is run.

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 Entering Concurrent Process Text Procedure

Entering Concurrent Process Text Procedure

The following information applies to this procedure:
■ Text to be inserted in a concurrent process must match the format and content
of the report.
■ Various text records can be created for a single concurrent process.
■ Parameters in the same concurrent process can be used to insert different text
records in the same report.
■ The list of values for a text parameter displays all text records available to the
concurrent process, regardless of whether they apply to the particular
parameter.
To enter text to be inserted in a concurrent process report, perform the following
steps.
1. In Oracle Student System, navigate to the Job Text window as follows:
Setups - System - Job Text
2. In the Job Name field, query the concurrent process for which text is to be
entered.
3. Enter data in appropriate fields.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Job Text Procedure 398-3

Job Text Window

Job Text Window

Figure 398–1 Job Text Window

398-4 Oracle Student System User’s Guide

 399
Delete System Log Entries Concurrent
Process Procedure

This chapter describes how to run the Delete System Log Entries concurrent
process. The following sections are in this chapter:
■ Definition
■ Overview
■ Delete System Log Entries Concurrent Process Procedure
■ Delete System Log Entries Concurrent Process

Delete System Log Entries Concurrent Process Procedure 399-1

Definition

Definition
The Delete System Log Entries concurrent process deletes selected system log
entries.

Overview
The system log is used by many Oracle Student System concurrent processes to
mark records that cannot be processed as exceptions. The log is accessed by a
concurrent process’s exception report, the unprocessed records are retrieved and
reported to the user, along with their error and warning messages.

399-2 Oracle Student System User’s Guide

 Delete System Log Entries Concurrent Process Procedure

Delete System Log Entries Concurrent Process Procedure

To run the Delete System Log Entries concurrent process, perform the following
steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Request window appears.
4. In the Name field, select the Delete System Log Entries concurrent process from
the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the table in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Delete System Log Entries Concurrent Process Procedure 399-3

Delete System Log Entries Concurrent Process

Delete System Log Entries Concurrent Process

Table 399–1 Delete System Log Entries Concurrent Process Parameters
Parameter Description
System Log Type system log type to be deleted; system log type is abbreviated
name for concurrent process that produced entry; separate
instance of this concurrent process must be requested to delete
entries of each log type, allowing each system log type’s entries
to be deleted at different ages
Days Old number of days old; system log entries are deleted if older than
this number

The Delete System Log Entries concurrent process is scheduled to run automatically
at regular intervals as often as necessary. This concurrent process is typically run at
night or during other off-peak times.

399-4 Oracle Student System User’s Guide

 400
Program Type History Procedure

This chapter describes how to display the history of changes to a program type. The
following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Program Type History Procedure
■ Program Type History Window

Program Type History Procedure 400-1

Definition

Definition
The program type history procedure displays the history of changes to a program
type.

Overview
Data from the Program Types window is displayed in this window.

400-2 Oracle Student System User’s Guide

 Displaying Program Type History Procedure

Displaying Program Type History Procedure

To display the history of changes to a single program type or to all program types,
perform the following steps.
1. In Oracle Student System, navigate to the Program Type History window as
follows:
Requests - Program Structure History - Program Type
The Program Type History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query can be performed to retrieve only those program types defined
as Award by selecting the Award Program check box as part of the query
criteria.
3. Optionally, query a new record.
4. Close the window.

Program Type History Procedure 400-3

Program Type History Window

Program Type History Window

Figure 400–1 Program Type History Window

400-4 Oracle Student System User’s Guide

 401
Program Field of Study History Procedure

This chapter describes how to display the history of changes to the field of study in
a particular program version. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Program Field of Study History Procedure
■ Program Field of Study History Window

Program Field of Study History Procedure 401-1

Definition

Definition
The program field of study history procedure displays the history of changes to the
field of study in a particular program.

Overview
Data from the Program Fields of Study window is displayed in this window.

401-2 Oracle Student System User’s Guide

 Displaying Program Field of Study History Procedure

Displaying Program Field of Study History Procedure

To display the history of changes to the field of study in a particular program,
perform the following steps.
1. In Oracle Student System, navigate to the Program Field of Study History
window as follows:
Requests - Program Structure History - Program Field of Study
The Program Field of Study History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query must be performed if other program windows were not entered
in the current session, or if another program window was used but was closed
in query mode.
3. Optionally, query a new record.
4. Close the window.

Program Field of Study History Procedure 401-3

Program Field of Study History Window

Program Field of Study History Window

Figure 401–1 Program Field of Study History Window

401-4 Oracle Student System User’s Guide

 402
Program Ownership History Procedure

This chapter describes how to display the history of changes to a program’s

ownership. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Program Ownership History Procedure
■ Program Ownership History Window

Program Ownership History Procedure 402-1

Definition

Definition
The program ownership history procedure displays the changes to the ownership of
a particular program version.

Overview
Data from the Program Ownership window is displayed in this window.

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 Displaying Program Ownership History Procedure

Displaying Program Ownership History Procedure

To display the history of changes to the ownership of a particular program version,
perform the following steps.
1. In Oracle Student System, navigate to the Program Ownership History window
as follows:
Requests - Program Structure History - Program Ownership
The Program Ownership History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query must be performed if other program windows were not entered
in the current session, or if another program window was used but was closed
in query mode.
3. Optionally, query a new record.
4. Close the window.

Program Ownership History Procedure 402-3

Program Ownership History Window

Program Ownership History Window

Figure 402–1 Program Ownership History Window

402-4 Oracle Student System User’s Guide

 403
Program Reference Code History Procedure

This chapter describes how to display the history of changes to the reference codes.
The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Program Reference Code History Procedure
■ Program Reference Code History Window

Program Reference Code History Procedure 403-1

Definition

Definition
The program reference code history procedure displays the history of changes to the
reference codes for a particular program version.

Overview
Data from the Program Reference Codes window is displayed in this window.

403-2 Oracle Student System User’s Guide

 Displaying Program Reference Code History Procedure

Displaying Program Reference Code History Procedure

To display the history of changes to the reference codes for a particular program
version, perform the following steps.
1. In Oracle Student System, navigate to the Program Reference Code History
window as follows:
Requests - Program Structure History - Program Reference Code
The Program Reference Code History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
3. Optionally, query a new record.
4. Close the window.

Program Reference Code History Procedure 403-3

Program Reference Code History Window

Program Reference Code History Window

Figure 403–1 Program Reference Code History Window

403-4 Oracle Student System User’s Guide

 404
Program Unit Level History Procedure

This chapter describes how to display the history of changes to the program unit
level. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Program Unit Level History Procedure
■ Program Unit Level History Window

Program Unit Level History Procedure 404-1

Definition

Definition
The program unit level history procedure displays the history of changes to the
program unit level for a particular unit version.

Overview
Data from the Program Unit Levels window is displayed in this window.

404-2 Oracle Student System User’s Guide

 Displaying Program Unit Level History Procedure

Displaying Program Unit Level History Procedure

To display the history of changes to the program unit level for a particular unit
version, perform the following steps.
1. In Oracle Student System, navigate to the Program Unit Level History window
as follows:
Requests - Program Structure History - Program Unit Level
The Program Unit Level History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query must be performed if other unit windows were not entered in
the current session, or if another unit window was used but was closed in query
mode.
3. Optionally, query a new record.
4. Close the window.

Program Unit Level History Procedure 404-3

Program Unit Level History Window

Program Unit Level History Window

Figure 404–1 Program Unit Level History Window

404-4 Oracle Student System User’s Guide

 405
Program Version History Procedure

This chapter describes how to display the history of changes to the program
version. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Program Version History Procedure
■ Program Version History Window

Program Version History Procedure 405-1

Definition

Definition
The program version history procedure displays the history of changes to the
program version.

Overview
Data from the Basic Program Details window is displayed in this window.

405-2 Oracle Student System User’s Guide

 Displaying Program Version History Procedure

Displaying Program Version History Procedure

To display the history of changes to the program version, perform the following
steps.
1. In Oracle Student System, navigate to the Program Version History window as
follows:
Requests - Program Structure History - Program Version
The Program Version History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query must be performed if other program windows were not entered
in the current session, or if another program window was used but was closed
in query mode.
3. Optionally, query a new record.
4. Close the window.

Program Version History Procedure 405-3

Program Version History Window

Program Version History Window

Figure 405–1 Program Version History Window

405-4 Oracle Student System User’s Guide

 406
Discipline History Procedure

This chapter describes how to display the history of changes to a discipline group
code. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Discipline History Procedure
■ Discipline History Window

Discipline History Procedure 406-1

Definition

Definition
The discipline history procedure displays the history of changes to a discipline
group code.

Overview
Data from the Disciplines window is displayed in this window.

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 Displaying Discipline History Procedure

Displaying Discipline History Procedure

To display the history of changes to a discipline group code, perform the following
steps.
1. In Oracle Student System, navigate to the Discipline History window as
follows:
Requests - Program Structure History - Discipline
The Discipline History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query can also retrieve all discipline group codes.
3. Optionally, query a new record.
4. Close the window.

Discipline History Procedure 406-3

Discipline History Window

Discipline History Window

Figure 406–1 Discipline History Window

406-4 Oracle Student System User’s Guide

 407
Field of Study History Procedure

This chapter describes how to display the history of changes to a field of study. The
following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Field of Study History Procedure
■ Field of Study History Window

Field of Study History Procedure 407-1

Definition

Definition
The field of study history procedure displays the changes to a field of study.

Overview
Data from the Fields of Study window is displayed in this window.

407-2 Oracle Student System User’s Guide

 Displaying Field of Study History Procedure

Displaying Field of Study History Procedure

To display the history of changes to a field of study, perform the following steps.
1. In Oracle Student System, navigate to the Field of Study History window as
follows:
Requests - Program Structure History - Field of Study
The Field of Study History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query can also retrieve all fields of study.
3. Optionally, query a new record.
4. Close the window.

Field of Study History Procedure 407-3

Field of Study History Window

Field of Study History Window

Figure 407–1 Field of Study History Window

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 408
Unit Discipline History Procedure

This chapter describes how to display the history details for a unit discipline. The
following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Unit Discipline History Procedure
■ Unit Discipline History Window

Unit Discipline History Procedure 408-1

Definition

Definition
The unit discipline history procedure displays the history of changes to the
discipline for a particular unit version.

Overview
Data from the Unit Disciplines window is displayed in this window.

408-2 Oracle Student System User’s Guide

 Displaying Unit Discipline History Procedure

Displaying Unit Discipline History Procedure

To display the history of changes to a unit discipline, perform the following steps.
1. In Oracle Student System, navigate to the Unit Discipline History window as
follows:
Requests - Program Structure History - Unit Discipline
The Unit Discipline History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query must be performed if other unit windows were not entered in
the current session, or if another unit window was used but was closed in query
mode.
3. Optionally, query a new record.
4. Close the window.

Unit Discipline History Procedure 408-3

Unit Discipline History Window

Unit Discipline History Window

Figure 408–1 Unit Discipline History Window

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 409
Teaching Responsibility Override History
Procedure

This chapter describes how to display the history of changes to the teaching
responsibility override. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Teaching Responsibility Override History Procedure
■ Teaching Responsibility Override History Window

Teaching Responsibility Override History Procedure 409-1

Definition

Definition
The teaching responsibility override history procedure displays the history of
changes to a teaching responsibility override for a particular unit offering option.

Overview
Data from the Teaching Responsibility Overrides window is displayed in this
window.

409-2 Oracle Student System User’s Guide

 Displaying Teaching Responsibility Override History Procedure

Displaying Teaching Responsibility Override History Procedure

To display the history of changes to the teaching responsibility override, perform
the following steps.
1. In Oracle Student System, navigate to the Teaching Responsibility Override
History window as follows:
Requests - Program Structure History - Teaching Responsibility Override
The Teaching Responsibility Override History window appears.
2. Query the appropriate unit offering option or all unit offering options.
The history appears in reverse chronological order.
Note: Queries can be performed to retrieve only those unit offering options for
a particular calendar type, location, or class.
3. Optionally, query a new record.
4. Close the window.

Teaching Responsibility Override History Procedure 409-3

Teaching Responsibility Override History Window

Teaching Responsibility Override History Window

Figure 409–1 Teaching Responsibility Override History Window

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 410
Teaching Responsibility History Procedure

This chapter describes how to display the history of changes for a unit’s teaching
responsibility. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Teaching Responsibility History Procedure
■ Teaching Responsibility History Window

Teaching Responsibility History Procedure 410-1

Definition

Definition
The teaching responsibility history procedure displays the history of changes to the
teaching responsibility for a particular unit version.

Overview
Data from the Teaching Responsibilities window is displayed in the window.

410-2 Oracle Student System User’s Guide

 Displaying Teaching Responsibility History Procedure

Displaying Teaching Responsibility History Procedure

To display the history of changes to the teaching responsibility for a particular unit
version, perform the following steps.
1. In Oracle Student System, navigate to the Teaching Responsibility History
window as follows:
Requests - Program Structure History - Teaching Responsibility
The Teaching Responsibility History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query must be performed if other unit windows were not entered in
the current session, or if another unit window was used but was closed in query
mode.
3. Optionally, query a new record.
4. Close the window.

Teaching Responsibility History Procedure 410-3

Teaching Responsibility History Window

Teaching Responsibility History Window

Figure 410–1 Teaching Responsibility History Window

410-4 Oracle Student System User’s Guide

 411
Funding Source Restriction History
Procedure

This chapter describes how to display the changes to the funding source restriction
for a particular program version. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Funding Source Restriction History Procedure
■ Funding Source Restriction History Window

Funding Source Restriction History Procedure 411-1

Definition

Definition
The funding source restriction history procedure displays the history of changes to
the funding source restriction for a particular program version.

Overview
Data from the Restricted Funding Sources window is displayed in this window.

411-2 Oracle Student System User’s Guide

 Displaying Funding Source Restriction History Procedure

Displaying Funding Source Restriction History Procedure

To display the history of changes to the funding source restriction for a particular
program version, perform the following steps.
1. In Oracle Student System, navigate to the Funding Source Restriction History
window as follows:
Requests - Program Structure History - Funding Source Restriction
The Funding Source Restriction History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query must be performed if other programs windows were not entered
in the current session, or if another program window was used but was closed
in query mode.
3. Optionally, query a new record.
4. Close the window.

Funding Source Restriction History Procedure 411-3

Funding Source Restriction History Window

Funding Source Restriction History Window

Figure 411–1 Funding Source Restriction History Window

411-4 Oracle Student System User’s Guide

 412
Unit Internal Program Level History
Procedure

This chapter describes how to display the history of changes to a unit internal
program level code. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Unit Internal Program Level History Procedure
■ Unit Internal Program Level History Window

Unit Internal Program Level History Procedure 412-1

Definition

Definition
The student unit attempt history procedure displays the history of changes to a unit
internal program level code.

Overview
Data from the Unit Internal Program Levels window is displayed in this window.

412-2 Oracle Student System User’s Guide

 Displaying Unit Internal Program Level History Procedure

Displaying Unit Internal Program Level History Procedure

To display the history of changes to a unit internal program level code, perform the
following steps.
1. In Oracle Student System, navigate to the Unit Internal Program Level History
window as follows:
Requests - Program Structure History - Unit Internal Program Level
The Unit Internal Program Level History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query can also retrieve all unit internal program level codes.
3. Optionally, query a new record.
4. Close the window.

Unit Internal Program Level History Procedure 412-3

Unit Internal Program Level History Window

Unit Internal Program Level History Window

Figure 412–1 Unit Internal Program Level History Window

412-4 Oracle Student System User’s Guide

 413
Unit Reference Code History Procedure

This chapter describes how to display the history of changes for reference codes.
The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Unit Reference Code History Procedure
■ Unit Reference Code History Window

Unit Reference Code History Procedure 413-1

Definition

Definition
The unit reference code history procedure displays the history of changes to the
reference code for a particular unit version.

Overview
Data from the Unit Reference Codes window is displayed in this window.

413-2 Oracle Student System User’s Guide

 Displaying Unit Reference Code History Procedure

Displaying Unit Reference Code History Procedure

To display the history of changes to the reference code for a particular unit version,
perform the following steps.
1. In Oracle Student System, navigate to the Unit Reference Code History window
as follows:
Requests - Program Structure History - Unit Reference Code
The Unit Reference Code History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query must be performed if other unit windows were not entered in
the current session, or if another unit window was used but was closed in query
mode.
3. Optionally, query a new record.
4. Close the window.

Unit Reference Code History Procedure 413-3

Unit Reference Code History Window

Unit Reference Code History Window

Figure 413–1 Unit Reference Code History Window

413-4 Oracle Student System User’s Guide

 414
Unit Version History Procedure

This chapter describes how to display the history of changes to a unit version. The
following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Unit Version History Procedure
■ Unit Version History Window

Unit Version History Procedure 414-1

Definition

Definition
The unit version history procedure displays the history of changes to a unit version.

Overview
Data from the Basic Unit Details window is displayed in this window.

414-2 Oracle Student System User’s Guide

 Displaying Unit Version History Procedure

Displaying Unit Version History Procedure

To display the history of changes to a unit version, perform the following steps.
1. In Oracle Student System, navigate to the Unit Version History window as
follows:
Requests - Program Structure History - Unit Version
The Unit Version History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query must be performed if other unit windows were not entered in
the current session, or if another unit window was used but was closed in query
mode.
3. Optionally, query a new record.
4. Close the window.

Unit Version History Procedure 414-3

Unit Version History Window

Unit Version History Window

Figure 414–1 Unit Version History Window

414-4 Oracle Student System User’s Guide

 415
Unit Set History Procedure

This chapter describes how to display the history of changes to a unit set. The
following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Unit Set History Procedure
■ Unit Set History Window

Unit Set History Procedure 415-1

Definition

Definition
The unit set history procedure displays the history of changes applied to a unit set.

Overview
Data from the Basic Unit Set Details window is displayed in this window.

415-2 Oracle Student System User’s Guide

 Displaying Unit Set History Procedure

Displaying Unit Set History Procedure

To display the history of changes to a unit set, perform the following steps.
1. In Oracle Student System, navigate to the Unit Set History window as follows:
Requests - Program Structure History - Unit Set
The Unit Set History window appears.
2. Query to retrieve a known unit, or all unit sets.
The history appears in reverse chronological order.
Note: A query can be performed to retrieve only the unit sets of a particular
status or category. Details can be entered as part of the query criteria.
3. Optionally, query a new record.
4. Close the window.

Unit Set History Procedure 415-3

Unit Set History Window

Unit Set History Window

Figure 415–1 Unit Set History Window

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 416
Admission Program Application Instance
History

This chapter describes how to display the history of changes applied to an

applicant’s admission program application instance. The following sections are in
this chapter:
■ Definition
■ Overview
■ Displaying Admission Program Application Instance History Procedure
■ Admission Program Application Instance History Window

Admission Program Application Instance History 416-1

Definition

Definition
The admission program application instance history procedure displays the history
of changes to an applicant’s admission program application instance.

Overview
Data from the Direct Admissions Program window is displayed in this window.

416-2 Oracle Student System User’s Guide

 Displaying Admission Program Application Instance History Procedure

Displaying Admission Program Application Instance History Procedure

To display the history of changes to an applicant’s admission program application
instance, perform the following steps.
1. In Oracle Student System, navigate to the Admission Program Application
Instance History window as follows:
Requests - Admissions History - Program Application
The Admission Program Application Instance History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
3. Optionally, query a new record.
4. Close the window.

Admission Program Application Instance History 416-3

Admission Program Application Instance History Window

Admission Program Application Instance History Window

Figure 416–1 Admission Program Application Instance History Window

416-4 Oracle Student System User’s Guide

 417
Admission Application History Procedure

This chapter describes how to display the history of changes to an applicant’s

admission application. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Admission Application History Procedure
■ Admission Application History Window

Admission Application History Procedure 417-1

Definition

Definition
The admission application history procedure displays the history of changes to an
applicant’s admission application.

Overview
Data from the Direct Admissions Program window is displayed in this window.

417-2 Oracle Student System User’s Guide

 Displaying Admission Application History Procedure

Displaying Admission Application History Procedure

To display the history of changes to an applicant’s admission application, perform
the following steps.
1. In Oracle Student System, navigate to the Admission Application History
window as follows:
Requests - Admissions History - Admission Application
The Admission Application History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
3. Optionally, query a new record.
4. Close the window.

Admission Application History Procedure 417-3

Admission Application History Window

Admission Application History Window

Figure 417–1 Admission Application History Window

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 418
Admission Program Application Instance
Unit History

This chapter describes how to display the changes to an applicant’s program

application instance unit record. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Admission Program Application Instance Unit History Procedure
■ Admission Program Application Instance Unit History Window

Admission Program Application Instance Unit History 418-1

Definition

Definition
The admission program application instance unit history procedure displays the
changes to an applicant’s admission program application instance unit record.

Overview
Data from the Direct Admissions Unit window is displayed in this window.

418-2 Oracle Student System User’s Guide

 Displaying Admission Program Application Instance Unit History Procedure

Displaying Admission Program Application Instance Unit History

Procedure
To display the history of changes to an applicant’s admission program application
instance unit record, perform the following steps.
1. In Oracle Student System, navigate to the Admission Program Application
Instance Unit History window as follows:
Requests - Admissions History - Program Application Units
The Admission Program Application Instance Unit History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
3. Optionally, query a new record.
4. Close the window.

Admission Program Application Instance Unit History 418-3

Admission Program Application Instance Unit History Window

Admission Program Application Instance Unit History Window

Figure 418–1 Admission Program Application Instance Unit History Window

418-4 Oracle Student System User’s Guide

 419
Student Unit Attempt History Procedure

This chapter describes how to display the history of changes to a student's unit
attempt record. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Student Unit Attempt History Procedure
■ Student Unit Attempt History Window

Student Unit Attempt History Procedure 419-1

Definition

Definition
The student unit attempt history procedure displays the history of changes to a
student's unit attempt record.

Overview
Data displayed in this window is entered in the Student Enrollments window.

419-2 Oracle Student System User’s Guide

 Displaying Student Unit Attempt History Procedure

Displaying Student Unit Attempt History Procedure

To display the history of changes to a student's unit attempt record, perform the
following steps.
1. In Oracle Student System, navigate to the Student Unit Attempt History
window as follows:
Requests - Enrollment History - Student Unit Attempt
The Student Unit Attempt History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
3. Optionally, query a new record.
4. Close the window.

Student Unit Attempt History Procedure 419-3

Student Unit Attempt History Window

Student Unit Attempt History Window

Figure 419–1 Student Unit Attempt History Window

419-4 Oracle Student System User’s Guide

 420
Student Unit Attempt Outcome History
Procedure

This chapter describes how to display the outcome history of changes to a student’s
unit attempt record. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Student Unit Attempt Outcome History Procedure
■ Student Unit Attempt Outcome History Window

Student Unit Attempt Outcome History Procedure 420-1

Definition

Definition
The student unit attempt outcome history procedure displays the history of changes
to a student’s unit attempt outcome record.

Overview
Data from the Student Unit Attempt Outcomes window is displayed in this
window.

420-2 Oracle Student System User’s Guide

 Displaying Student Unit Attempt Outcome History Procedure

Displaying Student Unit Attempt Outcome History Procedure

To display the history of changes to a student’s unit attempt outcome record,
perform the following steps.
1. In Oracle Student System, navigate to the Student Unit Attempt Outcome
History window as follows:
Requests - Enrollment History - Student Unit Attempt Outcome
The Student Unit Attempt Outcome History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
3. Optionally, query a new record.
4. Close the window.

Student Unit Attempt Outcome History Procedure 420-3

Student Unit Attempt Outcome History Window

Student Unit Attempt Outcome History Window

Figure 420–1 Student Unit Attempt Outcome History Window

420-4 Oracle Student System User’s Guide

 421
Student Program Attempt History
Procedure

This chapter describes how to display the history of changes to a student’s program
attempt records. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Student Program Attempt History Procedure
■ Student Program Attempt History Window

Student Program Attempt History Procedure 421-1

Definition

Definition
The student program attempt history procedure displays the history of changes to a
student’s program attempt record.

Overview
Data from the Student Enrollments window is displayed in this window.

421-2 Oracle Student System User’s Guide

 Displaying Student Program Attempt History Procedure

Displaying Student Program Attempt History Procedure

To display the history of changes to a student’s program attempt record, perform
the following steps.
1. In Oracle Student System, navigate to the Student Program Attempt History
window as follows:
Requests - Enrollment History - Student Program Attempt
The Student Program Attempt History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
3. Optionally, query a new record.
4. Close the window.

Student Program Attempt History Procedure 421-3

Student Program Attempt History Window

Student Program Attempt History Window

Figure 421–1 Student Program Attempt History Window

421-4 Oracle Student System User’s Guide

 422
Student Unit Set Attempt History Procedure

This chapter describes how to display the history of changes to a student’s unit set
attempt record. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Student Unit Set Attempt History Procedure
■ Student Unit Set Attempt History Window

Student Unit Set Attempt History Procedure 422-1

Definition

Definition
The student unit set attempt history procedure displays the history of changes to a
student’s unit set attempt records.

Overview
Data from the Unit Set Attempt window is displayed in this window.

422-2 Oracle Student System User’s Guide

 Displaying Student Unit Set Attempt History Procedure

Displaying Student Unit Set Attempt History Procedure

To display the history of changes to a student’s unit set attempt record, perform the
following steps.
1. In Oracle Student System, navigate to the Student Unit Set Attempt History
window as follows:
Requests - Enrollment History - Student Unit Set Attempt
The Student Unit Set Attempt History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
3. Optionally, query a new record.
4. Close the window.

Student Unit Set Attempt History Procedure 422-3

Student Unit Set Attempt History Window

Student Unit Set Attempt History Window

Figure 422–1 Student Unit Set Attempt History Window

422-4 Oracle Student System User’s Guide

 423
Funding Source History Procedure

This chapter describes how to display the history of changes to funding source
records. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Funding Source History Procedure
■ Funding Source History Window

Funding Source History Procedure 423-1

Definition

Definition
The funding source history procedure displays the history of changes for a funding
source.

Overview
Data from the Funding Sources window is displayed in this window.

423-2 Oracle Student System User’s Guide

 Displaying Funding Source History Procedure

Displaying Funding Source History Procedure

To display the history of changes for a funding source, perform the following steps.
1. In Oracle Student System, navigate to the Funding Source History window as
follows:
Requests - Student Finance History - Funding Source
The Funding Source History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: A query can also retrieve all funding sources.
3. Optionally, query a new record.
4. Close the window.

Funding Source History Procedure 423-3

Funding Source History Window

Funding Source History Window

Figure 423–1 Funding Source History Window

423-4 Oracle Student System User’s Guide

 424
Graduand History Procedure

This chapter describes how to display the history of changes to a graduand’s record.
The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Graduand History Procedure
■ Graduand History Window

Graduand History Procedure 424-1

Definition

Definition
The graduate history procedure displays the history of changes to a graduand’s
record.

Overview
Data from the Graduand Details window is displayed in this window.

424-2 Oracle Student System User’s Guide

 Displaying Graduand History Procedure

Displaying Graduand History Procedure

To display the history of changes to a graduand’s record, perform the following
steps.
1. In Oracle Student System, navigate to the Graduand History window as
follows:
Requests - Graduation History - Graduand
The Graduand History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
3. Optionally, query a new record.
4. Close the window.

Graduand History Procedure 424-3

Graduand History Window

Graduand History Window

Figure 424–1 Graduand History Window

424-4 Oracle Student System User’s Guide

 425
Graduand Award Ceremony History
Procedure

This chapter describes how to display the history of changes to a graduand’s award
ceremony record. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Graduand Award Ceremony History Procedure
■ Graduand Award Ceremony History Window

Graduand Award Ceremony History Procedure 425-1

Definition

Definition
The graduand award ceremony history procedure displays the history of changes to
a graduand’s award ceremony record.

Overview
Data from the Graduand Ceremony Details window is displayed in this window.

425-2 Oracle Student System User’s Guide

 Displaying Graduand Award Ceremony History Procedure

Displaying Graduand Award Ceremony History Procedure

To display the history of changes to a graduand’s award ceremony record, perform
the following steps.
1. In Oracle Student System, navigate to the Graduand Award Ceremony History
window as follows:
Requests - Graduation History - Graduand Award Ceremony
The Graduand Award Ceremony History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
3. Optionally, query a new record.
4. Close the window.

Graduand Award Ceremony History Procedure 425-3

Graduand Award Ceremony History Window

Graduand Award Ceremony History Window

Figure 425–1 Graduand Award Ceremony History Window

425-4 Oracle Student System User’s Guide

 426
Institution History Procedure

This chapter describes how to display the history of changes to an institution code.
The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Institution History Procedure
■ Institution History Window

Institution History Procedure 426-1

Definition

Definition
The institution history procedure displays the history of changes to an institution
code.

Overview
Data from the Institutions window is displayed in this window.
The Institution History window can also be opened in the Institutions window by
clicking the Institution History button.

426-2 Oracle Student System User’s Guide

 Displaying Institution History Procedure

Displaying Institution History Procedure

To display the history of changes to an institution code, perform the following
steps.
1. In Oracle Student System, navigate to the Institution History window as
follows:
Requests - Organizational History - Institution
2. Query the appropriate record.
Note: If this window is entered by clicking the Institution History button in the
Institutions window form, the institution code cannot be queried.
3. Query the appropriate record.
The history appears in reverse chronological order.
4. Optionally, query a new record.
5. Close the window.

Institution History Procedure 426-3

Institution History Window

Institution History Window

Figure 426–1 Institution History Window

426-4 Oracle Student System User’s Guide

 427
Organizational Unit History Procedure

This chapter describes how to display the history of changes to an organizational

unit code. The following sections are in this chapter:
■ Definition
■ Overview
■ Displaying Organizational Unit History Procedure
■ Organizational Unit History Window

Organizational Unit History Procedure 427-1

Definition

Definition
The organizational unit history procedure displays the history of changes to an
organizational unit code.

Overview
Data from the Organizational Units window is displayed in this window.
The Organizational Unit History window can also be opened in the Organizational
Units window by clicking the Organizational Unit History button.

427-2 Oracle Student System User’s Guide

 Displaying Organizational Unit History Procedure

Displaying Organizational Unit History Procedure

To display the history of changes to an organizational unit code, perform the
following steps.
1. In Oracle Student System, navigate to the Organizational Unit History window
as follows:
Requests - Organizational History - Organizational Unit
The Organizational Unit History window appears.
2. Query the appropriate record.
The history appears in reverse chronological order.
Note: If this window is entered by clicking the Organizational Unit History
button in the Organizational Unit History window form, the organizational unit
code cannot be queried.
3. Optionally, query a new record.
4. Close the window.

Organizational Unit History Procedure 427-3

Organizational Unit History Window

Organizational Unit History Window

Figure 427–1 Organizational Unit History Window

427-4 Oracle Student System User’s Guide

Part VIII
Setups
 428
Setups Introduction

This chapter describes Setups. The following sections are in this chapter:
■ Overview
■ Topics

Setups Introduction 428-1

Overview

Overview
The Setups subsystem records and maintains information required to implement
Oracle Student System features and functions.
Figure 428–1 represents the Setups subsystem.

Figure 428–1 Setups Subsystem

428-2 Oracle Student System User’s Guide

 Topics

Topics
For an overview of Oracle Student System setup, see Chapter 429, Oracle Student
System Setup Checklist.
For information on how to perform lookups in Oracle Student System, see
Chapter 430, Oracle Student System Lookups Procedure.
The following topics are in this section:
■ Calendars
For an overview of Calendars, see Chapter 431, Calendar Overview.
For information on Calendars windows, see Chapter 432, Calendar Types
Procedure to Chapter 441, Calendar Statuses Procedure.
For information on Calendars concurrent processes, see Chapter 442, Calendar
Concurrent Processes Procedure.
■ Organizational Structure
For an overview of Organizational Structure, see Chapter 443, Organizational
Structure Overview.
For information on Organizational Structure windows, see Chapter 444,
Institutions Procedure to Chapter 467, Venues Procedure.
For information on Organizational Structure concurrent processes, see
Chapter 468, Organizational Structure Concurrent Processes Procedure.
■ Rules
For an overview of Rules, see Chapter 469, Rules Overview.
For information on Rules windows, see Chapter 470, Group Rules Procedure
and Chapter 471, Rule Procedure.
■ Government Reference
For an overview of Government Reference, see Chapter 472, Government
Reference Overview.
For information on Government Reference windows, see Chapter 473,
Government Program Types Procedure to Chapter 491, Student DETYA
Statistics Procedure.
For information on Government Reference concurrent processes, see Chapter 1,
Government Reference Concurrent Processes Procedure.

Setups Introduction 428-3

Topics

428-4 Oracle Student System User’s Guide

 429
Oracle Student System Setup Checklist

This chapter provides an overview of the setup steps required for Oracle Student
System. The following sections are in this chapter:
■ Overview
■ Oracle Student System Setup Checklist
■ Oracle Student System Setup Steps

Oracle Student System Setup Checklist 429-1

Overview

Overview
This chapter provides a setup checklist for Oracle Student System, and describes
how to set up profile options for Student System.

429-2 Oracle Student System User’s Guide

 Oracle Student System Setup Checklist

Oracle Student System Setup Checklist

Table 429–1 shows the Oracle Student System setup checklist.
Note: The sequence indicated for the setup checklist applies to the Oracle Student
System setup process only. For other applications, the setup step sequence is
described in the application user guide.
All required setup steps in this checklist must be completed if the feature is enabled.
Specific information for each setup step is described in this chapter following the
checklist.
The following guidelines apply to the information listed in Table 429–1:
■ All chapters listed in the Reference column refer to chapters within this guide
unless otherwise noted.
■ In the Setup Order Column, the letter D means the setup step is dependant on
previous setup steps, and must be performed in the order listed. The letter A
means the setup step can be performed in any order and independently of
previous setup steps after seeded look-up values are loaded into the system by
the system administrator.
■ All setup steps that are described in detail in Oracle Student System Setup Steps
are shown in bold and italic.
Table 429–1 Step 1 Oracle Student System Setup Checklist
Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 1 Set Up Profile Options required D all Set Up Profile Options
Step 2 Set Up Government required A Program Structure Chapter 475, Government Fields
Fields of Study and Planning of Study Procedure
Step 3 Set Up Government required A Program Structure Chapter 474, Government Special
Special Program Types and Planning Program Types Procedure
Step 4 Set Up Government required A Program Structure Chapter 473, Government
Program Types and Planning Program Types Procedure
Step 5 Set Up Government required A Person Reference Chapter 477, Government
Language Codes Language Codes Procedure
Step 6 Set Up Government required A Person Reference Chapter 480, Government
Citizenship Codes Citizenship Codes Procedure
Step 7 Set Up Government required A Person Reference Chapter 476, Government
Country Codes Country Codes Procedure

Oracle Student System Setup Checklist 429-3

Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 8 Set Up Government required A Person Reference Chapter 486, Government
Permanent Resident Permanent Resident Codes
Codes Procedure
Step 9 Set Up Government required A Program Structure Chapter 482, Government
Program Attendance and Planning Program Attendance Types
Types Procedure
Step 10 Set Up Government required A Program Structure Chapter 479, Government
Discipline Groups and Planning Discipline Groups Procedure
Step 11 Set Up Government required A Program Structure Chapter 483, Government
Program Attendance and Planning Program Attendance Modes
Modes Procedure
Step 12 Set Up Government required A Program Structure Chapter 478, Government
Funding Source and Planning Funding Source Procedure
Step 13 Set Up Government required A Enrollments Chapter 485, Government Honors
Honors Levels Levels Procedure
Step 14 Set Up Organizational required A Organizational Chapter 457, Organizational
Statuses Structure Statuses Procedure
Step 15 Set Up Member Types required A Organizational Chapter 456, Member Types
Structure Procedure
Step 16 Set Up Organizational required A Organizational Chapter 455, Organizational Types
Types Structure Procedure
Step 17 Set Up Institution required A Organizational Chapter 449, Institution Statuses
Statuses Structure Procedure
Step 18 Set Up Government required A Organizational Chapter 448, Government
Institution Codes Structure Institution Codes Procedure
Step 19 Set Up Location Types required A Organizational Chapter 463, Location Type
Structure Procedure
Step 20 Set Up Locations required D Organizational Chapter 462, Locations Procedure
Structure
Step 21 Set Up Buildings required D Organizational Chapter 464, Buildings Procedures
Structure
Step 22 Set Up Rooms required D Organizational Chapter 465, Rooms Procedure
Structure

429-4 Oracle Student System User’s Guide

 Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 23 Set Up Media and required A Organizational Chapter 485, Media and
Equipment Structure Equipment Procedure
Step 24 Set Up Institution Types required A Organizational Chapter 473, Institution Types
Structure Procedure
Step 25 Set Up Institution required A Organizational Chapter 474, Institution Control
Control Types Structure Types Procedure
Step 26 Set Up Institutions required D Organizational Chapter 466, Institutions
Structure Procedure and Chapter 467,
Institution Addresses Procedure
Step 27 Set Up Organizational required D Organizational Chapter 476, Organizational Units
Units Structure Procedure; Chapter 475,
Organizational Unit Addresses
Procedure; Chapter 477,
Organization Unit Relationships
Procedure; and Chapter 478,
Organizational Unit Locations
Procedure
Step 28 Set Up Organizational required A Organizational Chapter 469, Organizational
Structure Note Types Structure Structure Notes Procedure
Step 29 Set Up Organizational required D Organizational Chapter 469, Organizational
Structure Notes Structure Structure Notes Procedure
Step 30 Set Up Organizational required A Organizational Chapter 483, Organizational
Structure Alternate ID Structure Structure Alternate ID Types
Types Procedure
Step 31 Set Up Organizational required D Organizational Chapter 468, Organizational
Structure Alternate Ids Structure Structure Alternate Ids Procedure
Step 32 Set Up Organizational required A Organizational Chapter 484, Organizational
Structure Accreditation Structure Structure Accreditation Statuses
Statuses Procedure
Step 33 Set Up Organizational required D Organizational Chapter 470, Organizational
Structure Accreditation Structure Structure Accreditation Details
Details Procedure
Step 34 Set Up Venues required D Organizational Chapter 467, Venues Procedure
Structure
Step 35 Set Up Calendar required A Calendar Chapter 441, Calendar Statuses
Statuses Procedure

Oracle Student System Setup Checklist 429-5

Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 36 Set Up Date Alias required A Calendar Chapter 462, Date Alias
Categories Categories Procedure
Step 37 Set Up Date Aliases required D Calendar Chapter 436, Date Aliases
Procedure
Step 38 Set Up Calendar Types required D Calendar Chapter 432, Calendar Types
Procedure
Step 39 Set Up Date Alias required D Calendar Chapter 434, Calendar Date Alias
Instances Instances Procedure
Step 40 Set Up Person ID Types required D Person Reference Chapter 370, Person ID Types
Procedure
Step 41 Set Up Special Need required A Person Reference Chapter 369, Special Need Types
Types Procedure
Step 42 Set Up System Hold required A Person Reference Chapter 356, System Hold Effect
Effect Types and Person Types Procedure; Chapter 357,
Hold Types Person Hold Types Procedure
Step 43 Set Up Language Codes required D Person Reference Chapter 366, Language Codes
Procedure
Step 44 Set Up Permanent required D Person Reference Chapter 371, Permanent Resident
Resident Codes Codes Procedure
Step 45 Set Up Faculty Degree optional A Person Reference Chapter 355, Faculty Degree
Details Details Procedure
Step 46 Set Up Citizenship required D Person Reference Chapter 367, Citizenship Codes
Codes Procedure
Step 47 Set Up Country Codes required D Person Reference Chapter 365, Country Codes
Procedure
Step 48 Set Up Person Note optional A Person Reference Chapter 373, Person Note Types
Types Procedure
Step 49 Set Up Person Types required D Person Reference Chapter 347, Person Types
Procedure
Step 50 Set Up Mandatory Data optional D Person Reference Chapter 375, Mandatory Data by
by Person Types Person Types Procedure
Step 51 Set Up Person Statistics optional A Person Reference Chapter 348, Person Statistics
Procedure

429-6 Oracle Student System User’s Guide

 Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 52 Set Up Province Codes optional A Person Reference Chapter 377, Province Codes
Procedure
Step 53 Set Up State Codes optional A Person Reference Chapter 378, State Codes
Procedure
Step 54 Set Up Delivery Point optional A Person Reference Chapter 379, Delivery Point Codes
Codes Procedure
Step 55 Set Up Person ALias optional A Person Reference Chapter 380, Person Alias Types
Types Procedure
Step 56 Set Up Private Data optional A Person Reference Chapter 381, Private Data Groups
Groups Procedure
Step 57 Set Up Admission required A Admissions Chapter 110, Admission Category
Category Procedure
Step 58 Set Up Source Types optional D Person Reference Chapter 361, Source Types
Procedure
Step 59 Set Up Match Criteria optional D Person Reference Chapter 362, Match Criteria Sets
Sets Procedure
Step 60 Set Up Reference Code optional A Person Reference Chapter 353, Reference Types
Types Procedure
Step 61 Set Up Special Needs optional A Person Reference Chapter 382, Person Code Classes
Codes Setup Procedure
Step 62 Set Up County Codes optional A Person Reference Chapter 376, County Codes
Procedure
Step 63 Set Up Residency Detail optional A Person Reference Chapter 382, Person Code Classes
Codes Setup Procedure
Step 64 Set Up Military Detail optional A Person Reference Chapter 382, Person Code Classes
Codes Setup Procedure
Step 65 Set Up Person ID optional D Person Reference Chapter 345, Person ID Group
Group Definitions Definitions Procedure
Step 66 Set Up Person Details required D Person Reference Chapter 337, Person Details
Procedure
Step 67 Set Up Program Type optional A Program Structure Chapter 46, Program Type Groups
Groups and Planning Procedure

Oracle Student System Setup Checklist 429-7

Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 68 Set Up Program Types required D Program Structure Chapter 45, Program Types
and Planning Procedure
Step 69 Set Up Program required A Program Structure Chapter 53, Program Statuses
Statuses and Planning Procedure
Step 70 Set Up Reference Code optional A Program Structure Chapter 55, Reference Code Types
Types and Planning Procedure
Step 71 Set Up Program required D Program Structure Chapter 47, Program Categories
Categories and Planning Procedure
Step 72 Set Up Program required D Program Structure Chapter 50, Program Attendance
Attendance Types and Planning Types Procedure
Step 73 Set Up Credential Types required A Graduation Chapter 288, Credential Types
Procedure
Step 74 Set Up Awards required D Program Structure Chapter 7, Program Awards
and Planning Procedure and Chapter 52,
Awards Procedure
Step 75 Set Up Disciplines required D Program Structure Chapter 71, Disciplines Procedure
and Planning
Step 76 Set Up Dictionary of required A Program Structure Chapter 58, Dictionary of
Occupational Titles and Planning Occupational Titles Procedure
Step 77 Set Up Careers and required D Program Structure Chapter 60, Careers and Related
Related Programs and Planning Programs Procedure
Step 78 Set Up Unit Categories required D Program Structure Chapter 28, Unit Categorizations
and Planning Procedure
Step 79 Set Up Unit Modes required A Program Structure Chapter 75, Unit Modes Procedure
and Planning
Step 80 Set Up Unit Statuses required A Program Structure Chapter 73, Unit Statuses
and Planning Procedure
Step 81 Set Up Unit Classes required D Program Structure Chapter 76, Unit Classes
and Planning Procedure
Step 82 Set Up Unit Levels required A Program Structure Chapter 74, Unit Levels Procedure
and Planning
Step 83 Set Up Program required D Program Structure Chapter 49, Program Attendance
Attendance Modes and Planning Modes Procedure

429-8 Oracle Student System User’s Guide

 Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 84 Set Up Program Group optional A Program Structure Chapter 51, Program Group Types
Types and Planning Procedure
Step 85 Set Up Program Stage required A Program Structure Chapter 63, Program Stage Types
Types and Planning Procedure
Step 86 Set Up Program Fields required D Program Structure Chapter 13, Program Fields of
of Study and Planning Study Procedure
Step 87 Set Up Funding Sources required D Program Structure Chapter 54, Funding Sources
and Planning Procedure
Step 88 Set Up Program Note required A Program Structure Chapter 57, Program and Unit
Types and Planning Note Types Procedure
Step 89 Set Up Grading required A Grading Schemas Chapter 266, Grading Schemas
Schemas Procedure
Step 90 Set Up Grading Schema required D Grading Schemas Chapter 267, Grading Schema
Grade Translations Grade Translations Procedure
Step 91 Set Up Enrollment required D Enrollments Chapter 184, Enrollment Calendar
Calendar Configuration Procedure
Configurations
Step 92 Set Up Administrative required D Enrollments Chapter 181, Administrative Unit
Unit Statuses Statuses Procedure
Step 93 Set Up Load Calendar required D Enrollments Chapter 192, Load Calendar
Structure Structure Procedure
Step 94 Set Up Enrollment required A Enrollments Chapter 189, Enrollment
Categories Categories Procedure
Step 95 Set Up Enrollment required A Enrollments Chapter 190, Enrollment Method
Method Types Types Procedure
Step 96 Set Up Enrollment required D Enrollments Chapter 186, Category Procedure
Category Procedure Detail Procedure
Detail
Step 97 Set Up Enrollment Note optional A Enrollments Chapter 193, Enrollment Note
Types Types Procedure
Step 98 Set Up Unit required D Enrollments Chapter 185, Unit Discontinuation
Discontinuation Date Dates Procedure
Criteria

Oracle Student System Setup Checklist 429-9

Oracle Student System Setup Checklist
Table 429–1 Step 1 Oracle Student System Setup Checklist
Step
Setup Step
Number
Step 99 Set Up Discontinuation
Reason Codes
Step 100 Set Up Institution
Waitlist Option s
Step 101 Set Up Organizational
Unit Waitlist Setup
Step 102 Set Up Government
Contribution Payments
Step 103 Set Up Contribution
Payments
Step 104 Set Up Fee Structure
Statuses
Step 105 Set Up International
Currency Codes
Step 106 Set Up Rating Scales
Step 107 Set Up Admission
Process Category Detail
Step 108 Set Up Admission
Application Status
Step 109 Set Up Admission Fee
Status
Step 110 Set Up Government
Admission Codes
Step 111 Set Up Basis for
Admission Types
Step 112 Set Up Admission
Codes
Step 113 Set Up Admission
Documentation Status
Step 114 Set Up Admission
Entry Qualification
Status
429-10 Oracle Student System User’s Guide
Step Setup
Subsystem Reference
Type Order
required A Enrollments Chapter 191, Discontinuation
Reasons Procedure
required D Enrollments Chapter 182, Institution Waitlist
Option Procedure
required D Enrollments Chapter 183, Organizational Unit
Waitlist Setup Procedure
required A Enrollments Chapter 187, Government
Contribution Payments Procedure
required D Enrollments Chapter 188, Contribution
Payment Procedure
required A Student Finance Chapter 200, Fee Structure
Statuses Procedure
required D Student Finance Chapter 228, International
Currency Codes Procedure
required A Admissions Chapter 127, Rating Scales
Procedure
required D Admissions Chapter 111, Admission Process
Category Detail Procedure
required A Admissions Chapter 112, Admission
Application Status Procedure
optional A Admissions Chapter 113, Admission Fee Status
Procedure
required A Admissions Chapter 139, Government
Admission Codes Procedure
required A Admissions Chapter 115, Basis for Admission
Types Procedure
required D Admissions Chapter 116, Admission Codes
Procedure
required A Admissions Chapter 119, Admission
Documentation Status Procedure
required A Admissions Chapter 117, Admission Entry
Qualification Status Procedure
 Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 115 Set Up Admission Offer required A Admissions Chapter 122, Admission Offer
Response Status Response Status Procedure
Step 116 Set Up Admission required A Admissions Chapter 120, Admission Outcome
Outcome Status Status Procedure
Step 117 Set Up Admission required A Admissions Chapter 121, Admission
Conditional Offer Conditional Offer Status
Status Procedure
Step 118 Set Up Admission Unit required A Admissions Chapter 118, Admission Unit
Outcome Status Outcome Status Procedure
Step 119 Set Up Admission Offer required A Admissions Chapter 123, Admission Offer
Deferment Status Deferment Status Procedure
Step 120 Set Up Government optional A Admissions Chapter 140, Government Levels
Levels of Qualification of Qualification Procedure
and Tertiary Education
Level of Qualification
Step 121 Set Up Government optional A Admissions Chapter 141, Government Levels
Levels of Completion of Completion Procedure
and Tertiary Education
Level of Completion
Step 122 Set Up Government optional A Admissions Chapter 143, Government
Secondary Assessment Secondary Assessment Types
Types and Secondary Procedure
Education Assessment
Types
Step 123 Set Up Secondary optional A Admissions Chapter 135, Secondary Education
Education Schools Schools Procedure
Step 124 Set Up Overseas optional A Admissions Chapter 138, Overseas Secondary
Secondary Education Education Qualification Procedure
Qualification
Step 125 Set Up Admission Test required D Admissions Chapter 126, Admission Test
Types Types Procedure
Step 126 Set Up Source required D Admissions Chapter 134, Source Categories
Categories Procedure
Step 127 Set Up Activities required D Admissions Chapter 132, Admissions
Reference Data Setup Procedure

Oracle Student System Setup Checklist 429-11

Oracle Student System Setup Checklist
Table 429–1 Step 1 Oracle Student System Setup Checklist
Step Step Setup
Setup Step Subsystem
Number Type Order
Step 128 Set Up Applicant required A Admissions
Step 129 Set Up Application required A Admissions
Step 130 Set Up Application Fees required A Admissions
Step 131 Set Up Athletics required A Admissions
Step 132 Set Up Credentials required A Admissions
Step 133 Set Up Interests required A Admissions
Step 134 Set Up Recruitment required A Admissions
Step 135 Set Up Test Results required A Admissions
Step 136 Set Up Transcript required A Admissions
Step 137 Set Up Grade required D Admissions
Conversion
Step 138 Set Up Credential Types required A Admissions
Setup
Step 139 Set Up Admission required A Admissions
Application Note Types
Step 140 Set Up Inquiry Status required A Admissions
Step 141 Set Up Inquiry Source required Admissions
Types
Step 142 Set Up Inquiry optional Admissions
Characteristic Types
Step 143 Set Up Inquiry required A Admissions
Information Types
Step 144 Set Up Inquiry Package required A Admissions
Items
429-12 Oracle Student System User’s Guide
Reference
Chapter 132, Admissions
Reference Data Setup Procedure
Chapter 132, Admissions
Reference Data Setup Procedure
Chapter 132, Admissions
Reference Data Setup Procedure
Chapter 132, Admissions
Reference Data Setup Procedure
Chapter 132, Admissions
Reference Data Setup Procedure
Chapter 132, Admissions
Reference Data Setup Procedure
Chapter 132, Admissions
Reference Data Setup Procedure
Chapter 132, Admissions
Reference Data Setup Procedure
Chapter 132, Admissions
Reference Data Setup Procedure
Chapter 131, Grade Conversion
Procedure
Chapter 132, Admissions
Reference Data Setup Procedure
Chapter 130, Admission
Application Note Types Procedure
Chapter 152, Inquiry Status
Procedure
Chapter 149, Inquiry Source Types
Procedure
Chapter 151, Inquiry
Characteristic Types Procedure
Chapter 150, Inquiry Information
Types Procedure
Chapter 153, Inquiry Package
Items Procedure
 Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 145 Set Up Program optional D Admissions Chapter 154, Program Inquiry
Enquiry Package Items Package Items Procedure
Step 146 Set Up Admission required D Admissions Chapter 155, Admissions
Calendar Calendar Configurations
Configurations Procedure
Step 147 Set Up Admission required D Admissions Chapter 156, Admission Period
Period Calendars Calendars Procedure
Step 148 Set Up Admission required D Admissions Chapter 157, Admission Period
Period Date Overrides Date Overrides Procedure
Step 149 Set Up Student Target required A Admissions Chapter 157, Student Target Types
Types Procedure
Step 150 Set Up Government required D Admissions Chapter 490, Government
Snapshot Control Snapshot Control Procedure
Step 151 Set Up Submission required D Admissions Chapter 159, Submission Intake
Student Targets Targets Procedure
Step 152 Set Up Student Target required D Admissions Chapter 165, Student Target Types
Types Procedure
Step 153 Set Up Organizational required D Admissions Chapter 160, Organizational Unit
Unit Student Targets Student Targets Procedure
Step 154 Set Up Unit Set required A Program Structure Chapter 72, Unit Categories
Categories and Planning Procedure or Chapter 28, Unit
Categorizations Procedure
Step 155 Set Up Unit Statuses required A Program Structure Chapter 73, Unit Statuses
and Planning Procedure
Step 156 Set Up Basic Unit Set required D Program Structure Chapter 42, Basic Unit Set Details
Details and Planning
Step 157 Set Up Progression Rule required D Progression Chapter 293, Progression Outcome
Outcome Type Types Procedure
Step 158 Set Up Progression Rule required A Progression Chapter 294, Progression Rule
Categories Categories Procedure
Step 159 Set Up System required D Progression Chapter 295, System Progression
Progression Configuration Procedure
Configuration

Oracle Student System Setup Checklist 429-13

Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 160 Set Up Organizational required D Progression Chapter 297, Organizational Unit
Unit Progression Progression Configuration
Configuration Procedure
Step 161 Set Up Progression required A Progression Chapter 300, Progression Rules
Rules Procedure
Step 162 Set Up Progression required D Progression Chapter 305, Progression Outcome
Outcome Decision Decision Procedure
Step 163 Set Up Basic Program required D Program Structure Chapter 5, Basic Program Details
Details and Planning Procedure
Step 164 Set Up Program optional D Program Structure Chapter 6, Program Alternative
Alternative Exits and Planning Exits Procedure
Step 165 Set Up Program Annual optional D Program Structure Chapter 9, Program Annual Load
Load and Planning Procedure
Step 166 Set Up Program required D Program Structure Chapter 12, Program
Categorizations and Planning Categorizations Procedure
Step 167 Set Up Program Stages optional D Program Structure Chapter 62, Program Stages
and Planning Procedure
Step 168 Set Up Progression Rule required D Program Structure Chapter 299, Progression Rule
Application and Planning Applications Procedure
Step 169 Set Up Program required D Program Structure Chapter 7, Program Awards
Awards and Planning Procedure
Step 170 Set Up Program Group optional D Program Structure Chapter 10, Program Group
Membership and Planning Membership Procedure
Step 171 Set Up Program Fields required D Program Structure Chapter 13, Program Fields of
of Study and Planning Study Procedure
Step 172 Set Up Program Version optional D Program Structure Chapter 64, Program Version
Rules and Planning Rules Procedure
Step 173 Set Up Program required D Program Structure Chapter 402, Program Ownership
Ownership and Planning History Procedure
Step 174 Set Up Program optional D Program Structure Chapter 403, Program Reference
Reference Codes and Planning Code History Procedure

429-14 Oracle Student System User’s Guide

 Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 175 Set Up Restricted required D Program Structure Chapter 14, Restricted Funding
Funding Sources and Planning Sources Procedure and Chapter
411, Funding Source Restriction
History Procedure
Step 176 Set Up Programs required D Program Structure Chapter 61, Programs Eligible for
Eligible for Financial and Planning Financial Aid Procedure
Aid
Step 177 Set Up Program required D Program Structure Chapter 15, Program Offerings
Offerings and Planning Procedure
Step 178 Set Up Program optional D Program Structure Chapter 16, Program Offering
Offering Notes and Planning Notes Procedure
Step 179 Set Up Program required D Program Structure Chapter 67, Program Offering
Offering Unit Sets and Planning Unit Sets Procedure
Step 180 Set Up Program required D Program Structure Chapter 18, Program Offering
Offering Options and Planning Options Procedure
Admission Categories
Step 181 Set Up Program required D Program Structure Chapter 65, Program Offering
Offering Option and Planning Option Admission Categories
Admission Categories Procedure
Step 182 Set Up Program Entry optional D Program Structure Chapter 20, Program Entry Point
Point Reference Codes and Planning Reference Codes Procedure
Step 183 Set Up Program optional D Program Structure Chapter 19, Program Offering
Offering Option Notes and Planning Option Notes Procedure
Step 184 Set Up Program required D Program Structure Chapter 70, Program Offering
Offering Option Unit and Planning Option Unit Sets Procedure
Sets
Step 185 Set Up Patterns of optional D Program Structure Chapter 66, Patterns of Study
Study and Planning Procedure
Step 186 Set Up Program required D Program Structure Chapter 21, Program Offering
Offering Patterns and Planning Patterns Procedure
Step 187 Set Up Program Version optional D Programs of Study Chapter 23, Program Version
Notes Notes Procedure
Step 188 Set Up Program required D Program Structure Chapter 59, Program Occupational
Occupational Titles and Planning Titles Procedure

Oracle Student System Setup Checklist 429-15

Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 189 Set Up Program Groups required D Program Structure Chapter 56, Program Groups
and Planning Procedure
Step 190 Set Up Basic Unit required D Program Structure Chapter 24, Basic Unit Details
Details and Planning Procedure
Step 191 Set Up Unit Version optional D Program Structure Chapter 41, Unit Version Notes
Notes and Planning Procedure
Step 192 Set Up Program Unit required D Program Structure Chapter 25, Program Unit Levels
Levels and Planning Procedure
Step 193 Set Up Unit required D Program Structure Chapter 28, Unit Categorizations
Categorizations and Planning Procedure
Step 194 Set Up Unit Version required D Program Structure Chapter 80, Unit Version Rules
Rules optional and Planning Procedure
Step 195 Set Up Sub-Unit optional D Program Structure Chapter 26, Sub-Unit
Relationships and Planning Relationships Procedure
Step 196 Set Up Unit Disciplines required D Program Structure Chapter 29, Unit Disciplines
and Planning Procedure
Step 197 Set Up Unit Fields of required D Program Structure Chapter 31, Unit Fields of Study
Study and Planning Procedure
Step 198 Set Up Teaching required D Program Structure Chapter 27, Teaching
Responsibilities and Planning Responsibilities Procedure
Step 199 Set Up Unit Assessment required D Program Structure Chapter 253, Unit Assessment
Items optional and Planning Items Procedure
Step 200 Set Up Unit Reference required D Program Structure Chapter 30, Unit Reference Codes
Codes optional and Planning Procedure
Step 201 Set Up Units Eligible required D Program Structure Chapter 82, Units Eligible for
for Financial Aid and Planning Financial Aid Procedure
Step 202 Set Up Unit Grading required A Program Structure Chapter 32, Unit Grading Schemas
Schemas and Planning Procedure
Step 203 Set Up Unit Repeat required D Program Structure Chapter 33, Unit Repeat
Conditions and Planning Conditions Procedure
Step 204 Set Up Unit required D Program Structure Chapter 35, Unit Cross-Reference
Cross-Reference and Planning Information Procedure
Information

429-16 Oracle Student System User’s Guide

 Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 205 Set Up Unit Locations required D Program Structure Chapter 34, Unit Locations and
and Facilities and Planning Facilities Procedure
Step 206 Set Up Unit Offerings required D Program Structure Chapter 36, Unit Offerings
and Planning Procedure
Step 207 Set Up Unit Offering optional D Program Structure Chapter 37, Unit Offering Notes
Notes and Planning Procedure
Step 208 Set Up Unit Offering optional D Program Structure Chapter 78, Unit Offering Pattern
Pattern Notes and Planning Notes Procedure
Step 209 Set Up Unit Offering required D Program Structure Chapter 40, Unit Offering Pattern
Pattern Waitlist and Planning Waitlist Procedure
Step 210 Set Up Unit Offering required D Program Structure Chapter 36, Unit Offerings
Options and Planning Procedure
Step 211 Set Up Unit Section required D Program Structure Chapter 83, Unit Section Details
Details and Planning Procedure
Step 212 Set Up Unit Section required D Program Structure Chapter 84, Unit Section
Occurrences and Planning Occurrences Procedure
Step 213 Set Up Unit Section required D Program Structure Chapter 85, Unit Section
Enrollment Limits and and Planning Enrollment Limits and Waitlists
Waitlists - Enrollment Procedure
Limits
Step 214 Set Up Unit Section required D Program Structure Chapter 85, Unit Section
Enrollments Limits and and Planning Enrollment Limits and Waitlists
Waitlists - Waitlists Procedure
Step 215 Set Up Unit Section required D Program Structure Chapter 86, Unit Section Credit
Credit Points and Planning Points Procedure
Step 216 Set Up Unit Section required D Program Structure Chapter 87, Unit Section Cross
Cross Listings - Cross and Planning Listings Procedure
Listed Units
Step 217 Set Up Unit Section required D Program Structure Chapter 87, Unit Section Cross
Cross Listings - Cross and Planning Listings Procedure
Listed Unit Sections
Step 218 Set Up Unit Section required D Program Structure Chapter 87, Unit Section Cross
Cross Listings - and Planning Listings Procedure
Sponsorship

Oracle Student System Setup Checklist 429-17

Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step
Setup Step
Number
Step 219 Set Up Unit Section
Cross Listings -
Teaching Responsibility
Step 220 Set Up Unit Section
Financial Aid Eligibility
Step 221 Set Up Unit Section
Repeat Conditions
Step 222 Set Up Unit Section
Repeat Conditions -
Repeat Family
Step 223 Set Up Unit Section
Repeat Conditions -
Previous Grades
Qualifying for Repeat
Step 224 Set Up Unit Section
Assessments
Step 225 Set Up Unit Section
Assessments -
Assessment Items
Step 226 Set Up Unit Section
Reference Codes
Step 227 Set Up Unit Section
Assessment Items
Step 228 Set Up Catalog
Definition - Versions
Step 229 Set Up Catalog
Definition - Note Types
Step 230 Set Up Catalog Notes
Step 231 Set Up Unit Section
Grading Schemas
Step 232 Set Up Unit Placement
Step Setup
Subsystem Reference
Type Order
required D Program Structure Chapter 87, Unit Section Cross
and Planning Listings Procedure
required D Program Structure Chapter 88, Unit Section Financial
and Planning Aid Eligibility Procedure
required D Program Structure Chapter 89, Unit Section Repeat
and Planning Conditions Procedure
required D Program Structure Chapter 89, Unit Section Repeat
and Planning Conditions Procedure
required D Program Structure Chapter 89, Unit Section Repeat
and Planning Conditions Procedure
required D Program Structure Chapter 90, Unit Section
and Planning Assessments Procedure
required D Program Structure Chapter 91, Unit Section
and Planning Assessment Items Procedure
required D Program Structure Chapter 92, Unit Section Reference
and Planning Codes Procedure
required D Program Structure Chapter 91, Unit Section
and Planning Assessment Items Procedure
required A Program Structure Chapter 99, Catalog and Schedule
and Planning Definition Procedure
required A Program Structure Chapter 100, Catalog and
and Planning Schedule Notes Procedure
required D Program Structure Chapter 100, Catalog and
and Planning Schedule Notes Procedure
required D Program Structure Chapter 93, Unit Section Grading
and Planning Schemas Procedure
required A Admissions Chapter 128, Unit Placement
Procedure

429-18 Oracle Student System User’s Guide

 Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 233 Set Up Receivables required D Student Finance Oracle General Ledger User Guide,
Installed Indication if using Oracle Receivables User Guide,
Receiva Release 11i
bles
Step 234 Set up General Ledger required D Student Finance Oracle General Ledger User Guide,
and Accounts if using Oracle Receivables User Guide,
Receivable Receiva Release 11i
bles
Step 235 Set Up Auto Invoice in required D Student Finance Oracle General Ledger User Guide,
Oracle Receivables if using Oracle Receivables User Guide,
billing Release 11i
and
autofina
nce
holds
Step 236 Set Up Fee Posting required D Student Finance Chapter 201, Fee Posting Accounts
Accounts Procedure
Step 237 Set Up Student Finance required A Student Finance Chapter 229, Student Finance
External Reference External Reference Types
Types Procedure
Step 238 Set Up Fee Sponsorship required A Student Finance Chapter 215, Fee Sponsorship
Statuses Statuses Procedure
Step 239 Set Up Student Fee required A Student Finance Chapter 220, Student Fee Sponsor
Sponsor Types Types Procedure
Step 240 Set Up Fee Hold Status required A Student Finance Chapter 240, Fee Hold Procedure
Step 241 Set Up Fee Sponsorship required A Student Finance Chapter 221, Fee Sponsorship
Statuses Statuses Procedure
Step 242 Set Up Account required D Student Finance Chapter 231, Account
Classification Classification Procedure
Step 243 Set Up Disbursement required A Student Finance Chapter 224, Disbursement
Categories Categories Procedure
Step 244 Set Up Fee Types required A Student Finance Chapter 202, Fee Types Procedure
Step 245 Set Up Fee Category required D Student Finance Chapter 214, Fee Category
Calendar Instance last Calendar Instance Procedure
region

Oracle Student System Setup Checklist 429-19

Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 246 Set Up Record Sponsor required D Student Finance Chapter 222, Record Sponsor
Details Details Procedure
Step 247 Set Up Disbursement required D Student Finance Chapter 225, Disbursement
Accounts Accounts Procedure
Step 248 Set Up Fee required D Student Finance Chapter 226, Fee Disbursement
Disbursement Formulas Formulas Procedure
Step 249 Set Up Authorize Fee required D Student Finance Chapter 227, Authorize Fee
Disbursement Journal Disbursement Journal Procedure
Step 250 Set Up Tracking Note required A Tracking Chapter 391, Tracking Note Types
Types Procedure
Step 251 Set Up Tracking Status required A Tracking Chapter 390, Tracking Status
Procedure
Step 252 Set Up Tracking Types required A Tracking Chapter 388, Tracking Types
Procedure
Step 253 Set Up Tracking Groups optional D Tracking Chapter 388, Tracking Groups
Procedure
Step 254 Set Up Milestone Types required A Research Chapter 318, Milestone Types
Procedure
Step 255 Set Up Milestone required A Research Chapter 328, Milestone Statuses
Statuses Procedure
Step 256 Set Up Program Default required D Research Chapter 316, Program Default
Research Milestones Research Milestones Procedure
Step 257 Set Up Scholarship required A Research Chapter 323, Scholarship Types
Types Procedure
Step 258 Set Up Government required A Research Chapter 325, Government
Socio-Economic Socio-Economic Objective
Objective Procedure
Classifications
Step 259 Set Up Socio-Economic required A Research Chapter 326, Socio-Economic
Objective Objective Procedure
Classifications
Step 260 Set Up Government required A Research Chapter 327, Government Type of
Type of Activity Activity Classification Codes
Classification Codes Procedure

429-20 Oracle Student System User’s Guide

 Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 261 Set Up Research required A Research Chapter 319, Research Supervisor
Supervisor Types Types Procedure
Step 262 Set Up Thesis Result required A Research Chapter 324, Thesis Result Codes
Codes Procedure
Step 263 Set Up Thesis Panel required A Research Chapter 320, Thesis Panel Types
Types Procedure
Step 264 Set Up Thesis required A Research Chapter 321, Thesis Examination
Examination Types Types Procedure
Step 265 Set Up Research required D Research Chapter 317, Research Calendar
Calendar Configuration Configuration Procedure
Step 266 Set Up Thesis Panel required A Research Chapter 322, Thesis Panel Member
Member Types Types Procedure
Step 267 Set Up Advanced required D Advanced Chapter 239, Advanced Standing
Standing Configuration Standing Configuration Procedure
Step 268 Set Up Graduand required A Graduation Chapter 285, Graduand Statuses
Statuses Procedure
Step 269 Set Up Graduand required A Graduation Chapter 286, Graduand Approval
Approval Statuses Statuses Procedure
Step 270 Set Up Graduation optional A Graduation Chapter 287, Graduation Note
Note Types Types Procedure
Step 271 Set Up Honors Levels required A Graduation Chapter 289, Honors Levels
Procedure
Step 272 Set Up Measurements required A Graduation Chapter 290, Measurements
Procedure
Step 273 Set Up Graduation required D Graduation Chapter 277, Graduation
Ceremony Ceremony Procedure
Step 274 Set Up Award required D Graduation Chapter 278, Award Ceremony
Ceremony Procedure
Step 275 Set Up Unit Set required D Graduation Chapter 279, Unit Set Ceremony
Ceremony Procedure
Step 276 Set Up Graduation optional D Graduation Chapter 280, Graduation
Ceremony Notes Ceremony Notes Procedure

Oracle Student System Setup Checklist 429-21

Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem
Number Type Order
Step 277 Set Up Assessment required A Assessments
Types
Step 278 Set Up Examination required A Assessments
Supervisor Types
Step 279 Set Up Examination required A Assessments
Material Types
Step 280 Set Up Assessor Types required A Assessments
Step 281 Set Up Mark/Grade required A Assessments
Entry Configuration
Step 282 Set Up Special required A Assessments
Consideration
Categories
Step 283 Set Up Special required A Assessments
Consideration
Outcomes
Step 284 Set Up Assessments required D Assessments
Calendar Configuration
Step 285 Set Up Assessment required D Assessments
Items
Step 286 Set Up Assessment Item required A Assessments
Examination Materials
Step 287 Set Up Unit Assessment required D Assessments
Items
Step 288 Set Up Unit Assessment required D Assessments
Items Inquiry
Step 289 Set Up Unit Assessment required D Assessments
Patterns
Step 290 Set Up Venue Session required D Assessments
Availability
Step 291 Set Up Examination required D Assessments
Supervisor Details
Step 292 Set Up Examination required D Assessments
Sessions
Reference
Chapter 244, Assessment Types
Procedure
Chapter 245, Examination
Supervisor Types Procedure
Chapter 246, Examination
Material Types Procedure
Chapter 247, Assessor Types
Procedure
Chapter 265, Mark/Grade Entry
Configuration Procedure
Chapter 248, Special
Consideration Categories
Procedure
Chapter 249, Special
Consideration Outcomes
Procedure
Chapter 250, Assessments
Calendar Configuration Procedure
Chapter 251, Assessment Items
Procedure
Chapter 252, Assessment Item
Examination Materials Procedure
Chapter 253, Unit Assessment
Items Procedure
Chapter 254, Unit Assessment
Items Query Procedure
Chapter 255, Unit Assessment
Patterns Procedure
Chapter 259, Venue Session
Availability Procedure
Chapter 260, Examination
Supervisor Details Procedure
Chapter 261, Examination
Sessions Procedure

429-22 Oracle Student System User’s Guide

 Oracle Student System Setup Checklist

Table 429–1 Step 1 Oracle Student System Setup Checklist

Step Step Setup
Setup Step Subsystem Reference
Number Type Order
Step 293 Set Up Supervisors to required D Assessments Chapter 262, Supervisors To
Venue Venue Procedure
Step 294 Set Up Student required D Assessments Chapter 263, Student Examination
Examination Details Details Procedure
Step 295 Set Up Transcript Types required A Assessments Chapter 273, Transcript Types
Procedure
Step 296 Set Up Progression Rule required A Assessments Chapter 301, Progression Rule
Outcome Outcome Procedure
Step 297 Set Up Progression Rule required Assessments Chapter 302, Progression Rule
Summary Summary Procedure

Oracle Student System Setup Checklist 429-23

Oracle Student System Setup Steps

Oracle Student System Setup Steps

The following Oracle Student System setup steps must be completed to use Oracle
Student System.

Step 1. Specify Profile Options

Profile options must be specified as part of Oracle Student System setup. A profile
can be set at the following levels:
■ site
■ application
■ responsibility
■ user
Most profiles are seeded with default values at the site level, which serve as system
defaults until they are overridden at other levels.
Set profile options as described in this section.
1. As System Administrator, navigate to the System Profile Values window as
follows:
Profile - System
The Find System Profile Values window appears.
2. Query the profile options to be set.
3. Click Find.
The System Profile Values window appears.
4. Set up profile options at the appropriate level.
For information on setting up profile options, see User Profiles, Oracle
Applications System Administrator’s Guide.
5. Save or Save and continue as follows:
File - Save or Save and Proceed
6. Close the window.
For information on setting profile options, see Using User Profiles, Oracle
Applications User’s Guide.

429-24 Oracle Student System User’s Guide

 Oracle Student System Setup Steps

Set the following profile options appropriately as described in the following tables.

Table 429–2 Student System Profile Option Levels

Settings
Applica- Respon-
Feature Profile Option Name Site tion sibility User
Display Religion Tab IGS: Decides whether the x x
Religion Tab has to be Displayed
Display Family tab on IGS: Determines if family tab has x
Person Statistics Window to be Displayed
Display Voter tab on IGS: Decides whether the Voter x
Person Statistics Window Tab has to be Displayed
Display Income Tax tab on IGS: Decides whether the Income x
Person Statistics Window Tax Tab has to be Displayed
Set default address for IGS: Address Type for Residence x
system
Set default citizenship or IGS: Citizenship Residence Status x
residency status as
defined in permanent
resident codes procedure
Set country of citizenship IGS: Country of Citizenship x
Set visa types. H takes IGS: Visa Type H, O
values from HR; O takes
values from Student
System
Set match criteria to check IGS: Duplicate Match Criteria x
for duplicate person
records during manual
data entry. Not used
during data import.
Set language code IGS: Language Code x
Set system generation of IGS: HZ Generate Party Number x x x x
institution ID,
organization iD, and
person number. If set, user
must ensure newly
generated numbers are
unique.

Oracle Student System Setup Checklist 429-25

Oracle Student System Setup Steps

Table 429–2 Student System Profile Option Levels

Settings
Applica- Respon-
Feature Profile Option Name Site tion sibility User
Show if CRM installed IGS: CRM Installed x
Set to automatically IGS: Institutional Grading Scale LOV:
convert applicant grade
best
point averages entered in
grade
Academic History
window to preferred most
institutional grading scale recent
grade
include
all
attempts

Set a unique descriptor to IGS: Call Numbers LOV:

use as quick reference for
a unit section within a
specific teaching period system
generated
user
generated

231. Set Up Oracle General Ledger and Oracle Receivables (Optional)

To use Oracle Receivables with Student System to perform billing functions, Oracle
General Ledger and Oracle Receivables must be set up and implemented. Oracle
General Ledger is a prerequisite for implementing Oracle Receivables.
Note: If Oracle Receivables is not used to perform student billing functions, Student
System must be integrated with the primary billing and accounting system of the
higher education institution.
For information on setting up Oracle General Ledger, see Oracle General Ledger User
Guide, Release 11i.
For information on setting up Oracle Receivables, see Oracle Receivables User Guide,
Release 11i.

429-26 Oracle Student System User’s Guide

 430
Oracle Student System Lookups Procedure

This chapter describes how to perform lookups in Oracle Student System. The
following sections are in this chapter:
■ Definition
■ Overview
■ Performing Lookups Procedure
■ Oracle Student System Lookups Window

Oracle Student System Lookups Procedure 430-1

Definition

Definition
The Oracle Student System lookups procedure performs lookups in Oracle Student
System.

Overview
The Oracle Student System Lookups window is similar to the Quick Codes window
in Oracle Account Receivables. It can be accessed through the Receivables Manager
responsibility.

430-2 Oracle Student System User’s Guide

 Performing Lookups Procedure

Performing Lookups Procedure

To perform a lookup in Oracle Student System, perform the following steps.
1. In Oracle Student System, navigate to the Oracle Student System Lookups
window as follows:
Setups - Lookups
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Oracle Student System Lookups Procedure 430-3

Oracle Student System Lookups Window

Oracle Student System Lookups Window

Figure 430–1 Oracle Student System Lookups Window

430-4 Oracle Student System User’s Guide

 431
Calendar Overview

This chapter provides an overview of the Calendar subsystem.

The following sections are in this chapter:
■ Purpose
■ User Responsibilities
■ Terminology
■ Relationships in the Calendar Subsystem

Calendar Overview 431-1

Purpose

Purpose
The Calendar subsystem records the following information:
■ periods of time
■ significant events and dates linked to periods of time
Calendars are used to define data and trigger functions in other subsystems. Many
types of calendar, each representing different time periods in the academic and
administrative life of an institution, can be defined.

User Responsibilities
Since Calendar subsystem configuration affects all other subsystems, the ability to
create and maintain an institution's calendars must be restricted to a limited
number of system administrators and subsystem specialists who understand
systemwide features and functionality.

Terminology
In Oracle Student System, a traditional calendar is represented by a calendar
instance. A calendar instance is defined by its start and end dates and the calendar
type or grouping to which it is assigned.
A calendar event is represented by a date alias. An event can occur in several
different calendars or a number of times in one calendar. Each specific occurrence of
an event is represented by a date alias instance.
Table 431–1 lists Calendar subsystem terminology.

Table 431–1 Calendar Subsystem Terminology

Traditional Calendar
Term Equivalent Defined By Examples
calendar category Gregorian, Julian, system-defined TEACHING
Lunar, Jewish, Islamic,
Mayan, Chinese, etc.
calendar type annual, monthly, civil, institution- standard
religious, fiscal, etc. defined within academic
a calendar year,
category semester 1,
semester 2

431-2 Oracle Student System User’s Guide

 Terminology

Table 431–1 Calendar Subsystem Terminology

Traditional Calendar
Term Equivalent Defined By Examples
calendar instance annual calendar, such start and end semester 1,
as calendar for 1996 dates 1997; start
specified by 01-MAR-1997,
institution for end
a particular 01-JUL-1997
calendar
type
date alias event, such as Labor institution- startof
Day holiday or start of defined semester1
trip or vacation HECS
census day
date alias instance when event occurs, date specified startof
such as the specific by institution semester1,
date of Labor Day and assigned to 1997;
holiday in one a particular 01-MAR-1997
particular year calendar
instance

Calendar Overview 431-3

Relationships in the Calendar Subsystem

Relationships in the Calendar Subsystem

This section includes information on the following topics:
■ Data Dependencies
■ Calendar Instance Relationships

Data Dependencies
Oracle Student System requires that some data be defined before other data can be
added. Figure 431–1 shows the order for entering Calendar subsystem data using
the various windows in the Calendar subsystem. For example, date alias categories
must be set up using the Date Alias Categories window before adding date aliases,
because the system requires each date alias to be assigned a category.
Note: System calendar status and calendar category are system-defined.

Figure 431–1 Data Dependencies in the Calendar Subsystem

431-4 Oracle Student System User’s Guide

 Relationships in the Calendar Subsystem

Calendar Instance Relationships

Figure 431–2 shows an example of how calendar instances can be organized in
superior and subordinate relationships, with many levels of relationships possible.
For example, a calendar instance for the Semester 1 1997 examination period can be
added in a subordinate relationship to 1997 Academic Calendar.
Note: A calendar instance can have more than one superior instances.

Figure 431–2 Example of Calendar Instance Relationships

Calendar Overview 431-5

Relationships in the Calendar Subsystem

431-6 Oracle Student System User’s Guide

 432
Calendar Types Procedure

This chapter describes how to create and to assign calendar types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Calendar Type Procedure
■ Assigning Calendar Instances Procedure
■ Calendar Types Window

Calendar Types Procedure 432-1

Definition

Definition
The calendar types procedure creates and assigns calendar types and specific
instances or occurrences of these calendars.

Overview
The following topics are described in this section:
■ Calendar Type
■ Calendar Instance

Calendar Type
A calendar type represents a meaningful timespan in the academic or
administrative calendar. An institution can define any number of calendar types for
use throughout the system; each must be assigned a system-defined calendar
category for functionality within the system. Details regarding the specific setup
requirements of calendars for other subsystems are provided in the documentation
for those subsystems.
Adding a calendar type permits its use for the creation of calendar instances.
Examples of a calendar type for the calendar category Teaching are as follows:
■ ACAD-YR for academic year
■ SEM-1 for semester 1
■ SEM-2 for semester 2

Calendar Instance
A calendar instance defines a particular occurrence of a calendar type. A calendar
instance is defined by assigning a start and an end date to a calendar type.
Instances with a calendar category of Academic or Teaching can be assigned an
alternate code. Instances with a calendar category of Progress must be assigned an
alternate code. The alternate code is a simple and quick way of identifying a
particular calendar instance without having to enter the calendar type, start date,
and end date. The alternate code is used to speed data entry in other subsystems.
New calendars can also be created by rolling over information associated with an
existing calendar instance. This process is described in the Rollover Calendar
Instance procedure.

432-2 Oracle Student System User’s Guide

 Overview

For example, a calendar instance defining Semester 1 Teaching Period for 1996
could be created by assigning the start and end dates of January 1, 1996, and June
30, 1996, to a calendar type SEM-1, and assigning it the alternate code SEM1-96.

Calendar Types Procedure 432-3

Creating Calendar Type Procedure

Creating Calendar Type Procedure

To create a calendar type, perform the following steps.
1. In Oracle Student System, navigate to the Calendar Types window as follows:
Setups - Calendars - Calendars
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a calendar type was used in a calendar instance, it is not advisable to
modify it. Instead, create a new calendar type.
■ If one or more instances of a calendar type exist, it cannot be deleted.
However, it can be closed to prevent further use by selecting the Closed
checkbox.
3. In the Calendar Type field of a blank record, enter the name of the calendar
type.
4. In the Calendar Category field, select the appropriate calendar category from
the list of values.
5. In the Description field, enter a description for the calendar type.
6. Enter an abbreviated description of the calendar type in the Abbreviation field.
Calendars of category Admission must have an abbreviated description. For all
other calendar categories, an abbreviated description is optional.
Note: Users may have to use the scroll bar to view the Abbreviation and
Teaching Period Code fields.
7. For each calendar of category Teaching, enter a corresponding Automated
Results Transfer System (ARTS) code.
Calendars of category Teaching must be mapped to a Tertiary Admissions
Center (TAC) ARTS code.
8. Optionally, enter any notes regarding this calendar type in the Notes field.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

432-4 Oracle Student System User’s Guide

 Assigning Calendar Instances Procedure

Assigning Calendar Instances Procedure

To assign a calendar instance, perform the following steps.
1. In Setups, navigate to the Calendar Types window as follows:
Setups - Calendars - Calendars
2. Enter data in appropriate fields.
The following information applies to this step:
■ Modification of a calendar instance most commonly occurs when a planned
calendar is converted to active. It is also possible to alter the start and end
dates.
■ All date alias instances in a planned calendar must be assigned an absolute
value date or alias value date prior to being changed to active.
■ A calendar with planned status cannot be changed directly to inactive
status.
■ A calendar with inactive status cannot be changed to planned status.
■ Modification of a calendar instance can have an impact on any related
calendar instances. See detail under Superior and Subordinate Calendar
sections of the Calendar Instance Relationships procedure for valid
combinations of calendar instances.
■ An active or inactive calendar instance can be deleted only if it is not related
to any subordinate calendars, does not have any date alias instances
attached, and is not used in other parts of the system; for example, Program
Structure Planning or Enrollments. A planned calendar instance can be
deleted and all children records are deleted with it.
3. In the Calendar Type region, select the calendar type for which a new instance
is to be created.
4. In the Calendar Instance region, enter the start date and end date for the new
instance in the Start Date and End Date fields.
5. In the Calendar Status field, select the appropriate calendar status from the list
of values.
6. Optionally, if the calendar category is Teaching, enter an alternate code in the
Alternate Code field.
If the calendar category is Academic, the alternate code defaults to the year of
the calendar's start date.

Calendar Types Procedure 432-5

Assigning Calendar Instances Procedure

7. Modify the calendar category value as required.

8. If the calendar category is Progress, enter a code in the Alternate Code field.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

432-6 Oracle Student System User’s Guide

 Calendar Types Window

Calendar Types Window

Figure 432–1 Calendar Types Window

Calendar Types Procedure 432-7

Calendar Types Window

432-8 Oracle Student System User’s Guide

 433
Calendar Instance Relationships Procedure

This chapter describes how to set up superior and subordinate calendar

relationships. The following sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Superior Calendar Relationships Procedure
■ Setting Up Subordinate Calendar Relationships Procedure
■ Querying Date Alias Instances Procedure
■ Calendar Instance Relationships Window

Calendar Instance Relationships Procedure 433-1

Definition

Definition
The calendar instance relationships procedure sets up relationships between
superior and subordinate calendars.

Overview
Calendar instances can be linked in superior and subordinate relationships. One
calendar instance can be associated with several superior or subordinate calendar
instances, as shown in Figure 433–1.

Figure 433–1 Sample Calendar Instance Relationship

433-2 Oracle Student System User’s Guide

 Overview

Table 433–1 describes rules for setting up calendar relationships. Since other
subsystems depend on calendar relationships, the system validates them when they
are set up.

Table 433–1 Calendar Relationship Rules

Permitted Superior Calendar Permitted Subordinate
Calendar Category Categories Calendar Categories
USERDEF all all
ACADEMIC USERDEF ADMISSION
ASSESSMENT
ENROLLMENT
EXAM
FEE
LOAD
PROGRESS
TEACHING
USERDEF
HOLIDAY
ADMISSION ACADEMIC ENROLLMENT
TEACHING USERDEF
USERDEF
ENROLLMENT ACADEMIC USERDEF
ADMISSION
USERDEF
ASSESSMENT ASSESSMENT ASSESSMENT
ACADEMIC TEACHING
USERDEF
EXAM EXAM EXAM
ACADEMIC TEACHING
USERDEF USERDEF
FEE ACADEMIC USERDEF
FINANCE
USERDEF

Calendar Instance Relationships Procedure 433-3

Overview

Table 433–1 Calendar Relationship Rules

Permitted Superior Calendar Permitted Subordinate
Calendar Category Categories Calendar Categories
FINANCE USERDEF FEE
USERDEF
LOAD ACADEMIC USERDEF
USERDEF
PROGRESS ACADEMIC TEACHING
TEACHING ACADEMIC ADMISSION
ASSESSMENT USERDEF
EXAM
PROGRESS
USERDEF
HOLIDAY ACADEMIC HOLIDAY
HOLIDAY USERDEF
USERDEF

433-4 Oracle Student System User’s Guide

 Setting Up Superior Calendar Relationships Procedure

Setting Up Superior Calendar Relationships Procedure

The following information applies to this procedure:
■ If the context calendar instance is active, a superior calendar must be active.
■ If the context calendar instance is inactive, a superior calendar can be active or
inactive.
■ If the context calendar instance is planned, a superior calendar can be active or
planned.
■ A calendar cannot have a superior relationship to itself.
To set up a superior calendar relationship, perform the following steps.
1. In Oracle Student System, navigate to the Calendar Types window as follows:
Setups - Calendars - Calendars
2. Query the appropriate record.
3. Click Calendar Relationships.
The Calendar Instance Relationships window appears.
Superior calendar instances appear in the top region. Subordinate calendar
instances appear in the Subordinate Calendars region.
4. Enter data in appropriate fields.
5. In the Calendar Type field in the top region, select a superior calendar type.
Only calendar instances from eligible calendar categories appear in the list of
values.
6. In the Start Date field, enter a start date.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Calendar Instance Relationships Procedure 433-5

Setting Up Subordinate Calendar Relationships Procedure

Setting Up Subordinate Calendar Relationships Procedure

The following information applies to this procedure.
■ If the context calendar instance is active, a subordinate calendar can be planned,
active, or inactive.
■ If the context calendar instance is inactive, a subordinate calendar must be
inactive.
■ If the context calendar instance is planned, a subordinate calendar must be
planned.
■ A calendar cannot have a subordinate relationship to itself.
■ A calendar instance of the Teaching category cannot have a subordinate
calendar of the Academic or Enrollment categories.
■ A calendar instance of the Enrollment category cannot have subordinate
calendars.
To set up a subordinate calendar relationship, perform the following steps.
1. In Oracle Student System, navigate to the Calendar Types window as follows:
Setups - Calendars - Calendars
2. Query the appropriate record.
3. Click Calendar Relationships.
The Calendar Instance Relationships window appears.
Superior calendar instances appear in the top region. Subordinate calendar
instances appear in the Subordinate Calendars region.
4. Enter data in appropriate fields.
5. In the Calendar Type field in the Subordinate Calendars region, select a
subordinate calendar type.
Note: A calendar instance from the Load category may require a load research
percentage be assigned.
6. In the Start Date field, enter a start date.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

433-6 Oracle Student System User’s Guide

 Querying Date Alias Instances Procedure

Querying Date Alias Instances Procedure

To query date alias instances associated with a calendar instance, perform the
following steps.
1. In Oracle Student System, navigate to the Calendar Types window as follows:
Setups - Calendars - Calendars
2. Query the appropriate record.
3. Click Calendar Relationships.
The Calendar Instance Relationships window appears.
Superior calendar instances appear in the top region. Subordinate calendar
instances appear in the Subordinate Calendars region.
4. In any region, select the appropriate calendar instance by clicking a calendar
type.
5. Click Date Alias Instance Query.
Date alias instances appear in a pop-up window.
6. To return to the Calendar Instance Relationships window, click Back.
7. Close the window.

Calendar Instance Relationships Procedure 433-7

Calendar Instance Relationships Window

Calendar Instance Relationships Window

Figure 433–2 Calendar Instance Relationships Window

433-8 Oracle Student System User’s Guide

 434
Calendar Date Alias Instances Procedure

This chapter describes how to create calendar date alias instances. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Calendar Date Alias Instances Procedure
■ Calendar Date Alias Instances Window

Calendar Date Alias Instances Procedure 434-1

Definition

Definition
The calendar date alias instances procedure creates calendar date alias instances.
The Calendar Date Alias Instances window and the Date Alias Instances window
achieve similar results. In the Date Alias Instances window, a number of events can
be attached to one calendar instance. In Calendar Date Alias Instances, one event
can be attached to several different calendar instances.

Overview
Date alias instances are specific occurrences of a date alias, which is generally
defined by having a date and being attached to a calendar instance.

434-2 Oracle Student System User’s Guide

 Creating Calendar Date Alias Instances Procedure

Creating Calendar Date Alias Instances Procedure

To create calendar date alias instances, perform the following steps.
1. In Oracle Student System, navigate to the Calendar Date Alias Instances
window as follows:
Setups - Calendars - Calendars
The Calendar Types window appears.
2. Query the appropriate record.
3. Click Date Alias Instances.
The Calendar Date Alias Instances window appears.
4. Enter data in appropriate fields.
5. To create date alias instance offsets, see Creating Date Alias Instance Offsets
Procedure, Chapter 437, Date Alias Instances Procedure.
6. To create a date alias instance pair, see Creating a Date Alias Instance Pair
Procedure, Chapter 437, Date Alias Instances Procedure.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Calendar Date Alias Instances Procedure 434-3

Calendar Date Alias Instances Window

Calendar Date Alias Instances Window

Figure 434–1 Calendar Date Alias Instances Window

434-4 Oracle Student System User’s Guide

 435
Rollover Calendar Instance Procedure

This chapter describes how to create rollover calendar instances. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Rollover Calendar Instance Procedure
■ Linking Rolled-Over Calendar Instance to Superior Calendar Procedure
■ Rollover Calendar Instance Window

Rollover Calendar Instance Procedure 435-1

Definition

Definition
The rollover calendar instance procedure creates new calendars based on an
existing calendar instance and its related subordinate calendar instances and
associated date alias instances.

Overview
A calendar instance defines a particular occurrence of a calendar type and is defined
by assigning a start and end date to the calendar type. A calendar instance can have
many date alias instances, also known as calendar events, associated with it. It can
also have a number of subordinate calendars related to it.
The Rollover Calendar Instance window is displayed as part of the process that
enables a calendar instance, its related subordinate calendar instances, and
associated date alias instances to form the basis for the creation of a new calendar
instance. If calendar instances are created in this way, related information is also
created without having to laboriously re-enter data.
The Rollover Calendar Instance window displays the calendar instance carried
forward from the Calendar Types window to be rolled over and the start and end
dates of the new calendar. For example, calendar instance Semester1, in date format
01/01/97 - 06/30/97, can be used to create the new calendar instance Semester1, in
date format 01/01/98 - 06/30/98, using the rollover process. The process also
carries forward to the new calendar any related dates, such as start of lectures, and
any subordinate calendars, such as exam or fee calendars, that were attached to the
source calendar.

Calendar Instance Relationship

New calendar instances can be created and linked to superior calendars that are
already rolled forward or newly created. As part of the rollover process, if a new
calendar instance is linked to a superior calendar and then rolled forward, the
system creates a link to a suitable superior calendar if one exists.
If a new calendar does not have the desired relationship specified, this region
enables a user to specify a superior calendar to which the calendar being rolled over
is linked. For example, the academic calendar instance for 1998 can be rolled over
into 1999 with all its subordinate calendars.

435-2 Oracle Student System User’s Guide

 Creating Rollover Calendar Instance Procedure

Creating Rollover Calendar Instance Procedure

The following information applies to this procedure:
■ The rollover process cannot be undone. It is necessary to manually delete all
new details to reverse the process.
■ All new calendars resulting from this process have system status Planned.
■ Inactive calendar instances and calendar instances with closed calendar type
cannot be rolled over.
■ The rollover start date must be after the start date of the existing calendar
instance.
■ A calendar cannot be rolled over to an instance that already exists.
■ When rolling over an academic calendar, the new instance defaults to the next
year.
■ The process rolls over alternate codes of existing calendars to the alternate
codes of the new calendars, except in the case of academic calendars, in which
the alternate code is the year to which the calendar refers.
■ If the system cannot determine the offset of a date alias instance because its
offset date alias instance or the offset date alias' calendar instance does not exist,
it is created with no absolute value or alias value.
■ The rollover end date for the new calendar is calculated by the system by
adding the difference in days between the start dates of the new and existing
calendars to the end date of the existing calendar. If the start day and month of
the two calendars are identical, the system recognizes this and makes the end
day and month identical, regardless of leap years.
■ When rolling over a calendar that has a superior calendar, the system
determines if a link needs to be created from the new calendar to a suitable
existing superior calendar. This applies, particularly, if a set of calendars was
rolled over and a new subordinate calendar is associated with a preexisting
superior calendar and rolled forward separately. The system attaches the rolled
subordinate to the previously rolled over superior calendar.
To create a new calendar instance using the rollover calendar instance procedure,
perform the following steps.
1. Review the preceding rules pertaining to the rollover calendar process.
2. In Oracle Student System, navigate to the Rollover Calendar Instance window
as follows:

Rollover Calendar Instance Procedure 435-3

Creating Rollover Calendar Instance Procedure

Setups - Calendars - Calendars

The Calendar Types window appears.
3. In the Calendar Types window, select the calendar instance to be rolled over,
that is, used as the basis for the new calendar.
4. Click Rollover Calendar.
The Rollover Calendar Instance window appears with the selected calendar
instance as the context record in the top region.
5. Enter the start date of the new calendar in the first Effective Rollover Dates
field.
The rollover end date is entered by the system when it moves from this field.
6. Click Rollover Calendar.
The system queries if the user wants to continue with the process.
7. Click YES.
The system advises the user that the process was successful and begins to
produce the rollover report.
8. To commence production of the rollover report, click OK.
9. Print the report immediately.
Note: Changes within the system can make it impossible to accurately
reproduce the report at a later time.
10. Check the report for expected results and exceptions.

11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

435-4 Oracle Student System User’s Guide

 Linking Rolled-Over Calendar Instance to Superior Calendar Procedure

Linking Rolled-Over Calendar Instance to Superior Calendar Procedure

To link a rolled-over calendar instance to a superior calendar, perform the following
steps.
1. Perform steps 1 to 4 of the Creating Rollover Calendar Instance Procedure.
2. Select the superior calendar instance to which the rolled over calendar instance
links from the list of values in the Superior Calendar Type field.
3. Continue the rollover process from step 5 of the Creating Rollover Calendar
Instance Procedure.

Rollover Calendar Instance Procedure 435-5

Rollover Calendar Instance Window

Rollover Calendar Instance Window

Figure 435–1 Rollover Calendar Instance Window

435-6 Oracle Student System User’s Guide

 436
Date Aliases Procedure

This chapter describes how to maintain date aliases. The following sections are in
this chapter:
■ Definition
■ Overview
■ Maintaining Date Aliases Procedure
■ Creating a Date Alias Offset
■ Creating a Date Alias Pair
■ Date Aliases Window

Date Aliases Procedure 436-1

Definition

Definition
The date aliases procedure maintains date aliases.

Overview
Date alias is the generic name for a calendar event, not the actual occurrence of an
event. A date alias is defined by its name and the date alias category to which it is
assigned. It can also be assigned to a calendar category that limits its use exclusively
to calendar instances of the same category.
For example, Census can be the date alias for any day on which census data is
collected for the government. There are any number of census days over time,
occurring on different dates each year.
Using this window to define a date alias is the first step to including the specific
date of an event in the relevant calendar. By attaching a date to Census, such as
March 31, 1996, and applying it to a calendar instance, such as Semester 1, 1996,
using the format SEM-1, 3/3/96, 15/6/96, a user can define a particular occurrence
of the date alias Census and create a date alias instance.
The following topics are described in this section:
■ Building a Calendar
■ Date Alias Offset Region
■ Date Alias Pair

436-2 Oracle Student System User’s Guide

 Overview

Building a Calendar
Figure 436–1 illustrates how to build a calendar.

Figure 436–1 Building a Calendar

Date Alias Offset Region

A relationship can be defined between two date aliases that specify that one occurs
at a fixed interval before or after the other. This region is used to display and
maintain this time relationship between two date aliases. The user can ensure that
no matter what date is assigned to the offset date alias, the subject date alias does
not fall on specified days. This is done by clicking Date Alias Offset Constraints
and specifying offset constraints details in the Date Alias Offset Constraints
window.

Date Aliases Procedure 436-3

Overview

For example, the last day of an examination period can always be 12 days after the
first day of this period. When the two date aliases are assigned to a calendar
instance and the first date is defined, the second date is automatically calculated as
12 days later.
In another example, a date alias for the submission of statistics to the government
can be defined as always occurring one month after the census date. When these
two date aliases are applied to a calendar instance and a date value for the census
date is defined, a date value for submission of the statistics is automatically
calculated as one month later. In this case the census date is called the offset date
alias and the amount of time between the two dates is called the offset duration.

Date Alias Pair

Pairing date aliases indicates that two dates and every day between the two dates
are represented by the relationship.
For example two date aliases, St-Brk and End-Brk, can name the start and end dates
of a midsemester break. Pairing the dates defines the entire period of the break,
inclusive of these two dates. When a date alias pair is created for date aliases with
instances in calendars of category Holiday, it effectively defines an institutional
break, which is one of the date alias offset constraints.

436-4 Oracle Student System User’s Guide

 Maintaining Date Aliases Procedure

Maintaining Date Aliases Procedure

To maintain date aliases, perform the following steps.
1. In Setups, navigate to the Date Aliases window as follows:
Setups - Calendars - Date Aliases
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a date alias has been used by a date alias instance and applied to a
calendar instance, it is not advisable to modify the calendar category.
■ A date alias cannot be deleted if it was already used to create a date alias
instance, to define a date alias instance offset, to define a date alias pair, or
to define a date alias offset.
■ A date alias can be closed to prevent further use by selecting the Closed
check box.
3. In the Date Alias field, enter the date alias name.
4. In the Abbreviation field, enter an abbreviated description of the date alias.
5. In the Description field, enter a full description of the date alias.
6. In the Date Alias Category field, select a date alias category from the list of
values.
7. In the Notes field, optionally enter any notes about this date alias.
8. In the Calendar Category field, optionally select a calendar category from the
list of values.
Note: Assigning a calendar category to a date alias limits its use exclusively to
calendar instances of the same calendar category.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Date Aliases Procedure 436-5

Creating a Date Alias Offset

Creating a Date Alias Offset

The following information applies to this procedure:
■ To effectively use date alias offsets, date alias instances for these date aliases
must be created using the Maintain Date Alias Instances window for particular
calendar instances that is accessed through the Maintain Calendar Types
window.
■ Instances of the two date aliases must occur in the same calendar instance.
■ Modification of date alias offsets must be carried out using the Date Alias
Instances window for particular calendar instances.
To create a date alias offset, perform the following steps.
1. In Oracle Student System, navigate to the Date Aliases window as follows:
Setups - Calendars - Date Aliases
2. From the list of values in the Offset Date Alias field, select the date alias from
which the displayed date alias will be offset.
3. Enter data in appropriate fields.
The following information applies to this step:
■ This function is used to delete a date alias offset. If date alias instances are
created from this offset, they must be reviewed and modified, if necessary,
using the Date Alias Instances window of a particular date alias.
4. Enter the offset duration in any combination of days, weeks, months, or years.
Values can be positive or negative.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

436-6 Oracle Student System User’s Guide

 Creating a Date Alias Pair

Creating a Date Alias Pair

To create a date alias pair, perform the following steps.
1. In Oracle Student System, navigate to the Date Aliases window as follows:
Setups - Calendars - Date Aliases
2. Enter data in appropriate fields.
The following information applies to this step:
■ It is not possible to directly modify a paired date alias. To specify a pair
relationship with a different date alias, perform the steps in this section.
3. Select the date alias from the list of values in the Paired Date Alias field with
which the displayed date alias will be paired.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Date Aliases Procedure 436-7

Date Aliases Window

Date Aliases Window

Figure 436–2 Date Aliases Window

436-8 Oracle Student System User’s Guide

 437
Date Alias Instances Procedure

This chapter describes how to create date alias instances for particular calendar
instances. The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Date Alias Instances Calendar Procedure
■ Creating Date Alias Instance Offsets Procedure
■ Creating a Date Alias Instance Pair Procedure
■ Date Alias Instances Window

Date Alias Instances Procedure 437-1

Definition

Definition
The date alias instances procedure permits the attachment of calendar events, or
date alias instances, to particular calendar instances.
The Calendar Date Alias Instances window and the Date Alias Instances window
achieve similar results. In the Date Alias Instances window, a number of events can
be attached to one calendar instance. In Calendar Date Alias Instances, one event
can be attached to several different calendar instances.

Overview
The date alias instances procedure includes the following parts:
■ Creating Date Alias Instances Calendar Procedure
■ Creating Date Alias Instance Offsets Procedure
■ Creating a Date Alias Instance Pair Procedure
The Date Alias Instances region shows the calendar instance for which associated
date alias instances are displayed and maintained in the Date Alias Instances
region. When the Calendar Date Alias Instances window is entered via the Calendar
Types window, the context calendar instance is the one selected there. No inquiry
on other calendar instances can be done directly in this window. It is necessary to
return to the Calendar Types window and select another calendar instance there.
For example, a user can attach the event end of midsemester break, END-BRK, to
the calendar instance for semester 1, 1996, SEM-1, 1-JAN-1996 - 30-JUN-1996.

Date Alias Instances Region

The term date alias instance is used for an occurrence of a calendar event. Generally,
to create a date alias instance, users must perform the following steps:
■ assign a date to a date alias
■ attach a date to a calendar instance
The exception is for a calendar under development with a system status of Planned.
In this case, a date of occurrence is not required immediately but must be added
before the calendar instance is made active.
The Date Alias Instances region displays existing date alias instances attached to the
context calendar instance. Date alias instances can be modified or deleted and new
ones added.

437-2 Oracle Student System User’s Guide

 Overview

The following date values can be displayed for each date alias record:
■ The absolute vale is the prescribed date of an event, entered using this window.
■ The alias value is the absolute value or a date calculated by offset from another
event. The entry in this field is generated by the system.
The alias value is the one recognized by the system as the value of the date alias
instance.

Date Alias Instance Offset Region

The date alias instance, can be specified in terms of its relationship to another base
event. The time difference between the two events is called the offset. The base
event is termed the offset date alias.
It is possible to ensure that no matter what date is assigned to the offset date alias,
the subject date alias instance does not fall on specified days. This is achieved by
specifying offset constraints in the Date Alias Instance Offset Constraints window,
which is accessed by clicking Date Alias Instance Offset Constraints.
This region is used for the creation, modification, and display of offset information
pertaining to the selected date alias instance in the Date Alias Instances region.
An absolute value for a date alias instance overrides a calculated value if both are
set. The alias value reflects this.
For example, a date alias instance for the end of semester 1 midsemester break,
END-BRK1, could be defined as occurring eight days after the date alias instance for
the beginning of semester 1 midsemester break, ST-BRK1. The offset date alias is
ST-BRK1 and the offset duration of eight days applies to END-BRK1.

Date Alias Instance Pair Window

The pairing of date alias instances indicates that the two dates, plus every day
between the two dates, are represented by the relationship. When a date alias
instance pair is created using alias instances in calendars of category Holiday, it
effectively defines an institution break, one of the system date offset constraint
types.
A pair relationship can also be defined at the date alias level in the Date Aliases
window.
For example, a date alias instance ST-BREAK, 15-MAY-1999 is created in a calendar
of category Holiday, and it is paired with the date alias instance END-BREAK,

Date Alias Instances Procedure 437-3

Overview

30-MAY-1999, also in a holiday calendar; the system recognizes the period

15-MAY-1999 - 30-MAY-1999 inclusive as an institution break.

437-4 Oracle Student System User’s Guide

 Creating Date Alias Instances Calendar Procedure

Creating Date Alias Instances Calendar Procedure

The following information applies to this procedure:
■ Altering the date of a date alias instance also alters the date of any date alias
instances that are offset from it.
■ If a date alias instance has a calendar category, it must match that of the
calendar instance.
■ Dates must be assigned to all date alias instances unless the calendar instance’s
system calendar status is Planned.
To create a date alias instance for the displayed calendar instance, perform the
following steps.
1. In Oracle Student System, navigate to the Date Alias Instances window as
follows:
Setups - Calendars - Date Aliases
The Date Aliases window appears.
2. Enter data in appropriate fields.
The following information applies to this step:
■ A date alias instance cannot be deleted if it has been used to define a date
alias instance offset.
3. Click Date Alias Instances.
The Date Alias Instances window appears.
4. In the Date Alias Instances region, select any record.
5. In the Date Alias field, select a date alias from the list of values.
6. In the Absolute Value field, enter an absolute value, that is, the date of
occurrence of this instance, or if the date of occurrence is to be defined by its
relationship to another date alias instance.
7. Enter a date alias instance offset.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Date Alias Instances Procedure 437-5

Creating Date Alias Instance Offsets Procedure

Creating Date Alias Instance Offsets Procedure

The following information applies to this procedure:
■ Altering the offset duration of a date alias also alters the date of any date aliases
that are offset from it.
■ A date alias instance cannot be a direct or indirect offset of itself.
■ If an absolute value for a date alias instance already exists, the creation of an
offset does not override it.
To create a new date alias instance offset, perform the following steps.
1. In Oracle Student System, navigate to the Date Alias Instances window as
follows:
Setups - Calendars - Date Aliases
The Date Aliases window appears.
2. Enter data in appropriate fields.
The following information applies to this step:
■ When the user deletes an offset date alias instance attached to a calendar
type with status Active, the date alias instance must have an absolute value
before the offset is deleted.
3. Select the Offset Date Alias field in the Date Alias Instance Offset region.
4. From the list of values in the Offset Date Alias field, select the base date alias
instance from which the new date alias instance will be offset.
Note: The Offset Date Alias list of values displays an alias value date only for
those date alias instances with an absolute value, not for those whose value
derives from an offset.
5. Enter the offset duration in any combination of days, weeks, months, or years.
Values can be positive or negative. The offset alias value, that is, the base date
from which the new date alias instance will be offset, is displayed.
6. Click Date Alias Instances.
The Date Alias Instances window appears.
7. Save or save and continue as follows:
File - Save or Save and Proceed

437-6 Oracle Student System User’s Guide

 Creating Date Alias Instance Offsets Procedure

8. Close the window.

Date Alias Instances Procedure 437-7

Creating a Date Alias Instance Pair Procedure

Creating a Date Alias Instance Pair Procedure

To create a date alias instance pair, perform the following steps.
1. In Oracle Student System, navigate to the Date Alias Instance Pair window as
follows:
Setups - Calendars - Date Aliases
The Date Aliases window appears.
2. Select the date alias instance to be paired in the Date Alias Instances region.
3. Click Date Alias Instances.
The Date Alias Instances window appears.
4. Click Date Alias Instance Pair.
The Date Alias Instance Pair window appears.
5. In the Related Date Alias field, select a related date alias from the list of values.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

437-8 Oracle Student System User’s Guide

 Date Alias Instances Window

Date Alias Instances Window

Figure 437–1 Date Alias Instances Window

Date Alias Instances Procedure 437-9

Date Alias Instances Window

437-10 Oracle Student System User’s Guide

 438
Date Alias Offset Constraints Procedure

This chapter describes how to create date alias offset constraints. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Date Alias Offset Constraints Procedure
■ Date Alias Offset Constraints Window

Date Alias Offset Constraints Procedure 438-1

Definition

Definition
The date alias offset constraints procedure creates date alias instances that result
from a date alias offset relationship set so that the date alias instance cannot fall on
certain specified days.

Overview
The Date Alias Offset Constraints window is accessed by a navigation button in the
Date Aliases window. In that window, a date alias can be defined in terms of an
offset from another date alias. When an instance of the first date alias is created, the
date of the second is calculated as the first date, plus or minus the offset.
This window is used optionally to ensure that the calculation of the second date
results in that date falling on acceptable days. For example, the second date can be
constrained to fall outside institution holidays, only on a weekday, only on a
Wednesday, or any valid combination of any of the constraints.
If constraints are defined, when an instance of the first date alias is created, the date
of the second is calculated as the first date plus the offset. If this date falls on a day
specified by a constraint as unacceptable or does not fall on a day specified as the
required day, the date is moved forward or backward until the constraint is
satisfied. For example, if the calculated date of the second date alias falls on a
Saturday, and the constraint Weekday, Must,1, which indicates that the date alias
instance must fall between Monday and Friday inclusive, was specified for the date
alias, the instance is moved forward to Monday to satisfy the constraint. Monday's
date forms the date alias instance.
In each case, a number of resolution days must be specified. If the calculated date
falls on a day that conflicts with the entered constraints, the system moves the
calculated date forward or backward that number of days. For example, if
resolution days is set to 2, the constraint Monday, Must Not is set, and the date
calculated from the offset falls on a Monday, the date is moved forward two days to
Wednesday. If the resolution days is set to -2, the date is moved back two days to
Saturday.

438-2 Oracle Student System User’s Guide

 Creating Date Alias Offset Constraints Procedure

Creating Date Alias Offset Constraints Procedure

The following information applies to this procedure:
■ Date alias instances based on holiday calendars can have only absolute values,
that is, they cannot be offset values and cannot be subject to offset constraints.
■ The system constraint type Holiday recognizes any single date in a holiday
calendar, which is a calendar of calendar category Holiday. The system
constraint type Inst Break recognizes date alias pairs in holiday calendars. The
paired date alias instances are not required to be in the same calendar instance.
For example, an institution could have Start-Break in 1998 holiday calendar and
End-Break in 1999 holiday calendar as a date range. The constraint uses all days
within the range.
■ The user is warned of an unresolvable constraint, either when the constraint is
entered for more common conflicts or when date alias instances are being
created using offsets. If the system is unable to resolve the constraint problems
at the point of deriving the alias value, it ignores the constraints and calculates
the alias value from the offset date alias instance.
To create a date alias offset constraints, perform the following steps.
1. In Oracle Student System, navigate to the Date Alias Offset Constraints window
as follows:
Setups - Calendars - Date Aliases
The Date Aliases window appears.
2. Query the appropriate record.
3. Enter data in appropriate fields.
4. Click Date Alias Offset Constraints.
The Date Alias Offset Constraints window appears.
5. Select a system date offset constraint type.
The system date offset constraint type defines the day or days used in the
constraint; for example, Monday, Weekday, or Holiday.
6. Select a condition.
The condition is the operator that acts on the constraint type. The available
conditions are Must and Must Not.
7. Enter the resolution days.

Date Alias Offset Constraints Procedure 438-3

Creating Date Alias Offset Constraints Procedure

Resolution days indicate the number of days that a calculated date is moved
forward or backward to resolve a constraint. For example, a resolution days
value of 3 moves a calculated date forward from Monday to Thursday,
provided no other constraint prevents the move.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

438-4 Oracle Student System User’s Guide

 Date Alias Offset Constraints Window

Date Alias Offset Constraints Window

Figure 438–1 Date Alias Offset Constraints Window

Date Alias Offset Constraints Procedure 438-5

Date Alias Offset Constraints Window

438-6 Oracle Student System User’s Guide

 439
Date Alias Instance Offset Constraints

This chapter describes how to create date alias instance offset constraints. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Date Alias Instance Offset Constraints Procedure

Date Alias Instance Offset Constraints 439-1

Definition

Definition
The date alias instance offset constraints procedure creates date alias instances
resulting from a date alias instance offset relationship such that the date alias
instance cannot fall on certain specified days

Overview
The Date Alias Instance Offset Constraints window is accessed by navigation
buttons in the Date Alias windows. In those windows, a date alias instance can be
defined in terms of an offset from another date alias instance. The date of the second
instance is calculated as the first date plus or minus the offset.
This window is used optionally to ensure that the calculation of the second date
results in that date falling on acceptable days. For example, the second date can be
constrained to fall outside institution holidays or only on a weekday or only on a
Wednesday, or any valid combination of any of the constraints. This feature is
particularly valuable when calendars are rolled over. Date alias instances
determined by offsets in the new calendars have their dates set according to the
constraints rolled over with them.
With constraints defined, when an instance of the first date alias is created, the date
of the second is calculated as the first date plus the offset. If this falls either on a day
specified by a constraint as unacceptable or doesn’t fall on a day specified as the
required day, the date is moved forward or backward until the constraint is
satisfied. For example, if the calculated date of the second date alias instance falls on
a Saturday and the constraint WEEKDAY,MUST, which indicates that the date alias
instance must fall between Monday and Friday inclusive, has been specified for the
date alias instance, the instance is moved forward to Monday, when the resolution
days are set to 1 or 2, in order to satisfy the constraint. Monday’s date forms the
date alias instance.
In each case, a number of resolution days must be specified. If the calculated date
falls on a day that conflicts with the entered constraints, the system moves the
calculated date forward or backward that number of days. For example, if
resolution days is set to 2, the constraint MONDAY, MUST NOT is set, and the date
calculated from the offset falls on a Monday, the date is moved forward two days to
Wednesday. If the resolution days is set to -2, the date is moved back to Saturday.

439-2 Oracle Student System User’s Guide

 Creating Date Alias Instance Offset Constraints Procedure

Creating Date Alias Instance Offset Constraints Procedure

The following information applies to this procedure:
■ Date alias instances based on Holiday calendars can have only absolute values;
that is, they cannot be offset values and cannot be subject to offset constraints.
■ The system constraint type Holiday recognizes any single date in a calendar of
calendar category Holiday. The system constraint type Inst Break recognizes
date alias pairs in a holiday calendar as a date range. The constraint uses all
days within the range.
■ The user is warned of an unresolvable constraint either when the constraint is
entered for more common conflicts or when date alias instances are being
created using offsets. If the system is unable to resolve the constraints at the
point of deriving the alias value, it ignores the constraints and calculates the
alias value from the offset date alias instance.
To create a date alias instance offset constraint, perform the following steps:
1. In Oracle Student System, navigate to the Date Alias Instance Offset Constraints
window as follows:
Setups - Calendars - Date Aliases
The Date Aliases window appears.
2. Query the appropriate record.
3. Click Date Alias Instances.
The Date Alias Instances window appears.
4. Click Date Alias Instance Offset Constraints.
The Date Alias Instance Offset Constraints window appears.
5. Select a system date offset constraint type.
The system date offset constraint type defines the day or days used in the
constraint, for example Monday, Weekday, or Holiday.
6. Select a condition.
A condition is the operator that acts on the constraint type. Conditions include
Must and Must Not.
7. Enter the resolution days.

Date Alias Instance Offset Constraints 439-3

Creating Date Alias Instance Offset Constraints Procedure

Resolution days indicate the number of days that a calculated date should be
moved forward to resolve a constraint. For example, a resolution day value of 3
moves a calculated date forward from Monday to Thursday, provided no other
constraint prevents the move.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

439-4 Oracle Student System User’s Guide

 440
Date Alias Categories Procedures

This chapter describes how to create date alias categories. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Date Alias Categories Procedure
■ Date Alias Categories Window

Date Alias Categories Procedures 440-1

Definition

Definition
The Date Alias Categories window creates institution-defined date alias categories.

Overview
Administrators can create date alias categories that can be assigned to date aliases
to provide some logical grouping.
For example, a category Withdrawal can be created to group date aliases
representing events, such as last day to withdraw without penalty, or last day to
withdraw without a failing grade.

440-2 Oracle Student System User’s Guide

 Creating Date Alias Categories Procedure

Creating Date Alias Categories Procedure

To create a date alias category, perform the following steps.
1. In Oracle Student System, navigate to the Date Alias Categories window as
follows:
Setups - Calendars - Date Alias Categories
2. Enter data in appropriate fields.
The following information applies to this step:
■ Unless the change is minor and does not change the meaning, it is not
advisable to modify a date alias category description. Instead, create a new
date alias category.
■ If a date alias category was used in the definition of a date alias instance, it
cannot be deleted.
3. In the Date Alias Category field, enter the name of the date alias category.
4. In the Description field, enter a description for the date alias category.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Date Alias Categories Procedures 440-3

Date Alias Categories Window

Date Alias Categories Window

Figure 440–1 Date Alias Categories Window

440-4 Oracle Student System User’s Guide

 441
Calendar Statuses Procedure

This chapter describes how to create calendar statuses. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Calendar Statuses Procedure
■ Calendar Statuses Window

Calendar Statuses Procedure 441-1

Definition

Definition
The calendar statuses procedure creates institution-defined calendar statuses.

Overview
Administrators can create calendar statuses that have specific meaning to the
institution, but the statuses created by administrators must be assigned a status that
the system recognizes to provide functionality.
Table 441–1 shows an example of administrator-assigned calendar statuses and the
corresponding system calendar statuses.

Table 441–1 Administrator-Created and System Calendar Status

Administrator-Created Calendar Status System Status
Current Active
Projected Planned
Suspended Inactive

441-2 Oracle Student System User’s Guide

 Creating Calendar Statuses Procedure

Creating Calendar Statuses Procedure

To create a calendar status, perform the following steps.
1. In Oracle Student System, navigate to the Calendar Statuses window as follows:
Setups - Calendars - Calendar Statuses
2. Enter data in appropriate fields.
The following information applies to this step:
■ If a calendar status has been used in the definition of a calendar, it is
advisable not to modify it. Instead, create a new calendar status.
■ If a calendar status is assigned to a calendar instance, it cannot be deleted.
However, it can be closed to prevent further use by selecting the Closed
checkbox.
3. In the Calendar Status field of a blank record, enter the name of the calendar
status.
4. In the Description field, enter a meaningful description for the calendar status.
5. In the System Status field, select the appropriate system status from the list of
values.
The default system status value Active can be altered.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Calendar Statuses Procedure 441-3

Calendar Statuses Window

Calendar Statuses Window

Figure 441–1 Calendar Statuses Window

441-4 Oracle Student System User’s Guide

 442
Calendar Concurrent Processes Procedure

This chapter describes how to run Calendar concurrent processes. The following
sections are in this chapter:
■ Definition
■ Calendar Concurrent Processes Procedure
■ Calendar Date Report Concurrent Process
■ Calendar Quality Check Exception Report Concurrent Process
■ Rollover Calendar Report Concurrent Process
■ Monthly Calendar Report Concurrent Process
■ Date Alias Instance Report Concurrent Process

Calendar Concurrent Processes Procedure 442-1

Definition

Definition
The Calendar concurrent processes produce calendar reports.

442-2 Oracle Student System User’s Guide

 Calendar Concurrent Processes Procedure

Calendar Concurrent Processes Procedure

To run a Calendar concurrent process, perform the following steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Request window appears.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the tables in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Calendar Concurrent Processes Procedure 442-3

Calendar Date Report Concurrent Process

Calendar Date Report Concurrent Process

The Calendar Date Report concurrent process lists important University dates for a
selected combination of parameters.

Table 442–1 Calendar Date Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Date Alias Category institution-defined classification of date aliases according to
common attributes for inquiry or reporting purposes
Calendar Type institution-defined name given to all calendars of similar
classification
Calendar Status institution-defined status indicating calendar’s level of activity
Range Start Date range start date; mandatory
Range End Date range end date; mandatory
Include Sub Calendar include sub calendar type
Type

442-4 Oracle Student System User’s Guide

 Calendar Quality Check Exception Report Concurrent Process

Calendar Quality Check Exception Report Concurrent Process

The Calendar Quality Check Exception Report concurrent process identifies
potential calendar-related problems that cannot be validated through the various
windows.

Table 442–2 Calendar Quality Check Exception Report Concurrent Process

Parameters
Parameter Description
Runtime Comment comment that appears on header page of report
Academic Calendar twelve-month period representing cycle of academic activities;
mandatory
Category category

The Calendar Quality Check Exception Report concurrent process is run in batch
mode, typically at night, by a Calendar specialist, as required, after the initial
institution calendar and calendar rollover setup is complete.
The Calendar Quality Check Exception Report concurrent process produces the
Calendar Quality Check report listing errors that occurred.

Calendar Concurrent Processes Procedure 442-5

Rollover Calendar Report Concurrent Process

Rollover Calendar Report Concurrent Process

The Rollover Calendar Report concurrent process details new calendar instances,
their relationships, and the new date alias instance created from the Rollover
Calendar Instance window. This concurrent process records exceptions for those
values for which rollover could not be completed successfully.

Table 442–3 Rollover Calendar Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Log Creation Date log creation date; mandatory
Sort By sort by
Sort Order sort order

442-6 Oracle Student System User’s Guide

 Monthly Calendar Report Concurrent Process

Monthly Calendar Report Concurrent Process

The Monthly Calendar Report concurrent process displays date alias instance
details in each day block in a traditional wall calendar format for the selected month
and year.

Table 442–4 Monthly Calendar Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Month month; mandatory
Year year; mandatory
Format format

Calendar Concurrent Processes Procedure 442-7

Date Alias Instance Report Concurrent Process

Date Alias Instance Report Concurrent Process

The Date Alias Instance Report concurrent process lists date alias instance details
for a selected combination of parameters.

Table 442–5 Date Alias Instance Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Calendar Category system-defined categorization of calendar types
Calendar Status institution-defined status indicating calendar’s level of activity
Calendar Type institution-defined name given to all calendars of similar
classification
Date Alias institution-defined name of event, not actual date
Date Alias Category institution-defined classification of date aliases according to
common attributes for inquiry or reporting purposes
Include Offset Y/N include offset; Y or N
Include Pair Y/N include pair; Y or N
Range Start Date range start date; mandatory
Range End Date range end date; mandatory
Include Sub Calendar include sub calendar type
Type

442-8 Oracle Student System User’s Guide

 443
Organizational Structure Overview

This chapter provides an overview of the Organizational Structure subsystem.

The following sections are in this chapter:
■ Purpose
■ User Responsibilities
■ Relationships

Organizational Structure Overview 443-1

Purpose

Purpose
The Organizational Structure subsystem records and maintains institution,
organizational unit, and location details and relationships used by various
subsystems.
Table 443–1 lists examples of organizational structure details used by and enhanced
in other subsystems.

Table 443–1 Examples of Organizational Structure Details

Subsystem Organizational Structure Details
Advanced Standing institution details for entering advanced standing
applications
Program Structure organizational unit details for entering program
and Planning and unit ownership and responsibility
organizational unit details for entering program
award ownership
location details for entering program and unit
offering option and pattern details

User Responsibilities
Most information entered in the Organizational Structure subsystem is reference
data. The ability to add, modify, and delete data in this subsystem should be
restricted to systemwide specialists and system administrators responsible for
maintaining institution details and organizational structures. Most other users use
organizational structure details in other subsystems or through special inquiry or
reporting interfaces, and should have read-only access.

443-2 Oracle Student System User’s Guide

 Relationships

Relationships
The Organizational Structure subsystem maintains all details required to fully
define institutions, organizational units, and locations.
Figure 443–1 shows the data dependencies in the Organizational Structure
subsystem.
The direction of an arrow indicates the relationship between two data elements. A
solid line indicates that the relationship is required. A broken line indicates that the
relationship is optional.

Organizational Structure Overview 443-3

Relationships

Figure 443–1 Organizational Structure Relationships

For example, an institution address can be assigned multiple usages. To define an

institution, an institution address does not have to be assigned to the institution.
However, before assigning an address to an institution, the institution must exist.

443-4 Oracle Student System User’s Guide

 444
Institutions Procedure

This chapter describes how to maintain institutional information. The following

sections are in this chapter:
■ Definition
■ Overview
■ Maintaining Institutions Procedure
■ Institutions Window

Institutions Procedure 444-1

Definition

Definition
The institutions procedure maintains institution records and institutional details.

Overview
Institutions decide which institutions to record and the institution code to assign to
each institution. An institution must be assigned an institution status showing its
current level of activity.

444-2 Oracle Student System User’s Guide

 Maintaining Institutions Procedure

Maintaining Institutions Procedure

The Institutions procedure includes the following parts:
■ Creating an Institution Record
■ Changing the Institution Status of an Institution Record

Creating an Institution Record

To create an institution record, perform the following steps.
1. In Oracle Student System, navigate to the Institutions window as follows:
Setups - Organizational Structure - Institutions
2. Enter data in appropriate fields.
The following information applies to this step:
■ Modifying an institution record generates a history record.
■ Once an institution code is created, it cannot be altered. Only the
description can be modified.
■ An institution record can be deleted only if it has no institution address
attached to it and it has not been used elsewhere in the system.
■ Deleting an institution deletes all history records associated with it.
3. In the Institution Code field of a blank record, enter the new institution code
4. In the Name field, enter the name of the institution.
5. In the Institution Status field, select the appropriate status from the list of
values, or enter a valid value in the field.
6. Select the Local Institution check box, if applicable.
The Local Institution check box indicates whether this record applies to the
institution that owns the student database. It is used for reporting purposes
only. Only one institution can be a local institution.
7. In the Government Institution Code field, if applicable, select the appropriate
government institution code from the list of values, or enter a valid value.
8. In the Institution Type field, select an institution type from the list of values.
9. In the Institution Control field, select an institution control type from the list of
values.

Institutions Procedure 444-3

Maintaining Institutions Procedure

10. Optionally, click the buttons described in Table 444–1 and enter data in
appropriate fields.
Table 444–1 Institution Region Buttons
Button Description Reference
Alternate IDs opens Organizational See Chapter 445,
Structure Alternate IDs Organizational Structure
window Alternate IDs.
Institution opens Addresses window See Chapter 364, Addresses
Addresses Procedure.
Institution opens Institution History See Chapter 426, Institution
History window History Procedure.
Organizational opens Organizational Units See Chapter 452,
Units window Organizational Units
Procedure.
Institution opens Organization Structure See Chapter 446,
Notes Notes window Organization Structure
Notes Procedure.
Accreditation opens Organizational See Chapter 447,
Details Structure Accreditation Organizational Structure
Details window Accreditation Details.

11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Close the window.

Changing the Institution Status of an Institution Record

The following information applies to this procedure:
■ If changing an institution status also changes its system status from Active to
Inactive, all active dependent organizational units also change.
To change the institution status of an institution record, perform the following
steps.
1. In Oracle Student System, navigate to the Institutions window as follows:
Setups - Organizational Structure - Institutions
2. Find the record to be changed.

444-4 Oracle Student System User’s Guide

 Maintaining Institutions Procedure

3. In the Institution Status field, select the appropriate institution status from the
list of values or enter a valid value.
4. Click Save.
If the institution has no dependent organizational units attached, the procedure
is done.
If changing the institution status also changes its system status from Active to
Inactive, and the institution record has active dependent organizational unit
records, an error message appears advising that the change cannot be made.
5. Click OK in the error message.
The window changes and a Propagate button appears. The propagate function
changes the status of dependent organizational units to match the new
institution status. The propagate function cannot be performed if at least one
organizational unit in the structure has another active parent institution.
Warning: If the propagate function is performed and later reversed, the
institution status changes from an Inactive system status to an Active system
status. This status reversal does not propagate to dependent organizational
units. The status of each dependent organizational unit must be changed
individually using the Organizational Units window.
6. Click Propagate.
A pop-up region appears.
Note: Clicking Cancel now cancels the propagate function and no change
occurs in the status of dependent organizational units.
7. In the Organizational Status field of the pop-up region, select the required
organizational status from the list of values or enter a valid value.
8. Click Continue in the pop-up region.
Note: If an organizational unit belongs to another institution, as well as to the
one whose record is being changed, a warning message appears that indicates
the propagate function has not succeeded and the institution status has not
been changed.
9. Click OK in the warning message and exit the window.
The institution status can be changed to Inactive only after dependent
organizational units, also belonging to another institution, have been made
Inactive.
10. If the propagation was successful, click Save.

Institutions Procedure 444-5

Institutions Window

Institutions Window
Figure 444–1 Institutions Window

444-6 Oracle Student System User’s Guide

 445
Organizational Structure Alternate IDs

This chapter describes how to record organizational structure alternate IDs for
institutions or organizational units. The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Organizational Structure Alternate IDs Procedure
■ Organizational Structure Alternate IDs Window

Organizational Structure Alternate IDs 445-1

Definition

Definition
Organizational structure alternate IDs are codes or identifiers assigned to an
institution or organizational unit by an external agency.

Overview
Oracle Student System allows the user to enter institution or organizational unit
identifiers assigned by external agencies. These identifiers are alternate identifiers
because they are in addition to the identifier assigned by the user to the same
institution or organizational unit.
Alternate IDs are recorded in the Organizational Structure Alternate IDs window,
which can be accessed from the following windows:
■ Institutions
■ Organizational Units

445-2 Oracle Student System User’s Guide

 Creating Organizational Structure Alternate IDs Procedure

Creating Organizational Structure Alternate IDs Procedure

The following information applies to this procedure:
■ The label to the left of the first field in the header and the data in the header
fields vary, depending upon which access window was used. The first field in
the header region displays the code of the institution or organizational unit for
which alternative IDs are to be recorded.
■ The second field in the header region is a description of the institution or
organizational unit for which alternative IDs are to be recorded.
To create organizational structure alternate IDs, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Structure Alternate
IDs window as follows:
■ Setups - Organizational Structure - Institutions
The Find Institutions window appears. Select an institution unit code and
click OK. The Institutions window appears. Go to Step 2.
■ Setups - Organizational Structure - Organizational Units
The Find Organizational Units window appears. Select an organizational
unit code and click OK. The Organizational Units window appears. Go to
Step 2.
2. Click Alternate IDs.
The Organizational Structure Alternate IDs window appears.
3. In the ID Type field, select an ID Type from the list of values.
4. In the Alternate ID field, enter an identifier by which the institution or
organizational unit is also known.
5. In the Start Date field, select the date on which the alternate ID is effective from
the list of values pop-up calendar.
6. In the End Date field, select the date on which the alternate ID is inactive from
the list of values pop-up calendar.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. To return to the access window, click Done.
9. Close the window.

Organizational Structure Alternate IDs 445-3

Organizational Structure Alternate IDs Window

Organizational Structure Alternate IDs Window

Figure 445–1 Organizational Structure Alternate IDs Window

445-4 Oracle Student System User’s Guide

 446
Organization Structure Notes Procedure

This chapter describes how to enter organization structure notes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Organization Structure Notes Procedure
■ Organization Structure Notes Window

Organization Structure Notes Procedure 446-1

Definition

Definition
Organization structure notes are comments or descriptive text that users enter about
institutions, organizational units, or locations.

Overview
Oracle Student System allows users to enter notes about institutions, organizational
units, or locations. These notes are entered through the Organization Structure
Notes window, which can be accessed from the following windows:
■ Institutions
■ Organizational Units
■ Locations

446-2 Oracle Student System User’s Guide

 Entering Organization Structure Notes Procedure

Entering Organization Structure Notes Procedure

The following information applies to this procedure:
■ The label to the left of the first field in the header and the data in the header
fields vary, depending upon which access window was used. The first field in
the header region displays the code of the institution, organizational unit, or
location for which notes are to be recorded.
■ The second field in the header region is a description of the institution,
organizational unit, or location for which notes are to be recorded.
■ The Sort By Type check box is selected by default. If selected, the organization
structure notes are sorted alphabetically by note type in ascending order with
active notes appearing before inactive notes, then by start date, with the most
current start dates appearing first.
■ If the Sort By Type check box is deselected, the organization structure notes are
not sorted.
To enter organization structure notes, perform the following steps.
1. In Oracle Student System, navigate to the Organization Structure Notes
window as follows:
■ Setups - Organizational Structure - Institutions
The Find Institutions window appears. Select an institution unit code and
click OK. The Institutions window appears. Go to Step 2.
■ Setups - Organizational Structure - Organizational Units
The Find Organizational Units window appears. Select an organizational
unit code and click OK. The Organizational Units window appears. Go to
Step 3.
■ Setups - Organizational Structure - Locations
The Find Locations window appears. Select a locations unit code and click
OK. The Locations window appears. Go to Step 3.
2. Click Institution Notes.
The Organization Structure Notes window appears.
3. Click Notes.
The Organization Structure Notes window appears.

Organization Structure Notes Procedure 446-3

Entering Organization Structure Notes Procedure

4. In the Note Type Description field, select an organization note type and note
type description from the list of values for the type of note to be recorded.
Note: The note type descriptions originate from the organizational structure
note types set up procedure.
5. In the Start field, select the date on which the note is effective from the list of
values pop-up calendar.
6. In the End field, select the date on which the note is inactive from the list of
values pop-up calendar.
7. To sort note types alphabetically in ascending order with active notes appearing
before inactive notes, then by start date, with the most current start dates
appearing first, go to the View menu, and navigate as follows:
Query By Example - Enter
Query By Example - Run
8. Optionally, click the buttons described in Table 446–1 and enter data in
appropriate fields.
Table 446–1 Organization Structure Notes Region Buttons
Button Description Reference
Notes opens Text Notes window See Chapter 17, Text Notes
Procedure.
Done reopens access window none

9. To record notes for the specified note type, click Notes.

The Notes window appears.
10. Enter descriptive data.

11. Save or save and continue as follows:

File - Save or Save and Proceed

12. Click Back to return to the Organization Structure Notes window.

13. Save or save and continue as follows:

File - Save or Save and Proceed

14. Close the window.

446-4 Oracle Student System User’s Guide

 Organization Structure Notes Window

Organization Structure Notes Window

Figure 446–1 Organization Structure Notes Window

Organization Structure Notes Procedure 446-5

Organization Structure Notes Window

446-6 Oracle Student System User’s Guide

 447
Organizational Structure Accreditation
Details

This chapter describes how to record organizational structure accreditation details

about institutions or organizational units. The following sections are in this chapter:
■ Definition
■ Overview
■ Recording Organizational Structure Accreditation Details Procedure
■ Organizational Structure Accreditation Details Window

Organizational Structure Accreditation Details 447-1

Definition

Definition
Organizational structure accreditation details are descriptions of accreditation
status.

Overview
Each institution or organizational unit can be accredited by one or more
accreditation agencies.
Organizational structure accreditation details are recorded in the Organizational
Structure Accreditation Details window, which can be accessed from the following
windows:
■ Institutions
■ Organizational Units
Accreditation details appear alphabetically in ascending order by accreditation
agency code.

447-2 Oracle Student System User’s Guide

 Recording Organizational Structure Accreditation Details Procedure

Recording Organizational Structure Accreditation Details Procedure

The following information applies to this procedure:
■ The label to the left of the first field in the header and the data in the header
fields vary, depending upon which access window is used. The first field in the
header region displays the code of the institution or organizational unit for
which accreditation details are to be recorded.
■ The second field in the header region is a description of the institution or
organizational unit for which accreditation details are to be recorded
To record organizational structure accreditation details, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Structure
Accreditation Details window as follows:
■ Setups - Organizational Structure - Institutions
The Institutions window appears. Query the appropriate record. Go to Step
2.
■ Setups - Organizational Structure - Organizational Units
The Find Organizational Units window appears. Query the appropriate
record.
2. Click Accreditations.
The Organizational Structure Accreditation Details window appears.
3. In Accreditation Agency field, select accreditation agency from list of values.
Note: An accreditation agency must be created as an institution within Oracle
Student System.
4. In Accreditation Status field, select accreditation status from list of values.
5. In the Start Date field, select the date on which the accreditation status starts
from the list of values pop-up calendar.
6. In the End Date field, select the date on which the accreditation status ends
from the list of values pop-up calendar.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Organizational Structure Accreditation Details 447-3

Organizational Structure Accreditation Details Window

Organizational Structure Accreditation Details Window

Figure 447–1 Organizational Structure Accreditation Details Window

447-4 Oracle Student System User’s Guide

 448
Government Institution Codes Procedure

This chapter describes how to create government institution codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Institution Codes Procedures
■ Government Institution Codes Window

Government Institution Codes Procedure 448-1

Definition

Definition
A government institution code is a unique identifier that the government allocates
to each institution.

Overview
The government institution codes procedure creates government institution codes.
The government code for each institution must be created and maintained within
the system.

448-2 Oracle Student System User’s Guide

 Creating Government Institution Codes Procedures

Creating Government Institution Codes Procedures

To create a government institution code record, perform the following steps.
1. In Oracle Student System, navigate to the Government Institution Codes
window as follows:
Setups - Organizational Structure - Government Institution Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once a government institution code is created, it cannot be altered. Only the
description can be modified.
■ A new government institution code is typically created in accordance with
government specifications.
■ If a government institution code has been assigned to an institution or used
elsewhere in the system, it cannot be deleted.
■ To inactivate a government institution code, select the Closed check box.
3. In the Government Institution Code field of a blank record, enter the new
government code.
4. In the Description field, enter the institution name.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Institution Codes Procedure 448-3

Government Institution Codes Window

Government Institution Codes Window

Figure 448–1 Government Institution Codes

448-4 Oracle Student System User’s Guide

 449
Institution Statuses Procedure

This chapter describes how to create institution statuses. The following sections are
in this chapter:
■ Definition
■ Overview
■ Creating Institution Statuses Procedure
■ Institution Statuses Window

Institution Statuses Procedure 449-1

Definition

Definition
An institution status is a description of the institution’s current level of activity.

Overview
The institution statuses procedure creates institution-defined statuses. Each
institution status must be assigned a system institution status that is recognized by
the system for other functionality.

449-2 Oracle Student System User’s Guide

 Creating Institution Statuses Procedure

Creating Institution Statuses Procedure

To create institution statuses, perform the following steps.
1. In Oracle Student System, navigate to the Institution Statuses window as
follows:
Setups - Organizational Structure - Institution Statuses
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once an institution status is created, it cannot be altered. Only the
description can be modified.
■ An institution status can be closed, preventing further use, by selecting the
Closed check box.
■ Once an institution status has been assigned to one or more institutions, it is
not advisable to change the system institution status. A new institution
status is typically created.
■ If an institution status has been used in the definition of an institution, it
cannot be deleted. It can be closed, preventing further use, by selecting the
Closed check box.
3. In the Institution Status field of a blank record, enter the desired name of the
institution status.
Note: When a new institution status is entered, the system institution status
defaults to Active.
4. In the Description field, enter a meaningful description for the institution status.
5. Select the appropriate system institution status from the list of values, or enter a
valid value.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Institution Statuses Procedure 449-3

Institution Statuses Window

Institution Statuses Window

Figure 449–1 Institution Statuses Window

449-4 Oracle Student System User’s Guide

 450
Institution Types

This chapter describes how set up institution types. The following sections are in
this chapter:
■ Definition
■ Overview
■ Setting Up Institution Types Procedure
■ Institution Types Window

Institution Types 450-1

Definition

Definition
Institution types are user-defined values that describe institutions. Institutions are
typically colleges or universities that provide higher education instruction.
Examples of institution types include Associates, Baccalaureate, Doctoral/Research,
Corporation, and Foundation.

Overview
Specifying institution types and their corresponding description is a setup
procedure in Oracle Student System. To create institutions, users are required to set
up institution types.

450-2 Oracle Student System User’s Guide

 Setting Up Institution Types Procedure

Setting Up Institution Types Procedure

To set up institution types, perform the following steps.
1. In Oracle Student System, navigate to the Institution Types window as follows:
Setups - Organizational Structure - Institution Types
The Find Institution Types window appears.
Note: Users do not see the Find Institution Types window when setting up
institution types for the first time.
2. Select an institution type and description from the Find Institution Types
window, and click OK.
The Institution Types window appears.
3. In the Institution Type field, enter an institution type comprising upper case
letters only.
4. In the Description field, enter text to describe the institution type.
5. To indicate if the institution type specified in Step 3 is unavailable for use or
closed, select the Closed check box.
Note: Closed institution types cannot be assigned to entities in the
organizational structure.
6. To indicate if the institution type specified in Step 3 is available for use, deselect
the Closed check box.
Note: The Closed check box is deselected by default.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Institution Types 450-3

Institution Types Window

Institution Types Window

Figure 450–1 Institution Types Window

450-4 Oracle Student System User’s Guide

 451
Institution Control Types

This chapter describes how set up institution control types. The following sections
are in this chapter:
■ Definition
■ Overview
■ Setting Up Institution Control Types Procedure
■ Institution Control Types Window

Institution Control Types 451-1

Definition

Definition
Institution control types are user-defined values that describe the type of institution
control. Examples of institution control types are Public, Private, Parochial, Profit,
and Home.

Overview
Specifying institution control types and their corresponding description is a setup
procedure in Oracle Student System. To create institutions, users are required to set
up institution control types.

451-2 Oracle Student System User’s Guide

 Setting Up Institution Control Types Procedure

Setting Up Institution Control Types Procedure

To set up institution control types, perform the following steps.
1. In Oracle Student System, navigate to the Institution Control Types window as
follows:
Setups - Organizational Structure -Institutional Control Types
The Find Institution Control Types window appears.
Note: Users do not see the Find Institution Control Types window when setting
up institution control types for the first time.
2. Select an institution control type and description from the Find Institution
Control Types window, and click OK.
The Institution Control Types window appears.
3. In the Institution Control Type field, enter an institution control type
comprising upper case letters only.
4. In the Description field, enter text to describe the institution control type.
5. To indicate if the institution control type specified in Step 3 is unavailable for
use or closed, select the Closed check box.
6. To indicate if the institution control type specified in Step 3 is available for use
deselect the Closed check box.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Institution Control Types 451-3

Institution Control Types Window

Institution Control Types Window

Figure 451–1 Institution Types Window

451-4 Oracle Student System User’s Guide

 452
Organizational Units Procedure

This chapter describes how to maintain organizational units. The following sections
are in this chapter:
■ Definition
■ Overview
■ Maintaining Organizational Units Procedure
■ Organizational Units Window

Organizational Units Procedure 452-1

Definition

Definition
An organizational unit is a formal component of an institution or organization,
identified by its organizational unit code and start date.

Overview
The organizational units procedure maintains organizational units.
The Organizational Units window allows users to change the status of all
dependent organizational units if a change to the parent unit’s status also changes
its system status from Active to Inactive.
Modifying an organizational unit record results in the generation of a history
record.
Typical organizational units in educational institutions include faculties, divisions,
schools, departments, branches, and institutes.

452-2 Oracle Student System User’s Guide

 Maintaining Organizational Units Procedure

Maintaining Organizational Units Procedure

The Organizational Units procedure includes the following parts:
■ Creating an Organizational Unit
■ Creating an Organizational Unit

Creating an Organizational Unit

The following information applies to this procedure:
■ An end date can be saved only if the unit’s system status is Inactive, and it must
be the same as the current date or earlier.
■ Only one occurrence of a particular organizational unit code can be active at
any given time.
■ The start and end dates for occurrences of an organizational unit code cannot
overlap.
■ A child organizational unit must have at least one active parent if a change to
its status means that the corresponding system status changes from Inactive to
Active.
■ Changing a unit’s organizational status from a system status of Active to a
system status of Inactive is a special case that is detailed in Changing
Organizational Status.
■ Modifying an organizational unit record creates a history of the change.
Incorrect data can generate misleading or confusing history records.
■ Caution is required when modifying the Organizational Type, Member Type,
and Institution Code fields. Changes in this data can negatively affect other
parts of the system.
■ If an organizational unit has been used elsewhere in the system, it cannot be
deleted. However, it can be terminated by supplying an end date and changing
the organizational status to one with an Inactive system status.
To create an organizational unit, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Units window as
follows:
Setups - Organizational Structure - Organizational Units

Organizational Units Procedure 452-3

Maintaining Organizational Units Procedure

2. Enter a code for the organizational unit in the Org Unit Code field, if the field is
enabled for data entry.
Note: The organizational unit and institution codes can be either user-defined
or system-defined.
3. Enter the effective start date for the organizational unit in the Start Date field.
A default of the current date appears.
4. Enter data in appropriate fields.
5. Optionally, click the buttons described in Table 452–1 and enter data in
appropriate fields.
Table 452–1 Organizational Units Window Buttons
Button Description Reference
Organizational opens Addresses window See Chapter 364, Addresses
Unit Procedure.
Addresses
Organizational opens Organizational Unit See Chapter 453,
Unit Relationships window Organizational Unit
Relationships Relationships Procedure.
Organizational opens Organizational Unit See Chapter 454,
Unit Locations Locations window Organizational Unit
Locations Procedure.
Organizational opens Organizational Unit See Chapter 427,
Unit History History window Organizational Unit
History Procedure.
Progression opens Progression Rule See Chapter 299,
Rules Applications window Progression Rule
Applications Procedure.
Accreditations opens Organizational See Chapter 447,
Structure Accreditation Organizational Structure
Details window Accreditation Details.
Alternate IDs opens Organizational See Chapter 445,
Structure Alternate IDs Organizational Structure
window Alternate IDs.
Notes opens Organization Structure See Chapter 446,
Notes window Organization Structure
Notes Procedure.

6. Save or save and continue as follows:

452-4 Oracle Student System User’s Guide

 Maintaining Organizational Units Procedure

File - Save or Save and Proceed

7. Close the window.

Changing Organizational Status

The following information applies to this procedure:
■ Changing the status of an organizational unit from Inactive to Active requires
the deletion of the end date.
■ A child organizational unit must have at least one active parent if a change to
its status means that the corresponding system status changes from Inactive to
Active.
To change an organizational status, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Units window as
follows:
Setups - Organizational Structure - Organizational Units
2. Query the record to be changed.
3. In the End Date field, enter the date when the organizational unit ceased to be
active.
Note: The end date must be the current date or before.
4. In the Organizational Status field, select the appropriate organizational status
from the list of values, or enter a valid value.
5. Click Save.
6. If the organizational unit has no dependent units, close the window.
7. If the change to the organizational status results in its system status changing
from Active to Inactive, and the organizational unit has active child units, an
error message advises that the change cannot be made.
8. Click OK in the error message.
Another message appears that gives users the option to propagate the changed
status to all child records. The propagate function changes the status of each
child unit to mirror the parent unit’s status. Clicking Cancel stops the
propagation process, and the dependent organizational units are not changed.
WARNING: If a propagation process is carried out, but it is decided later to
reverse the changes, the organizational status is changed to a system status of

Organizational Units Procedure 452-5

Maintaining Organizational Units Procedure

Active. This status reversal does not propagate to dependent organizational

units. Each child unit status must be changed individually.
Note: The propagation process does not succeed if:
■ an organizational unit in the propagation has other active parent
organizational units
■ the end date being propagated is before the start date of a child record
9. Click OK to the second message.
10. If a system message indicates the propagation was successful, click Save.

452-6 Oracle Student System User’s Guide

 Organizational Units Window

Organizational Units Window

Figure 452–1 Organizational Units Window

Organizational Units Procedure 452-7

Organizational Units Window

452-8 Oracle Student System User’s Guide

 453
Organizational Unit Relationships
Procedure

This chapter describes how to create and to query organizational unit relationships.
The following sections are in this chapter:
■ Definition
■ Overview
■ Querying Organizational Unit Relationships Procedure
■ Creating a Parent Relationship to an Organizational Unit Procedure
■ Creating Child Organizational Unit Relationships Procedure
■ Organizational Unit Relationships Window

Organizational Unit Relationships Procedure 453-1

Definition

Definition
An organizational unit relationship is a relationship between organizational units.
An organizational unit is a formal component of an institution. Typical organization
units include colleges, schools, departments, and institutes.

Overview
The Organizational Unit Relationships procedure creates and queries relationships
between organizational units. The procedure includes the following parts:
■ Querying Organizational Unit Relationships Procedure
■ Creating a Parent Relationship to an Organizational Unit Procedure
■ Creating Child Organizational Unit Relationships Procedure

Parent Organizational Units Region

The Parent Organizational Units region displays all organizational units that have
been defined as parents of the unit shown in the context or Organizational Unit
region. New parent organizational units can be attached in this region, and existing
ones detached. For example, a faculty could be attached as a parent of a school
displayed in the context region.
The up and down arrow buttons permit the adjacent record to be dropped or
elevated into the middle region where it becomes the context record with its related
records displayed in the Parent Organizational Units region.

Organizational Unit Region

The middle of the three regions, Organizational Unit, displays the context record.
Organizational structures are represented by linking organizational units in
parent-child relationships, with the possibility of many levels, such as grandchild,
child, parent, grandparent, and many children or parents for a single unit. This
region displays the context organizational unit. Associated parents are displayed, or
can be attached or detached, in the region preceding it, and children in the region
following. When the window is entered using the navigation button in the
Organizational Units window, this region displays the organizational unit in use
there.
Changes to organizational unit relationships can affect the ability to inquire or
report on groups of related organizational units. For example, a school could be set
up as the child of a faculty and the parent of associated departments.

453-2 Oracle Student System User’s Guide

 Overview

Child Organizational Units Region

The Child Organizational Units region displays the organizational units that have
been defined as children of the organizational unit displayed in the context or
Organizational Unit region. Here, new child units can be attached and existing ones
detached. For example, a department could be detached from the school that was
formerly its parent.
The up and down arrow buttons permit the adjacent record to be dropped or
elevated into the middle region where it becomes the context record with its related
records displayed in the Child Organizational Units region.

Organizational Unit Relationships Procedure 453-3

Querying Organizational Unit Relationships Procedure

Querying Organizational Unit Relationships Procedure

The following information applies to this procedure:
■ It is possible to inquire on deleted relationships by selecting the Include Deleted
Relationships check box. Such relationships can be identified by the existence of
a deletion date.
To query the relationships for an organizational unit other than the one initially
displayed, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Unit Relationships
window as follows:
Setups - Organizational Structure - Organizational Units
The Organizational Units window appears.
2. Click Organizational Unit Relationships.
The Organizational Unit Relationships window appears.
3. Select the organizational unit displayed in the Organizational Unit region.
4. Enter Query mode.
5. Enter query details in the appropriate field.
6. Run the query.
7. If more than one organizational unit is returned, perform one of the following:
■ scroll through the records until the correct record is located
■ redefine the query details and repeat the procedure
8. Close the window.

453-4 Oracle Student System User’s Guide

 Creating a Parent Relationship to an Organizational Unit Procedure

Creating a Parent Relationship to an Organizational Unit Procedure

The following information applies to this procedure:
■ Organizational unit relationships cannot be created with an inactive
organizational unit.
■ An organizational unit cannot have a parent, grandparent, or similar
relationship to itself.
■ If the context organizational unit is active, one parent unit must be active.
■ If the context organizational unit is inactive, a parent unit can be active or
inactive.
To create a parent relationship to an organizational unit, perform the following
steps.
1. In Oracle Student System, navigate to the Organizational Unit Relationships
window as follows:
Setups - Organizational Structure - Organizational Units
2. Click Organizational Unit Relationships.
The Organizational Unit Relationships window appears.
3. Enter data in appropriate fields.
The following information applies to this procedure:
■ The record is logically rather than physically deleted to permit later inquiry
on former relationships. The current date is inserted as the deletion date by
the system.
4. In the Parent Organizational Units region, select the required organizational
unit code from the list of values, or enter a valid value.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Organizational Unit Relationships Procedure 453-5

Creating Child Organizational Unit Relationships Procedure

Creating Child Organizational Unit Relationships Procedure

The following information applies to this procedure:
■ Organizational unit relationships cannot be created with an inactive
organizational unit.
■ An organizational unit cannot have a child, grandchild, or similar relationship
to itself.
■ If the context organizational unit is active, a child unit can be active or inactive.
■ If the context organizational unit is inactive, a child unit can only be inactive.
To create a child organizational unit relationship, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Unit Relationships
window as follows:
Setups - Organizational Structure - Organizational Units
2. Click Organizational Unit Relationships.
The Organizational Unit Relationships window appears.
3. Enter data in appropriate fields.
The following information applies to this step:
■ The record is logically rather than physically deleted to permit later inquiry
on former relationships. The current date is inserted as the deletion date by
the system.
4. In the Child Organizational Units region, select the required organizational unit
code from the list of values, or enter a valid value.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

453-6 Oracle Student System User’s Guide

 Organizational Unit Relationships Window

Organizational Unit Relationships Window

Figure 453–1 Organizational Unit Relationships Window

Organizational Unit Relationships Procedure 453-7

Organizational Unit Relationships Window

453-8 Oracle Student System User’s Guide

 454
Organizational Unit Locations Procedure

This chapter describes how to enter organizational unit locations. The following
sections are in this chapter:
■ Definition
■ Overview
■ Entering Organizational Unit Locations Procedure
■ Organizational Unit Locations Window

Organizational Unit Locations Procedure 454-1

Definition

Definition
An organizational unit location is a physical site associated with an organizational
unit. An organizational unit can be located at one or more physical locations.

Overview
The organizational unit locations procedure enters records of all locations
applicable to an organizational unit. The header region of the Organizational Unit
Locations window displays the organizational unit for which locations are specified
in the Organizational Unit Locations region. If the window is entered using the
navigation button in the Organizational Units window, this region displays the
record in use in that window.

Organizational Unit Locations Region

Locations associated with the organizational unit are shown in this region. These
locations have been defined in the Locations window. In this region, addition or
deletion of records either creates or deletes the association between organizational
unit and location.

454-2 Oracle Student System User’s Guide

 Entering Organizational Unit Locations Procedure

Entering Organizational Unit Locations Procedure

The following information applies to this procedure:
■ The location must previously have been created in the Locations window.
To enter organizational unit locations, perform the following steps:
1. In Oracle Student System, navigate to the Organizational Unit Locations
window as follows:
Setups - Organizational Structure - Organizational Units
2. Click Organizational Unit Locations.
The Organizational Unit Locations window appears.
3. In the Location code field, select the location from the list of values, or enter a
valid value.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Organizational Unit Locations Procedure 454-3

Organizational Unit Locations Window

Organizational Unit Locations Window

Figure 454–1 Organizational Unit Locations Window

454-4 Oracle Student System User’s Guide

 455
Organizational Types Procedure

This chapter describes how to create institution-defined organizational types. The

following sections are in this chapter:
■ Definition
■ Overview
■ Creating Organizational Types Procedure
■ Organizational Types Window

Organizational Types Procedure 455-1

Definition

Definition
An organizational type is a means of classifying organizational units into business
categories. Examples of organizational types are Academic and Administrative.

Overview
The organizational types procedure creates organizational types. An organizational
type is used to define organizational units. Institutions can create an unlimited
number of organizational types that enable functionality in other systems.
Organizational types can also be used to group organizational units by type for
reporting or inquiry.

455-2 Oracle Student System User’s Guide

 Creating Organizational Types Procedure

Creating Organizational Types Procedure

To create organizational types, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Types window as
follows:
Setups - Organizational Structure - Organizational Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ If an organizational type is used to define an organizational unit, only the
description can be modified. It is advisable to make only minor
modifications. If modifications are major, a new organizational type must
be created.
■ To prevent further use, an organizational type can be closed by selecting the
Closed check box.
■ If an organizational type is used to define an organizational unit, it cannot
be deleted. To prevent further use, an organizational type can be closed by
selecting the Closed check box.
3. In the Organizational Type field, enter the name of the new organizational type.
4. In the Description field, enter the description for the organizational type.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Organizational Types Procedure 455-3

Organizational Types Window

Organizational Types Window

Figure 455–1 Organizational Types Window

455-4 Oracle Student System User’s Guide

 456
Member Types Procedure

This chapter describes how to create member types. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Member Types Procedure
■ Member Types Window

Member Types Procedure 456-1

Definition

Definition
A member type is a classification of organizational units according to structure
levels. Examples of member types are Faculty, School, and Institute.

Overview
The member types procedure creates institution-defined member types. An
institution is able to create and define any number of member types for enabling
functionality in other subsystems, as well as future inquiry, reporting, and grouping
of organizational units by type. Every organizational unit must be assigned a
member type.

456-2 Oracle Student System User’s Guide

 Creating Member Types Procedure

Creating Member Types Procedure

To create member types, perform the following steps.
1. In Oracle Student System, navigate to the Member Types window as follows:
Setups - Organizational Structure - Member Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ Once a member type is created, it cannot be altered. Only the description
can be modified.
■ A member type can be closed, preventing further use, by selecting the
Closed check box.
■ Adding a member type permits its use for the definition of organizational
units.
■ If a member type has been assigned to an organizational unit, it cannot be
deleted. It can be closed, preventing further use, by selecting the Closed
check box.
3. In the Member Type field of a blank record, enter the name of the member type.
4. In the Description field, enter a description for the member type.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Member Types Procedure 456-3

Member Types Window

Member Types Window

Figure 456–1 Member Types Window

456-4 Oracle Student System User’s Guide

 457
Organizational Statuses Procedure

This chapter describes how to create organizational statuses. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Organizational Statuses Procedure
■ Organizational Statuses Window

Organizational Statuses Procedure 457-1

Definition

Definition
An organizational status is a description of the level of activity of an organizational
unit.

Overview
The organizational statuses procedure creates institution-defined organizational
statuses. Organizational statuses can be created with a particular meaning within an
institution. An organizational unit is typically defined as a department, school,
faculty, division, or branch of an institution. Each institution-defined organizational
status is assigned a system organizational status recognized by the system and used
for other functionality.
For example, an institution can decide to use an organizational status called
Current. An appropriate system organizational status, in this case Active, is
assigned to Current.

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 Creating Organizational Statuses Procedure

Creating Organizational Statuses Procedure

The following information applies to this procedure:
■ When a new organizational status is entered, the system organizational status
defaults to Active.
■ If an organizational status is added, it can be used to define the level of activity
of organizational units.
To create organizational statuses, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Statuses window as
follows:
Setups - Organizational Structure - Organizational Statuses
2. Enter date in appropriate fields.
The following information applies to this step:
■ If an organizational status has been used in the definition of an
organizational unit, its description can be modified only if the change is
minor and does not alter the meaning.
■ An organizational status can be closed, preventing further use, by selecting
the Closed check box.
■ If an organizational status has been assigned to one or more organizational
units, its system organizational status cannot be changed. Typically, a new
organizational status is created.
■ If an organizational status has been assigned to an organizational unit, it
cannot be deleted. It can be closed, preventing further use, by selecting the
Closed check box.
3. In the Organizational Status field of a blank record, enter the desired name of
the organizational status.
4. In the Description field, enter a description for the organizational status.
5. In the system organizational status field, enter a valid value or select the
appropriate system organizational status from the list of values.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Organizational Statuses Procedure 457-3

Organizational Statuses Window

Organizational Statuses Window

Figure 457–1 Organizational Statuses Window

457-4 Oracle Student System User’s Guide

 458
Organizational Structure Note Types
Procedure

This chapter describes how to set up organizational structure note types. The
following sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Organizational Structure Note Types Procedure
■ Organizational Structure Note Types Window

Organizational Structure Note Types Procedure 458-1

Definition

Definition
Organizational structure note types are user-defined codes representing a type of
note that can be recorded against an institution, an organizational unit, or a
location. For example, Admin is a user-defined code that could represent an
administrative note, and Press could represent a press release note.

Overview
Specifying organizational structure note types is a setup procedure in Oracle
Student System. Organizational structure note types must be set up before using
notes in locations, institutions, or organizational units.
Users specify the organizational structure entities to which note types apply.

458-2 Oracle Student System User’s Guide

 Setting Up Organizational Structure Note Types Procedure

Setting Up Organizational Structure Note Types Procedure

To set up organizational structure note types, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Structure Note Types
window as follows:
Setups - Organizational Structure - Note Types
The Find Organizational Note Type pop-up window appears.
2. Select an organizational note type.
The Organizational Structure Note Types window appears and displays data on
the selected note type.
3. Enter data in appropriate fields.
The following information applies to this step:
■ If a particular organizational structure note type is already used by an
organizational structure entity, the entity cannot be deselected.
■ If a particular note type is currently used by an organizational structure
entity, it cannot be deleted.
■ The code entered in the Note Type field must consist of upper case letters
that represent a type of note.
4. To delete a note type and its corresponding description, select the appropriate
note type, and click the Delete button on the tool bar.
5. Select the Institution check box if the note type can be recorded against an
institution.
6. Select the Organizational Unit check box if the note type can be recorded
against an organizational unit.
7. Select the Location check box if the note type can be recorded against a location.
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Close the window.

Organizational Structure Note Types Procedure 458-3

Organizational Structure Note Types Window

Organizational Structure Note Types Window

Figure 458–1 Organizational Structure Note Types Window

458-4 Oracle Student System User’s Guide

 459
Organizational Structure Alternate ID Types
Procedure

This chapter describes how to set up organizational structure alternate ID types.

The following sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Organizational Structure Alternate ID Types Procedure
■ Organizational Structure Alternate ID Types Window

Organizational Structure Alternate ID Types Procedure 459-1

Definition

Definition
Organizational structure alternate ID types are user-defined codes representing
external agencies for which alternate ID codes are maintained.

Overview
Specifying organizational structure alternate ID types is a setup procedure in Oracle
Student System. Users are required to set up organizational structure alternate ID
types.
Users specify the organizational structure entities to which alternate ID types apply.

459-2 Oracle Student System User’s Guide

 Setting Up Organizational Structure Alternate ID Types Procedure

Setting Up Organizational Structure Alternate ID Types Procedure

To set up organizational structure alternate ID types, perform the following steps.
1. In Oracle Student System, navigate to the Organizational Structure Alternate ID
Types window as follows:
Setups - Organizational Structure - Alternate ID Types
2. In the ID Type field, enter a code comprised of upper case letters that represents
an alternate ID type.
3. To delete an alternate ID type and its corresponding description, select the
appropriate alternate ID Type, and click the Delete button on the tool bar.
4. In the Description field, enter a description for the alternate ID type.
5. To indicate if the alternate ID type specified in Step 2 is available for use as an
alternate institution ID type, select the Institution check box.
Note: The Institution check box cannot be deselected if the alternate ID type
specified in Step 2 is used in any institutional alternate ID.
6. To indicate if the alternate ID type specified in Step 2 is available for use as an
alternate organizational unit ID type, select the Organizational Unit check box.
Note: The Organizational Unit check box cannot be deselected if the alternate
ID type specified in Step 2 is used in any organizational unit alternate ID.
7. To indicate if the alternate ID type specified in Step 2 is unavailable for use or is
closed, select the Closed check box.
Note: Closed alternate ID types cannot be assigned to entities in the
organizational structure.
8. To indicate if the alternate ID type specified in Step 2 is available for use,
deselect the Closed check box.
Note: The Closed check box is deselected by default.
9. Save or save and continue as follows:
File - Save or Save and Proceed
10. Close the window.

Organizational Structure Alternate ID Types Procedure 459-3

Organizational Structure Alternate ID Types Window

Organizational Structure Alternate ID Types Window

Figure 459–1 Organizational Structure Alternate ID Types Window

459-4 Oracle Student System User’s Guide

 460
Organizational Structure Accreditation
Statuses

This chapter describes how set up organizational structure accreditation statuses.

The following sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Organizational Structure Accreditation Statuses Procedure
■ Organizational Structure Accreditation Statuses Window

Organizational Structure Accreditation Statuses 460-1

Definition

Definition
Organizational structure accreditation statuses are descriptions of an accreditation
status.

Overview
Specifying organizational structure accreditation statuses is a setup procedure in
Oracle Student System. Organizational structure accreditation statuses must be set
up if accreditation details are assigned to the institution or organizational unit.

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 Setting Up Organizational Structure Accreditation Statuses Procedure

Setting Up Organizational Structure Accreditation Statuses Procedure

To set up organizational structure accreditation statuses, perform the following
steps.
1. In Oracle Student System, navigate to the Organizational Structure
Accreditation Statuses window as follows:
Setups - Organizational Structure -Accreditation Statuses
The Find Organization Structure Accreditation Status window appears.
Note: Users do not see the Find Organization Structure Accreditation Status
window when setting up organizational structure accreditation statuses for the
first time.
2. Select an accreditation status and description from the Find Organization
Structure Accreditation Status window, and click OK.
The Organizational Structure Accreditation Statuses window appears.
3. In the Accreditation Status field, enter an accreditation status comprised of
upper case letters only.
4. In the Description field, enter text to describe the accreditation status.
5. To indicate if the accreditation status specified in Step 3 is unavailable for use or
is closed, select the Closed check box.
Note: Closed accreditation statuses cannot be assigned to entities in the
organizational structure.
6. To indicate if the accreditation status specified in Step 2 is available for use,
deselect the Closed check box.
Note: The Closed check box is deselected by default.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Organizational Structure Accreditation Statuses 460-3

Organizational Structure Accreditation Statuses Window

Organizational Structure Accreditation Statuses Window

Figure 460–1 Organizational Structure Accreditation Statuses Window

460-4 Oracle Student System User’s Guide

 461
Media and Equipment Procedure

This chapter describes how to set up a media or equipment code. The following
sections are in this chapter:
■ Definition
■ Overview
■ Setting Up Media and Equipment Codes Procedure
■ Media and Equipment Window

Media and Equipment Procedure 461-1

Definition

Definition
The media and equipment procedure sets up a media or equipment code.

Overview
In the Media and Equipment window, codes representing media and other
instructional equipment in a classroom, such as televisions, computers, video
cassette recorders, microphones, white boards, and podiums, are entered.
These codes are used in the Facilities tab of the Unit Locations and Facilities
window to enter media and equipment needed for unit instruction.
For information on assigning media and equipment needed for instruction to a unit,
see Chapter 34, Unit Locations and Facilities Procedure.

461-2 Oracle Student System User’s Guide

 Setting Up Media and Equipment Codes Procedure

Setting Up Media and Equipment Codes Procedure

To set up a media or equipment code, perform the following steps.
1. In Oracle Student System, navigate to the Media and Equipment window as
follows:
Program Structure and Planning - Program - Media and Equipment
2. Enter data in appropriate fields.
The following information applies to this step:
■ To prevent further use of a record, the Closed check box must be selected.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Media and Equipment Procedure 461-3

Media and Equipment Window

Media and Equipment Window

Figure 461–1 Media and Equipment Window

461-4 Oracle Student System User’s Guide

 462
Locations Procedure

This chapter describes how to create locations. The following sections are in this
chapter:
■ Definition
■ Definition
■ Creating a Location Record Procedure
■ Locations Window

Locations Procedure 462-1

Definition

Definition
A location is a site where an organization conducts business. An example of a
location is a particular campus or examination location.

Overview
The locations procedure creates locations and their associated contact details, and
assigns rooms and buildings to locations.
An organization may conduct business at a number of locations. Locations can be
assigned to organizational units but are also used elsewhere in the system, such as
Program Structure and Planning.
A location must be assigned a location type. A location type is institution-defined
using the Location Type window. The location type determines the subsequent use
of the location in other subsystems. For example, locations of the Graduation Center
system type are accessed by the Graduations subsystem.

462-2 Oracle Student System User’s Guide

 Creating a Location Record Procedure

Creating a Location Record Procedure

The following information applies to this step:
■ Once a location is assigned to one or more organizational units or used
elsewhere in the system, it cannot be altered. Once a location type is created, it
cannot be altered. Only the descriptions can be modified.
■ If a location has been used elsewhere in the system, it cannot be deleted. It can
be closed, preventing any further use, by selecting the Closed check box.
To create a location record, perform the following steps.
1. In Oracle Student System, navigate to the Locations window as follows:
Setups - Organizational Structure - Locations
The Find Locations pop-up window appears.
2. Select the appropriate location code.
3. Click OK.
The Locations window appears.
4. Query or enter data in appropriate fields.
5. Select the appropriate location type from the list of values.
Note: A location must be assigned a location type that is mapped to a System
Location Type to have specific system functionality. The available system
location types are Exam Center, Campus, and Graduation Center.
6. In the Coordinator field, enter the name of a coordinator against a location of
the system type Exam Center.
7. Optionally, click the buttons described in Table 462–1 and enter data in
appropriate fields.
Table 462–1 Locations Window Buttons
Button Description Reference
Notes opens Organization See Chapter 446, Organization
Structure Notes window Structure Notes Procedure.
Location Addresses opens Addresses window See Chapter 364, Addresses
Procedure.
Location opens Location See Chapter 466, Location
Relationships Relationships window Relationships Procedure.

Locations Procedure 462-3

Creating a Location Record Procedure

Table 462–1 Locations Window Buttons

Button Description Reference
Venues opens Venues window See Chapter 467, Venues
Procedure.
Note: To create an exam or
graduation location, at least
one open venue must be
attached. Failure to do so
renders the location
unusable for examination
or graduation purposes.
Buildings/Rooms opens Buildings window See Chapter 464, Buildings
with Rooms button Procedures.
Note: If the location is
checked as Closed, then all
buildings and rooms for
that location must also be
Closed.

8. Save or save and continue as follows:

File - Save or Save and Proceed
9. Close the window.

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 Locations Window

Locations Window
Figure 462–1 Locations Window

Locations Procedure 462-5

Locations Window

462-6 Oracle Student System User’s Guide

 463
Location Type Procedure

This chapter describes how to create location types. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Location Type Procedure
■ Location Type Window

Location Type Procedure 463-1

Definition

Definition
A location type is a classification assigned to each site in the system to classify its
use and to enable grouping of locations. Examples of location types are Study
Center and Campus.

Overview
The location type procedure creates location types. Location types are used in other
subsystems, such as Program Structure and Planning, if location is an attribute of
the program offering option.
A location type can be assigned a system location type to ensure specific
functionality. The System Location Type region in the Location Type window
displays additional fields for the currently selected location type record.

463-2 Oracle Student System User’s Guide

 Creating Location Type Procedure

Creating Location Type Procedure

To create location types, perform the following steps.
1. In Oracle Student System, navigate to the Location Type window as follows:
Setups - Organizational Structure - Location Type
2. Enter data in appropriate fields.
The following information applies to this step:
■ To close a location type and prevent further use, select the Closed check
box.
■ If a location type has been used to define one or more locations, it cannot be
deleted. To close a location type and prevent further use, select the Closed
check box.
3. In the Location Type field of a blank record, enter the location type.
4. In the Description field, enter a description for the location type.
5. Optionally, in the System Location Type region, select the appropriate system
location type from the list of values, or enter a valid value.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

Location Type Procedure 463-3

Location Type Window

Location Type Window

Figure 463–1 Location Type Window

463-4 Oracle Student System User’s Guide

 464
Buildings Procedures

This chapter describes how to create building details. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Buildings Procedure

Buildings Procedures 464-1

Definition

Definition
The buildings procedure creates building codes and their associated location details.

Overview
An institution can conduct business in a number of buildings. Each building must
be assigned a location code and building code. Location codes are defined in the
Locations window and building codes are defined in the Buildings window.
The building code and location code combination must be unique.
Building records can also be managed in the Locations window. For information on
the Locations window, see Chapter 462, Locations Procedure.

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 Creating Buildings Procedure

Creating Buildings Procedure

To create building details, perform the following steps.
1. In Setups, navigate to the Buildings window as follows:
Setups - Organizational Structure - Buildings
2. Enter data in appropriate fields.
The following information applies to this procedure:
■ The building code and location code combination must be unique.
■ If the location code check box is Closed, description updates and inserts are
not allowed and buildings cannot be associated with the location.
■ If the building record check box is Closed, all rooms in that building are
changed to a Closed check box status.
■ A building record cannot be deleted if rooms in that building exist in rooms
records.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Optionally, click Rooms to open the Rooms window.
5. Click Done to return to the Buildings window.
6. Close the window.

Buildings Procedures 464-3

Creating Buildings Procedure

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 465
Rooms Procedures

This chapter describes how to create rooms details. The following sections are in
this chapter:
■ Definition
■ Overview
■ Creating Rooms Procedure

Rooms Procedures 465-1

Definition

Definition
The rooms procedure creates an institution-defined code for each room and its
associated building details.

Overview
An institution can conduct business in a number of buildings, each with individual
rooms. Each room must have a room code that is associated with a location code
and a building code. Location codes are defined in the Locations window, building
codes are defined in the Buildings window, and room codes are defined in the
Rooms window.
The room code, building code, and location code combination must be unique.
Room records can also be managed in the Locations window. For information on
the Locations window, see Chapter 462, Locations Procedure.

465-2 Oracle Student System User’s Guide

 Creating Rooms Procedure

Creating Rooms Procedure

To create room details, perform the following steps.
1. In Oracle Student System, navigate to the Buildings window as follows:
Setups - Organizational Structure - Rooms
2. Enter data in appropriate fields.
The following information applies to this procedure:
■ The room code and location code combination must be unique.
■ If the location code check box is Closed, description updates and inserts are
not allowed and rooms cannot be associated with the location.
■ If the building record check box is Closed, all rooms in that building are
changed to a Closed check box status.
■ If the Closed check box is selected for a room, no updates or deletions are
allowed.
■ A room cannot be deleted if it is recorded for any unit section.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Rooms Procedures 465-3

Creating Rooms Procedure

465-4 Oracle Student System User’s Guide

 466
Location Relationships Procedure

This chapter describes how to create location relationships. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating an Owning Relationship Procedure
■ Location Relationships Window

Location Relationships Procedure 466-1

Definition

Definition
Locations are places where an institution conducts business activities. Location
relationships occur when users establish relationships between the various
locations.

Overview
The location relationships procedure creates significant relationships that exist
between different locations. Each location is assigned a location type, defined in the
Location Type window, which can be mapped to one of three available system
location types: Campus, Exam_Ctr, or Grad_Ctr. Users establish relationships
between the various types of locations in the Location Relationships window.
Default graduation and examination locations can be set for each campus location.
These default locations are used by both the Graduation and Assessment
subsystems when the user allocates graduands to ceremonies and determines
default exam locations for student unit attempts.
Changes to location relationships can affect the ability to inquire or report on
related or previously reported groups of locations.
Changing the graduation or examination relationship, including the setting of the
default check box, affects future automatic allocation of graduands or students to
graduation or examination venues.
For information on exam location and graduation location relationships, see
Managing Examinations, Chapter 243, Assessments Functions and Maintenance
and Setting Up Graduation Venues and Locations, Chapter 276, Graduation
Functions and Maintenance.

466-2 Oracle Student System User’s Guide

 Overview

Location Region
The Location region displays the location for which owning locations and
sublocations are displayed, added, or deleted. When the window is entered using
the navigation button in the Locations window, the location in use is displayed.
For example, a university can have several campuses. Each campus location can
have multiple examination locations and a graduation location. It is possible for a
location to have multiple owning locations and sublocations.

Owning Locations Region

The Owning Locations region displays all locations defined as owning the context
location in the central region. New owning locations can be added in this region
and owning relationships can be deleted.
For example, a location of the system type Grd_Ctr, identifying locations for
graduation ceremonies, can have many campus locations as its owning locations.
Students studying at any of the owning campuses can be allocated by the system to
graduation ceremonies associated with the graduation location.

Sublocations Region
The Sublocations region displays all locations defined as subordinate to the location
in the context region. New sublocations can be added in this region, and existing
sublocation relationships can be deleted.
For example, a location with the system type of Campus can have several
sublocations. Some might be locations for examinations; others might be locations
where graduation ceremonies are held.

Location Relationships Procedure 466-3

Creating an Owning Relationship Procedure

Creating an Owning Relationship Procedure

The following information applies to this procedure:
■ Location relationships cannot be created with an inactive location.
■ A location cannot be owned by itself.
■ A location of type Grd_Ctr or Exam_Ctr can have multiple owning locations for
which it is the default.
■ Only a single sublocation of a specified location type can be set as the default.
To create owning relationships, perform the following steps.
1. In Oracle Student System, navigate to the Location Relationships window as
follows:
Setups - Organizational Structure - Locations
The Locations window appears.
2. Click Location Relationships.
The Location Relationships window appears and the selected location appears
in the Location region.
3. In the Owning Locations region, select the required location code from the list
of values or enter a valid value.
4. Select the Default check box, if required.
5. Optionally, enter data in the Sub Locations region.
Note: If this location is the default examination or graduation location for the
owning campus, the Default check box must be selected.
6. Save or save and continue as follows:
File - Save or Save and Proceed
7. Close the window.

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 Location Relationships Window

Location Relationships Window

Figure 466–1 Location Relationships Window

Location Relationships Procedure 466-5

Location Relationships Window

466-6 Oracle Student System User’s Guide

 467
Venues Procedure

This chapter describes how to enter venues. The following sections are in this
chapter:
■ Definition
■ Overview
■ Entering Venues Procedure

Venues Procedure 467-1

Definition

Definition
The venues procedure enters venue details within a location.

Overview
The Venues window records venue details for an examination or graduation
location. The window can be accessed from the menu or from the Maintain
Locations window.
Required location code records can be retrieved by performing a query. If users
access the window through the Maintain Locations window, the context location is
already selected.
For information on examination locations and venues, see Managing Examinations,
Chapter 243, Assessments Functions and Maintenance.
For information on graduation locations and venues, see Managing Nonexaminable
Assessment Items, Chapter 243, Assessments Functions and Maintenance.

467-2 Oracle Student System User’s Guide

 Entering Venues Procedure

Entering Venues Procedure

The following information applies to this procedure:
■ Once used in the system, venue codes must not be deleted. Selecting the Closed
check box prevents further use.
■ A venue code cannot be used more than once. If the same venue is used by
more than one location, the venue code must be different in each case. For
example, if the same location is a venue for an examination and a graduation
location, it could be entered as MELBEX-HALL in one case and
MELBGR-HALL in the next case.
■ A venue associated with a graduation location does not require a supervisor
limit or priority code to be entered.
■ Venue codes can be created only for locations with a system-defined location
type of EXAMP-CTR or GRD_CTR.
■ Each open examination location must have at least one open examination venue
to enable timetable functionality to schedule examinations at the location.
■ Venue codes cannot be created for a closed location.
■ A closed venue code cannot be reopened if the location is closed.
To enter a venue, perform the following steps.
1. In Oracle Student System, navigate to the Venues window as follows:
Setups - Organizational Structure - Venues
2. Enter data in appropriate fields.
3. Create a new record by entering a unique venue code.
4. Enter the venue coordinator using one of the following options:
■ Enter the coordinator ID code.
■ Click the Find Person button and perform a query to locate the required
person, and click the OK button to return to the main window.
5. Enter the supervisor limit.
The supervisor limit indicates the maximum number of supervisors required
for a venue and is used in the Supervisors to Venue window to validate the
number of supervisors assigned to a venue within a session.
6. Set the priority code.

Venues Procedure 467-3

Entering Venues Procedure

The priority code indicates the order of preference for venues in cases in which
more than one venue is available for the examination location. No automated
functionality is associated with this value.
7. Enter the following venue details for each item:
■ seating details
The Number of Seats field is mandatory and is used by the examination
timetabling subsystem to allocate students to venues.
■ booking and resource details
■ instructions and announcements
8. Save or save and continue as follows:
File - Save or Save and Proceed
9. Optionally, click Venue Addresses to open the Venue Addresses window.
10. Optionally, click Venue Session Availability to open the Venue Session
Availability window, which lists only examination venues.
11. Close the window.

467-4 Oracle Student System User’s Guide

 468
Organizational Structure Concurrent
Processes Procedure

This chapter describes how to run Organizational Structure concurrent processes.

The following sections are in this chapter:
■ Definition
■ Organizational Structure Concurrent Processes Procedure
■ Organizational Unit Details Report Concurrent Process
■ Parent-Child Organizational Unit Report Concurrent Process

Organizational Structure Concurrent Processes Procedure 468-1

Definition

Definition
The Organizational Structure concurrent processes produce reports related to
organizational structure. These reports display details about organizational units
that are set up in Oracle Student System.

468-2 Oracle Student System User’s Guide

 Organizational Structure Concurrent Processes Procedure

Organizational Structure Concurrent Processes Procedure

To run an Organizational Structure concurrent process, perform the following steps.
1. In Oracle Student System, navigate to the Submit a New Request window as
follows:
Requests - Concurrent Manager - Requests - Run
The Submit a New Request window appears.
2. Select the Single Request radio button.
3. Click OK.
The Submit Request window appears.
4. In the Name field, select the concurrent process from the list of values.
5. Click OK.
The Parameters window appears.
6. Enter data in appropriate fields.
For information on parameters, see the tables in this chapter.
7. To apply the parameters, click OK.
8. To send the request to the concurrent manager, click Submit.
The Requests window appears.
9. To view the log file, select the appropriate Request ID and click View Log.
10. If there are any errors, make corrections and run the concurrent process again.

11. Close the window.

Organizational Structure Concurrent Processes Procedure 468-3

Organizational Unit Details Report Concurrent Process

Organizational Unit Details Report Concurrent Process

The Organizational Unit Details Report concurrent process lists all organizational
unit details except relationships for a selected combination of parameters.

Table 468–1 Organizational Unit Details Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Member Type institution-defined classification of organizational units by
structure level
Organizational Type organizational type
Organizational Status organizational status
Organizational Unit institution-defined code for organizational unit
Code
Sort1 sort1
Sort Order1 sort order1
Sort2 sort2
SortOrder2 sort order2

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 Parent-Child Organizational Unit Report Concurrent Process

Parent-Child Organizational Unit Report Concurrent Process

The Parent-Child Organizational Unit Report concurrent process details
relationships between organizational units for selected organizational units. There
is a maximum of fifteen levels.

Table 468–2 Parent-Child Organizational Unit Report Concurrent Process Parameters

Parameter Description
Runtime Comment comment that appears on header page of report
Organizational Unit institution-defined code for organizational unit
Code

Organizational Structure Concurrent Processes Procedure 468-5

Parent-Child Organizational Unit Report Concurrent Process

468-6 Oracle Student System User’s Guide

 469
Rules Overview

This chapter provides an overview of the Rules subsystem.

The following sections are in this chapter:
■ Purpose
■ Terminology
■ User Responsibilities
■ Rules Syntax

Rules Overview 469-1

Purpose

Purpose
The Rules subsystem manages the available rules for Oracle Student System.
Management activities include the following:
■ viewing rules
■ creating new rules
■ editing rules
■ deleting rules

Terminology
Table 469–1 lists Rules subsystem terminology.

Table 469–1 Rules Subsystem Terminology

Term Definition
general rules a group of rules that can be called by other
rules and can be defined uniquely by the
rule description and return type. General
rules can be viewed in the Rule window.
specific rule a rule that must be considered in context
because it is assigned to particular data
elements of Oracle Student System. For
example, unit version rules are assigned to
particular unit codes and version numbers.
return type type of result a rule can return, such as
STRING, BOOLEAN, and SET
operators symbols or text representing functionality.
Examples include +, -, and AND.
parameters data items and their values. For example,
the parameter Sex has values of FEMALE,
MALE, and UNKNOWN.
functions allowable range of rules that can be called
by other rules. In general, parameters and
functions are the same because functions
or other rules often return values to the
calling rule.

469-2 Oracle Student System User’s Guide

 Rules Syntax

Table 469–1 Rules Subsystem Terminology

Term Definition
variables characters used to represent variables. For
example, the numbers 0 through 9 can be
used to represent numeric variables.

User Responsibilities
Each institution determines how the Rules subsystem is applied to its business
practices. Nonspecialist functions are usually limited to modifying rules that have a
return type of STRING.
The remaining functionality, typically used by subsystem specialists or system
administrators, includes the following rules:
■ creating and modifying rules
■ deleting rules

Rules Syntax
Rules syntax consists of the language components and structures available for any
particular rule. The components and structure are determined dynamically within
Oracle Student System and depend on either the rule subgroup or the rule
description.
This section includes the following information on rules syntax:
■ Fee Disbursement Rules
■ Unit Version Rules
■ Unit Set Rules
■ Program Version Rules
■ Program Stage Rules
■ Student Finance Rules

Fee Disbursement Rules

Rules for fee disbursement are unique to the fee type, calendar type, and fee
disbursement formula number. The rule description determines the available syntax
and returns BOOLEAN true or false to Oracle Student System. The fee

Rules Overview 469-3

Rules Syntax

disbursement rules determine whether a fee disbursement formula applies to a

student or a program. Fee disbursement rules are viewed in the Fee Disbursement
Formula Rules window.
Table 469–2 describes fee disbursement rule operators.

Table 469–2 Fee Disbursement Rule Operators

Syntax/Operator Definition Example Result
= equal to Sex = Male returns true if gender of
student is male
<> not equal to Sex < > Male returns true if gender of
student is not male, that
is, gender is female or
unknown
() parentheses (Sex < > Male AND Sex returns true if sex is
< > Unknown) female, otherwise false
AND logical and (Sex < > Male AND Sex returns true if sex is
< > Unknown) female, otherwise false
OR logical or (Sex < > Male OR Sex < > returns true if sex is male,
Female) female, or unknown

Table 469–3 describes fee disbursement rule parameters.

Table 469–3 Fee Disbursement Rule Parameters

Parameter Description Current Values
Sex returns gender of student Male, Female, Unknown

Unit Version Rules

Rules for unit versions are unique to the unit code and version number. The rule
description determines the available syntax and returns BOOLEAN true or false to
Oracle Student System. The unit version rules determine conditions that must be
met prior to enrollment in a unit. Unit version rules are viewed in the Unit Version
Rules window.

469-4 Oracle Student System User’s Guide

 Rules Syntax

Table 469–4 describes unit corequisite rule syntax and operators.

Table 469–4 Unit Corequisite Rule Syntax and Operators

Syntax/Operator Definition Example Result
Any co-req unit in {} students must be enrolled Any co-req unit in returns true if student
in unit included in set that {MAA101, MAA102} enrolls in either MAA101
follows or MAA102

Any passed co-req unit students must be
in {} coenrolled in unit
included in set that
follows, and must have
passed it
{} start and end of unit set
definition
, separator between unit
codes
. separator between unit
code and version number
- range of version numbers
[] start and end of unit
version set
AND logical and
Any passed co-req unit in returns true if student
{MAA201, MAA202} enrolls in and passes
MAA201 or MAA202
{MAA101, MAA102}
{MAA101, MAA102}
{MAA101.2, MAA102.3}
{MAA101.[1,3-10],
MAA102.3}
{MAA101.[1,3-10],
MAA102.3}
Any co-req unit in
{MAA101, MAA102} and
Any passed co-req unit in
{MAA201, MAA202}

Table 469–5 describes unit corequisite rule variables.

Table 469–5 Unit Corequisite Rule Variables

Variable Description
% used to select multiple
units
Unit codes unit codes
Number number from zero to nine

Rules Overview 469-5

Rules Syntax

Table 469–5 Unit Corequisite Rule Variables

Variable Description
Unit sets unit set codes

Table 469–6 describes unit incompatible rule syntax and operators.

Table 469–6 Unit Incompatible Rule Syntax and Operators

Syntax/Operator Definition Example
No passed unit in { } student must not be No passed unit in
enrolled in unit included {MAA101, MAA102}
in following set, and must
not have passed it
No unit in { } student must not be No unit in {MAA101,
enrolled in unit included MAA102}
in following set
{} start and end of unit set {MAA101, MAA102}
definition
, separator between unit {MAA101, MAA102}
codes
. separator between unit {MAA101.2, MAA102.3}
code and version number
- range of version numbers {MAA1.1.[1,3-10],
MAA102.3}
[] start and end of unit {MAA1.1.[1,3-10],
version set MAA102.3}
AND logical and No passed unit in
{MAA101, MAA102}
AND No unit in
{MAA101, MAA102}

Table 469–7 describes unit compatible rule variables.

Table 469–7 Unit Incompatible Rule Variable

Variable Description
% used to select multiple
units

469-6 Oracle Student System User’s Guide

 Rules Syntax

Table 469–7 Unit Incompatible Rule Variable

Variable Description
Unit codes unit codes
Number number from zero to nine
Unit sets unit set codes

Table 469–8 describes unit prerequisite rule syntax and operators.

Table 469–8 Unit Prerequisite Rule Syntax and Operators

Syntax/Operator Definition Example
Any passed pre-req student must be enrolled Any passed pre-req unit
unit in in unit included in in {MAA101, MAA102}
following set, and must
{}
have passed it
Any pre-req unit in { } student must be enrolled Any pre-req in {MAA101,
in unit included in MAA102}
following set
{} start and end of unit set {MAA101, MAA102}
definition
, separator between unit {MAA101, MAA102}
codes
. separator between unit {MAA101.2, MAA102.3}
code and version number
- range of version numbers {MAA101.[1,3-10],
MAA102.3}
[ ] start and end of unit {MAA101.[1,3-10],
version set MAA102.3}
AND logical and Any passed pre-req unit
in {MAA101, MAA102}
AND Any pre-req in
{MAA101, MAA102}

Rules Overview 469-7

Rules Syntax

Table 469–9 describes unit prerequisite rule variables.

Table 469–9 Unit Prerequisite Rule Variable

Variable Description
% used to select multiple
units
Unit codes unit codes
Number number from zero to nine
Unit sets unit set codes

Table 469–10 describes unit translation set rule operators.

Table 469–10 Unit Translation Set Rule Operators

Operator Definition Example
{} start and end of unit set {MAA101, MAA102}
definition
, separator between unit {MAA101, MAA102}
codes
. separator between unit {MAA101.2, MAA102.3}
code and version number
- range of version numbers {MAA101.[1,3-10],
MAA102.3}
[ ] start and end of unit {MAA101.[1,3-10],
version set MAA102.3}

Table 469–11 describes unit translation set rule variables.

Table 469–11 Unit Translation Set Rule Variables

Variable Description
% used to select multiple
units
Unit codes unit codes
Number number from zero to nine

469-8 Oracle Student System User’s Guide

 Rules Syntax

Table 469–11 Unit Translation Set Rule Variables

Variable Description
Unit sets unit set codes

Unit Set Rules

Rules for unit sets are unique to the unit set code and version number. The rule
description determines the available syntax and returns BOOLEAN true or false to
Oracle Student System. The unit set rules determine conditions that must be
satisfied prior to enrollment in a unit set, or whether the completion requirements
of the unit set are satisfied. Unit set rules are viewed in the Unit Set Rules window.
Table 469–12 describes unit set prerequisite rule syntax and operators.

Table 469–12 Unit Set Prerequisite Rule Syntax and Operators

Syntax/Operator Definition Example Result
Student must have before specifying unit set, Student must have returns true if student has
and/or been granted student must have and/or been granted 8 or more credit points of
advanced standing advance standing equal to advanced standing equal advance standing
equal to or greater than or greater than specified to or greater than 8 credit
<numeric value> credit number of credit points points
points
Student must have before specifying unit set, Student must have returns true if student
completed studies in student must complete completed studies in Unit completes ACC-MAJ1 or
Unit Set { } studies in unit set Set {ACC-MAJ1, ACC-MIN2 unit sets
ACC-MIN2}
{} start and end of unit set {ACC-MAJ1, ACC-MIN2}
definition
, separator between unit set {ACC-MAJ1, ACC-MIN2}
codes
. separator between unit set {ACC-MAJ1, ACC-MIN2}
code and version number
- range of version numbers {MAA101.[1,3-10],
MAA102.3}
[] start and end of unit set {MAA101.[1,3-10],
version MAA102.3}

Rules Overview 469-9

Rules Syntax

Table 469–13 describes unit set prerequisite rule variables.

Table 469–13 Unit Set Perquisite Rule Variables

Variable Description
% used to select multiple
units.
Unit codes unit codes
Number number from zero to nine
Unit sets unit set codes

Table 469–14 describes unit set completion rule syntax.

Table 469–14 Unit Set Completion Rule Syntax

Syntax Additional Detail Definition Example Result
Must complete student achieves Must complete 8 returns true if
<numeric value> credit or exceeds credit points student has 8 or
points specified number more credit points
of credit points for or advanced
program stage standing
at level <numeric student achieves Must complete 8 second example
value> or exceeds given credit points at returns true if
number of credit level 1 student has 8 or
with no more than
points at specified more credit points
<numeric value> Must complete 8
level; qualified at level 1 and
credit points of pass credit points at
with pass maximum of two
conceded level 1 with no
conceded at level of 8 credit points
more than 2 credit
limit achieved through
points of pass
special Pass
conceded
Conceded grade

469-10 Oracle Student System User’s Guide

 Rules Syntax

Table 469–14 Unit Set Completion Rule Syntax

Syntax Additional Detail Definition Example Result
in { } student passes, or Must complete 3 second example
is granted credit points in returns true if
with grade of at least
advanced standing {ADH601, student achieves 3
<Grading
for, specified ADH602, credit points from
Schema.Grade>
number of credit ADH603, listed units, with
points from set of ADH604} at least a credit
units; valid unit result
Must complete 3
code or set of
credit points in
codes is entered in
{ADH601,
braces; qualified
ADH602,
with minimum
ADH603,
grade value
ADH604} with
selected from
grade of at least
grading schema
STANDARD.C
with no more than student achieves Must complete 8 returns true if
<numeric value> or exceeds given credit points with student has 8 or
number of credit no more than 2 more credit points,
points for student credit points of and maximum of 2
program attempt; pass conceded of 8 credit points
qualified by achieved through
specified pass special Pass
conceded limit Conceded grade
units in { } student passes, or Must complete 2 second example
is granted units in {ADH601, returns true if
with grade of at least
advanced standing ADH602, student completes
<Grading Schema
for, specified ADH603, 2 from listed units,
Code.Grade>
number of units in ADH604} with at least a
given set; valid credit result
Must complete 2
unit code or set of
units in {ADH601,
codes is entered in
ADH602,
braces; qualified
ADH603,
with minimum
ADH604} with
grade value
grade of at least
selected from
STANDARD.C
grading schema
Must complete all units student passes, or Must complete all returns true if
in { } is granted units in {ADH601, student completes
advanced standing ADH602, all listed units
for, all units; ADH501}
qualified with
valid unit code or
set of codes inside
braces

Rules Overview 469-11

Rules Syntax

Table 469–14 Unit Set Completion Rule Syntax

Syntax Additional Detail Definition Example Result
Must complete special student completes Must complete returns true if
requirement of type special special student has
<Special Requirement requirement; requirement of current First Aid
Code> qualified by type First Aid certificate
selecting from
resulting list of
defined special
requirements
Must complete stage of student completes Must complete
type <Program Stage program stage stage of type
Code> type; qualified by Year-01 AND
selecting from Must complete
resulting list of stage of type
defined program Year-02 AND
stages Must complete
stage of type
Year-03
Must have completed student must
<numeric value> complete given
number of unit
sets out of selected
category
Note: These
categories include
primary unit sets
of category <Unit
Set Category>,
unit sets in braces,
and unit sets of
category <Unit Set
Category>. They
are described in
this table.
primary unit sets of tests if specified Must have
category <Unit Set number of completed 1
Category> primary unit sets primary unit sets
from selected of category Major
category are
complete

469-12 Oracle Student System User’s Guide

 Rules Syntax

Table 469–14 Unit Set Completion Rule Syntax

Syntax Additional Detail Definition Example Result
unit sets in { } tests if specified Must have
number of unit completed 1 unit
sets are complete; sets in {Media,
qualified with Production}
valid unit code or
set of codes inside
braces
unit sets of category tests if given Must have
<Unit Set Category> number of unit completed 1 unit
sets from selected set of category
category are Major AND Must
complete; have completed 1
qualified by unit set of
selecting from category Minor
resulting defined
unit set categories

Table 469–15 describes unit set completion rule operators.

Table 469–15 Unit Set Completion Rule Operators

Operator Definition Example
() parentheses, to force (1+3)/4 is not the same as
execution order 1+3/4
{} start and end of unit or {ACC-MAJ1, ACC-MIN2}
unit set definition
, separator between unit or {ACC-MAJ1, ACC-MIN2}
unit set codes
. separator between unit or {ACC-MAJ1.2,
unit set code and version ACC-MIN2.3}
number
- range of version numbers {MAA101.[1,3-10],
MAA102.3}
[] start and end of unit {MAA101.[1,3-10],
version set MAA102.3}
% used to select multiple {A%} for all units that
units or other codes start with A

Rules Overview 469-13

Rules Syntax

Table 469–15 Unit Set Completion Rule Operators

Operator Definition Example
AND logical and (Must complete 3 credit
points AND Must
complete special
requirement of type First
Aid) OR Must complete 5
credit points
OR logical or (Must complete 3 credit
points AND must
complete special
requirement of type First
Aid) OR Must complete 5
credit points

Table 469–15 describes unit set completion rule variables.

Table 469–16 Unit Set Completion Rule Variables

Variable Definition Example
numeric value number Must complete 24 credit
points
Unit Code currently defined unit {SCC111, ABC%, %121}
code for unit SCC111 + all units
that start with ABC + all
units that end in 121
Grading Schema Code currently defined grading with grade of at least
schema code Standard.C
Grade currently defined grade with grade of at least
within grading schema Standard.C
Special Requirement Code currently defined special Must complete special
requirement code requirement of type First
Aid
Program Stage Code currently defined Must complete stage of
program stage code type Year-01
Unit Set Category currently defined unit set Must have completed 1
category primary unit sets of
category Major

469-14 Oracle Student System User’s Guide

 Rules Syntax

Program Version Rules

Rules for program versions are unique to the program code and version number.
The rule description determines the available syntax and returns BOOLEAN true or
false to Oracle Student System. The program version rules determine whether the
program requirements are satisfied and whether the program requirements for an
honors level are met. They are also used to derive the Commencing Student
indicator for the Statistics subsystem. Program version rules are viewed in the
Program Version Rules window.
Table 469–17 describes program version rule operators. They are used with all
program version rule operators.

Table 469–17 Program Version Rule Operators

Operator Definition Example Result
() parenthesis, to force (Must complete 20
execution order credit points AND
Must complete special
requirement of type
First Aid) OR Must
complete credit points
for program with no
more than 4 credit
points of pass
conceded
is not the same as
Must complete 20
credit points AND
(Must complete special
requirement of type
First Aid OR Must
complete credit points
for program with no
more than 4 credit
points of pass
conceded)
{} start and end of Set of Articulated
definition Programs {A300, A313,
A316}

Rules Overview 469-15

Rules Syntax

Table 469–17 Program Version Rule Operators

Operator Definition Example Result
, separator between Threshold of 12 must
program or unit codes have units {AIF241,
AIF242, AIH151,
AIP107, ASB310,
ASC101, ASC204,
ASC370, ASL112,
ASL204, ASL206}
. separator between Set of Articulated only considers
program or unit code Programs {A300, A313, program A316, version
and version number, or A316.2} 2
between grading
schema code and grade
[] start and end of Set of Articulated only considers
version number set Programs {A300, A313, program A316,
A316.[1-3,5]} versions 1 to 3 or
version 5
- range of program or Set of Articulated only considers
unit version numbers Programs {A300, A313, program A316,
A316.[1-3,5]} versions 1 to 3 or
version 5
% used to select multiple {A%} for all units that
codes start with A
AND logical and Must complete credit
points for program
with no more than 1
credit point of pass
conceded AND Must
complete 4 units in
{ADH601, ADH602,
ADH603, ADH604,
ADH605}
OR logical or Must complete 4 units
in {ADH601, ADH602,
ADH603, ADH604,
ADH605} OR Must
complete 4 units in
{ABF101, ABF102,
ABF103, ABF104,
ABF105, ABF106}

469-16 Oracle Student System User’s Guide

 Rules Syntax

Table 469–18 describes articulated programs rule syntax. The articulated programs
rule is used by the Statistics subsystem to derive the Commencing Student
indicator. The articulated programs rule is defined at a higher program level. For
example, if a student is admitted to a Master’s honors program, or transfers there
from a Master’s pass program, the rule is defined at the Master’s honors level and
includes the Master’s pass programs.

Table 469–18 Articulated Programs Rule Syntax

Syntax Definition Example Result
Set of Articulated student admitted to or Set of Articulated if defined for program
Programs { } transferred to Master’s Programs {A300} A400, then student
honors or Bachelor’s admitted to A400 who
honors program and completes A300 or
enrolled in institution transfers from A300 is
or previous institution, commencing
in related Master’s or
Bachelor’s pass
program

Table 469–19 describes articulated programs rule variables.

Table 469–19 Articulated Programs Rule Variables

Variable Definition Example Result
Program Code program code {A300, A4%, %314} includes program
A300, all programs that
start with A, and all
programs that end in
314

Table 469–20 describes program version completion rule syntax. The program
version completion rule is used by the Progression subsystem to identify students

Rules Overview 469-17

Rules Syntax

who complete all applicable program requirements and are eligible to graduate and
receive the program award.

Table 469–20 Program Version Completion Rule Syntax

Syntax Additional Detail Definition Example
Must complete student achieves or Must complete 24
<numeric value> credit exceeds specified credit points
points number of credit points
for program stage
at level <numeric student achieves or Must complete 12
value> exceeds given number credit points at level 1
of credit points at
with no more than Must complete 12
specified level;
<numeric value> credit credit points at level 1
qualified with pass
points of pass with no more than 2
conceded at level limit
conceded credit points of pass
conceded
in { } student passes, or is Must complete 3 credit
granted advanced points in {ADH601,
with grade of at least
standing for, specified ADH602, ADH603,
<Grading
number of credit points ADH604}
Schema.Grade>
from set of units; valid
Must complete 3 credit
unit code or set of
points in {ADH601,
codes is entered in
ADH602, ADH603,
braces; qualified with
ADH604} with grade of
minimum grade value
at least STANDARD.C
selected from grading
schema
with no more than student achieves or Must complete 24
<numeric value> exceeds given number credit points with no
of credit points for more than 4 credit
student program points of pass
attempt; qualified by conceded
specified pass
conceded limit

469-18 Oracle Student System User’s Guide

 Rules Syntax

Table 469–20 Program Version Completion Rule Syntax

Syntax Additional Detail Definition Example
units in { } student passes, or is Must complete 2 units
granted advanced in {ADH601, ADH602,
with grade of at least
standing for, specified ADH603, ADH604}
<Grading Schema
number of units in
Code.Grade> Must complete 2 units
given set; valid unit
in {ADH601, ADH602,
code or set of codes is
ADH603, ADH604}
entered in braces;
with grade of at least
qualified with
STANDARD.C
minimum grade value
selected from grading
schema
Must complete all units student passes, or is Must complete all units
in { } granted advanced in {ADH601, ADH602,
standing for, all units; ADH501}
qualified with valid
unit code or set of
codes inside braces
Must complete credit credit points for Must complete credit
points for program student program points for program
attempt must equal or
exceed number of
credit points required
for program version;
no additional qualifier
required because
number of credit points
required for program
version is retrieved
from system
Must complete credit for student program Must complete credit
points for program attempt, student must points for program
with no more than equal or exceed with no more than 3
<numeric value> credit number of credit points credit points of pass
points of pass required for program conceded
conceded version with no more
than specified number
of credit points with
pass conceded grade

Rules Overview 469-19

Rules Syntax

Table 469–20 Program Version Completion Rule Syntax

Syntax Additional Detail Definition Example
Must complete special student completes Must complete special
requirement of type special requirement; requirement of type
<Special Requirement qualified by selecting First Aid
Code> from resulting list of
defined special
requirements
Must complete stage of student completes Must complete stage of
type <Program Stage program stage type; type Year-01 AND
Code> qualified by selecting Must complete stage of
from resulting list of type Year-02 AND
defined program stages Must complete stage of
type Year-03
Must have completed student must complete
<numeric value> given number of unit
sets out of selected
category
Note: These categories
include primary unit
sets of category <Unit
Set Category>, unit
sets in braces, and unit
sets of category <Unit
Set Category>. They
are described in this
table.
primary unit sets of tests if specified Must have completed 1
category <Unit Set number of primary primary unit sets of
Category> unit sets from selected category Major
category are complete
unit sets in { } tests if specified Must have completed 1
number of unit sets are unit sets in {Media,
complete; qualified Production}
with valid unit code or
set of codes inside
braces
unit sets of category tests if given number Must have completed 1
<Unit Set Category> of unit sets from unit set of category
selected category are Major AND Must have
complete; qualified by completed 1 unit set of
selecting from resulting category Minor
defined unit set
categories

469-20 Oracle Student System User’s Guide

 Rules Syntax

Table 469–21 describes program version completion rule variables.

Table 469–21 Program Version Completion Rule Variables

Variable Definition Example
numeric value number Must complete 24 credit
points
Unit Code currently defined unit {SCC111, ABC%, %121}
code for unit SCC111 + all units
that start with ABC + all
units that end in 121
Grading Schema Code currently defined grading with grade of at least
schema code Standard.C
Grade currently defined grade with grade of at least
within grading schema Standard.C
Special Requirement Code currently defined special Must complete special
requirement code requirement of type First
Aid
Program Stage Code currently defined Must complete stage of
program stage code type Year-01
Unit Set Category currently defined unit set Must have completed 1
category primary unit sets of
category Major

Table 469–22 describes honors level rule syntax. The honors level rule is used by the
Progression and Graduation subsystems to identify students who achieve a
specified program grade point average and who are eligible to receive a specified
honors level.

Table 469–22 Honors Level Rule Syntax

Syntax Definition Example Result
IF Program GPA >= evaluates student’s IF Program GPA >= 4 if true, student is
<numeric value> THEN program grade point THEN D awarded specified
<Honors Level Code> average honors level
ELSE allows addition of IF Program GPA >=
another statement to THEN D ELSE IF
existing statement Program GPA >= 3.75
THEN H1

Rules Overview 469-21

Rules Syntax

Table 469–23 describes honors level rule variables.

Table 469–23 Honors Level Rule Variables

Variable Definition Example
numeric value number IF Program GPA >= 3.5
THEN H1A
Honors Level Code institution-defined code IF Program GPA >= 4
representing honors level THEN D ELSE IF Program
to be awarded GPA >= 3.75 THEN H1

Table 469–24 describes core rule syntax. The core rule allows a preliminary
progression rule to be created, and allows institutions to specify the units that must
be achieved once a student satisfies the number of credit points indicated as the
threshold.

Table 469–24 Core Rule Syntax

Syntax Definition
Threshold of <numeric student must satisfy all
value> must have units { } units defined in set once
he or she achieves
threshold number of
credit points for program
Example
Threshold of 12 must have
unit {AIF241, AIF242,
AIH151, AIP107, ASB310,
ASC101, ASC204,
ASC370, ASL112, ASL204,
ASL206}

Table 469–25 describes core rule variables.

Table 469–25 Core Rule Variables

Variable Definition Example
numeric value number Threshold of 12 must
have unit {AIF241,
AIF242, AIH151,
AIP107, ASB310,
ASC101, ASC204,
ASC370, ASL112,
ASL204, ASL206}

469-22 Oracle Student System User’s Guide

 Rules Syntax

Table 469–25 Core Rule Variables

Variable Definition Example
Unit Code currently defined unit {SCC111, ABC%, %121}
code for unit SCC111 + all
units that start with
ABC + all units that
end in 121

Program Stage Rules

Rules for program stages are unique to the program code, version number, and
program stage. The rule description determines the available syntax and returns
BOOLEAN true or false to Oracle Student System. The program stage rules
determine whether the requirements for a stage of a program are met. Program
stage rules are viewed in the Program Stages window.
The completion rule is used by the Progression subsystem to identify students who
complete all applicable requirements for a program stage.
In evaluating the completion of a program stage, other stages that make up the total
program are not considered. For example, a three stage program can require a
student to achieve eight credit points for Stage 1, eight credit points for Stage 2, and
ten credit points for Stage 3. The rule for Stage 2 is written to require a student to
achieve 16 credit points.

Rules Overview 469-23

Rules Syntax

Table 469–26 describes program stage completion rule syntax.

Table 469–26 Program Stage Completion Rule Syntax

Syntax Additional Detail Definition Example Result
Must complete student achieves Must complete 8 returns true if
<numeric value> credit or exceeds credit points student has 8 or
points specified number more credit points
of credit points for or advanced
program stage standing
at level student achieves Must complete 8 second example
<numeric value> or exceeds given credit points at returns true if
number of credit level 1 student has 8 or
with no more than
points at specified more credit points
<numeric value> Must complete 8
level; qualified at level 1 and
credit points of pass credit points at
with pass maximum of two
conceded level 1 with no
conceded at level of 8 credit points
more than 2 credit
limit achieved through
points of pass
special Pass
conceded
Conceded grade
in { } student passes, or Must complete 3 second example
is granted credit points in returns true if
with grade of at least
advanced standing {ADH601, student achieves 3
<Grading
for, specified ADH603, credit points from
Schema.Grade>
number of credit ADH604} listed units, with
points from set of at least a credit
Must complete 3
units; valid unit result
credit points in
code or set of
{ADH601,
codes is entered in
ADH603,
braces; qualified
ADH604} with
with minimum
grade of at least
grade value
Standard.C
selected from
grading schema
with no more than student achieves Must complete 8 returns true if
<numeric value> or exceeds given credit points with student has 8 or
number of credit no more than 2 more credit points,
points for student credit points of and maximum of 2
program attempt; pass conceded of 8 credit points
qualified by achieved through
specified pass Pass Conceded
conceded limit grade

469-24 Oracle Student System User’s Guide

 Rules Syntax

Table 469–26 Program Stage Completion Rule Syntax

Syntax Additional Detail Definition Example Result
Must complete student passes, or Must complete 2 second example
<numeric value> units is granted units in {ADH601, returns true if
in { } advanced standing ADH602, student completes
for, specified ADH603, 2 units, with at
with grade of at least
number of units; ADH604} least a credit result
<Grading Schema
valid unit code or
Code.Grade> Must complete 2
set of codes are
units in {ADH601,
entered in braces;
ADH602,
qualified with
ADH603,
minimum grade
ADH604} with
value selected
grade of at least
from grading
Standard.C
schema
Must complete all units student passes, or Must complete all returns true if
in { } is granted units in {ADH601, student completes
advanced standing ADH602, all listed units
for, all units; ADH501}
qualified with
valid unit code or
set of codes inside
braces
Must complete special student completes Must complete returns true if
requirement of type special special student has
<Special Requirement requirement; requirement of current First Aid
Code> qualified by type First Aid certificate
selecting from
resulting list of
defined special
requirements
Must complete stage of student completes Must complete
type <Program Stage program stage stage of type
Code> type; qualified by Year-01 AND
selecting from Must complete
resulting list of stage of type
defined program Year-02 AND
stages Must complete
stage of type
Year-03

Rules Overview 469-25

Rules Syntax

Table 469–26 Program Stage Completion Rule Syntax

Syntax Additional Detail Definition Example Result
Must have completed student must
<numeric value> complete given
number of unit
sets out of selected
category
Note: These
categories include
primary unit sets
of category <Unit
Set Category>,
unit sets in braces,
and unit sets of
category <Unit Set
Category>. They
are described in
this table.
primary unit sets of tests if specified Must have
category <Unit Set number of completed 1
Category> primary unit sets primary unit sets
from selected of category Major
category are
complete
unit sets in { } tests if specified Must have
number of unit completed 1 unit
sets are complete; sets in {Media,
qualified with Production}
valid unit code or
set of codes inside
braces
unit sets of category tests if given Must have
<Unit Set Category> number of unit completed 1 unit
sets from selected set of category
category are Major AND Must
complete; have completed 1
qualified by unit set of
selecting from category Minor
resulting defined
unit set categories

469-26 Oracle Student System User’s Guide

 Rules Syntax

Table 469–27 describes program stage rule operators.

Table 469–27 Program Stage Completion Rule Operators

Operator Definition Example
() parentheses, to force (1+3)/4 is not the same as
execution order 1+3/4
{} start and end of unit or {ACC-MAJ1, ACC-MIN2}
unit set definition
, separator between unit or {ACC-MAJ1, ACC-MIN2}
unit set codes
. separator between unit or {ACC-MAJ1.2,
unit set code and version ACC-MIN2.3}
number
- range of version numbers {MAA101.[1,3-10],
MAA102.3}
[] start and end of unit {MAA101.[1,3-10],
version set MAA102.3}
% used to select multiple {A%} for all units that
units or other codes start with A
AND logical and (Must complete 3 credit
points AND Must
complete special
requirement of type First
Aid) OR Must complete 5
credit points
OR logical or (Must complete 3 credit
points AND must
complete special
requirement of type First
Aid) OR Must complete 5
credit points

Table 469–28 describes program stage rule variables.

Table 469–28 Program Stage Completion Rule Variables

Variable Definition Example
numeric value number Must complete 24 credit
points

Rules Overview 469-27

Rules Syntax

Table 469–28 Program Stage Completion Rule Variables

Variable Definition Example
Unit Code currently defined unit {SCC111, ABC%, %121}
code for unit SCC111 + all units
that start with ABC + all
units that end in 121
Grading Schema Code currently defined grading with grade of at least
schema code Standard.C
Grade currently defined grade with grade of at least
within grading schema Standard.C
Special Requirement Code currently defined special Must complete special
requirement code requirement of type First
Aid
Program Stage Code currently defined Must complete stage of
program stage code type Year-01
Unit Set Category currently defined unit set Must have completed 1
category primary unit sets of
category Major

Student Finance Rules

Rules for the Student Finance subsystem are grouped into one distinct subgroup
that determines the available syntax and returns NUMBER, such as 99, to Oracle
Student System. The Student Finance rules calculate the fee liability for a student.
Student Finance rules are viewed in the Group Rules window.
Table 469–29 describes HECS formula rule syntax and operators.

Table 469–29 HECS Formula Rule Syntax and Operators

Syntax/Operator Definition Example Result
() parentheses (6-4)/3 returns 2/3 or 0.666666...
ROUND(<value>, rounds number to ROUND((6-4)/3,2) returns 0.67
decimal places) specified number of
decimal places
TRUNC(<value>, truncates number to TRUNC((6-4)/3,2) returns 0.66
decimal places) specified number of
decimal places

469-28 Oracle Student System User’s Guide

 Rules Syntax

Table 469–29 HECS Formula Rule Syntax and Operators

Syntax/Operator Definition Example Result
, comma, used to separate ROUND((6-4)/3,2) returns 0.67
operand from parameter
TRUNC((6-4)/3,2) returns 0.66
in rounding and
truncating functions
+ plus 10+11 returns 21
- minus 5-2 returns 3
/ division 10/2 returns 5
* multiply 2*8 returns 16

Table 469–30 describes HECS formula rule parameters.

Table 469–30 HECS Formula Rule Parameters
Parameter Description
CHARGE_ELEMENTS derived value of charge method
CHARGE_RATE derived value of fee assessment rate

Table 469–31 describes HECS formula rule variables.

Table 469–31 HECS Formula Rule Variables

Variable Description
Number number from zero to nine

Rules Overview 469-29

Rules Syntax

Table 469–32 describes standard fee assessment formula rule syntax.

Table 469–32 Standard Fee Assessment Formula Rule Syntax

Syntax/Operator Definition Example Result
() parentheses (6-4)/3 returns 2/3 or 0.666666...
ROUND(<value>, rounds number to ROUND((6-4)/3,2) returns 0.67
decimal places) specified number of
decimal places
TRUNC(<value>, truncates number to TRUNC((6-4)/3,2) returns 0.66
decimal places) specified number of
decimal places
, comma, used to separate ROUND((6-4)/3,2) returns 0.67
operand from parameter
TRUNC((6-4)/3,2) returns 0.66
in rounding and
truncating functions
+ plus 10+11 returns 21
- minus 5-2 returns 3
/ division 10/2 returns 5
* multiply 2*8 returns 16

Table 469–32 describes standard fee assessment formula rule parameters.

Table 469–33 Standard Fee Assessment Formula Rule Parameters
Parameter Description
CHARGE_ELEMENTS derived value of charge method
CHARGE_RATE derived value of fee assessment rate

Table 469–34 describes standard fee assessment formula variables.

Table 469–34 Standard Fee Assessment Formula Variables

Variable Description
Number number from zero to nine

469-30 Oracle Student System User’s Guide

 470
Group Rules Procedure

This chapter describes how to view rules groups, subgroups, and rules. The
following sections are in this chapter:
■ Definition
■ Overview
■ Viewing Rule Groups, Subgroups, and Rules
■ Adding Rules to Rule Groups and Subgroups
■ Group Rules Window

Group Rules Procedure 470-1

Definition

Definition
The group rules procedure views rules groups, subgroups, and rules. The user can
also navigate to the Rule window to add rules to rule groups and subgroups.

Overview
Rules are created for Oracle Student System subsystems. They can be organized into
groups and subgroups.
The Group Rules window is used for viewing rules only. By clicking Add Rule or
Edit Rule, the Rule window appears, and rules for particular groups or subgroups
can be added or modified. New rules must be added in the context of a rule group
or subgroup.

470-2 Oracle Student System User’s Guide

 Viewing Rule Groups, Subgroups, and Rules

Viewing Rule Groups, Subgroups, and Rules

To view rule groups, rule subgroups, and rules, perform the following steps.
1. In Oracle Student System, navigate to the Group Rules window as follows:
Setups - Group Rules - Group Rules
2. Query the appropriate record.
Note: Queries can be performed in the Rule Group region or the Rule region.
The Group Rules window appears.
3. Close the window.

Group Rules Procedure 470-3

Adding Rules to Rule Groups and Subgroups

Adding Rules to Rule Groups and Subgroups

To add a rule to a rule group or subgroup, perform the following steps.
1. In Oracle Student System, navigate to the Group Rules window as follows:
Setups - Group Rules - Group Rules
2. Query the appropriate record.
Note: Queries can be performed in the Rule Group region or the Rule region.
3. Select the appropriate rule group or subgroup.
4. Click Add Rule.
The Rule window appears.
For information on entering rules, see Chapter 471, Rule Procedure.
5. Close the window.

470-4 Oracle Student System User’s Guide

 Group Rules Window

Group Rules Window

Figure 470–1 Group Rules Window

Group Rules Procedure 470-5

Group Rules Window

470-6 Oracle Student System User’s Guide

 471
Rule Procedure

This chapter describes how to add rules. The following sections are in this chapter:
■ Definition
■ Overview
■ Adding Rules Procedure
■ Rule Window

Rule Procedure 471-1

Definition

Definition
The rule procedure adds rules.

Overview
Rules in Oracle Student System perform the following tasks:
■ limit enrollment in units when students fail prerequisite units
■ define unit sets, such as major and minor sequences
Rules syntax includes operators, parameters, functions, and variables for the
creation of rules.
The Rule window can be accessed from several windows in different subsystems
and is dynamically configured. The following information varies depending on
how the Rule window is accessed:
■ available rules
■ field names
■ available operators, such as +, -, and, or, ( )
■ available parameters and functions, such as adm_appl_status, late, sex
■ available variables, such as 0 to 9, A to Z, %, unit codes, unit set codes
This section includes the following topics:
■ Rule Types
■ Options/Validate Button

Rule Types
General rules, such as finance rules, appear in the Group Rules window, and their
description and rule text can be edited or deleted by a specialist user in the Rule
window. New general rules must be added in the context of a particular group or
subgroup in the Group Rules window.
Specific rules must be considered in the context of a specific window. For example,
unit version rules must be attached to a specific unit code and version in the
Program Version Rules window or the Program Stages window. For these rules, a
specialist user cannot define the rule description, but can define the rule text in the
Group Rules window.

471-2 Oracle Student System User’s Guide

 Overview

For information on the Group Rules window, see Chapter 470, Group Rules
Procedure.

Options/Validate Button
Clicking Options/Validate displays all logical operators, parameters, functions,
variables, rules, instructions for entering variables, successful messages, or
unsuccessful messages in the Rule Options region. Instructions appear with three
asterisks (***) before and after the instruction.
The variables displayed include unit codes and unit set codes only. When users
enter the first part of a variable and click Options/Validate, a list of variables that
start with the entered text appears. If the number of returned variables is large, a
message appears to enter more text. When the list of variables appears in the Rule
Option region, the entered text appears in the Unprocessed field and must be
deleted manually.
Clicking Options/Validate also validates the rule text. If a rule is invalid, the text
that fails to meet the rules syntax logic is removed from the Rule Text tab and
inserted in the Unprocessed field. After corrections are made to the text in the
Unprocessed field or Rule Text tab, if the logic is correct, the text is reinserted.

Rule Procedure 471-3

Adding Rules Procedure

Adding Rules Procedure

The following information applies to this procedure:
■ Rule descriptions must be unique and cannot include the number or pound (#)
character.
■ When clicking the button beside a rule operator, parameter, function, or rule, a
space must be entered in the Rule Text tab.
■ Only valid rules can be saved.
■ Only rules that are not called by other rules can be deleted.
To add a rule, perform the following steps.
1. In Oracle Student System, navigate to the Rule window as follows:
Setups - Group Rules - Group Rules
The Group Rules window appears.
2. Query the appropriate record.
3. Click Add Rule.
The Rule window appears.
4. Click Options/Validate to display logical syntax.
All logical operators, parameters, functions, variables, and rules appear in the
Rule Options region.
Alternately, in the Rule Text tab, enter rule text.
5. Click the button beside the rule operator, parameter, function, or rule to make it
appear in the Rule Text tab.
Alternately, enter rule text in the Rule Text tab.
6. Click Options/Validate to validate the rule text.
Invalid rule text appears in the Unprocessed field.
7. Correct invalid rule text.
8. Click Options/Validate to revalidate rule text.
9. Optionally, in the Comments tab, enter comments related to the rule.
10. Save or save and continue as follows:

File - Save or Save and Proceed

471-4 Oracle Student System User’s Guide

 Adding Rules Procedure

The rule text is validated. If the rule fails, it is not saved. If a rule is invalid, the
text that fails to meet the logic of the rules syntax is removed from the Rule Text
tab and appears in the Unprocessed field.
11. Close the window.

Rule Procedure 471-5

Rule Window

Rule Window
Figure 471–1 Rule Window

471-6 Oracle Student System User’s Guide

 472
Government Reference Overview

This chapter provides an overview of the Government Reference subsystem.

The following sections are in this chapter:
■ User Responsibilities
■ Government Reference Data and Codes
■ Prerequisites
■ Government Statistics Submission Process

Government Reference Overview 472-1

User Responsibilities

User Responsibilities
The production of government statistics is typically the responsibility of the
statistics officer, and requires knowledge of both the requirements of DETYA
statistical reporting and the data sources in Oracle Student System. Users of the
Government Reference subsystem must be familiar with the contents of the DETYA
manual, which is the design basis for this subsystem. They must also understand
systemwide functionality, details of load calendars and load apportionment, the
Enrollments subsystem, and Concurrent Manager.
Setting up the Government Reference subsystem requires some programmer
analyst activity.
Note: The functionality in the Government Reference subsystem was created
specifically for the Australian government reporting requirements of the
Department of Education, Training, and Youth Authority (DETYA), but can be
applied to institutions in other countries.

Government Reference Data and Codes

Data used by the Government Reference subsystem is entered in other subsystems.
For example, program and unit information is entered in the Program Structure and
Planning subsystem and is used in the Enrollments subsystem when students are
enrolled in program and unit offerings. Users entering this data do not require
detailed knowledge of the Government Reference subsystem.
For the Government Reference subsystem to function, reference data must be
created and maintained in other subsystems. For example, specific calendar
instances and date alias instances must be created in the Calendar subsystem. This
data is usually created by the system administrator or subsystem specialist.
Government codes, as specified in the DETYA manual, are entered throughout the
system. In most cases, one or more institution-defined codes map to a government
code and are used by most users. Institution and government codes are usually
created and maintained by a system administrator or by the system administrator
or subsystem specialist.

Prerequisites
Specific data must be created in other subsystems before the user runs data
snapshots for the Government Reference subsystem to function.

472-2 Oracle Student System User’s Guide

 Prerequisites

Table 472–1 describes Statistics subsystem data prerequisites.

Table 472–1 Statistics Subsystem Data Prerequisites

Data Prerequisite Description
articulated programs undergraduate programs from which students can continue
directly into related undergraduate Honors program, or
Masters programs from which students can continue directly
into related Masters Honors program; defined in Program
Version Rules window
attendance types load ranges applying to full-time and part-time attendance
types; specified in Program Version Rules window
calendar structure calendars of type Academic, Teaching, and Load must exist in
Calendar Types window
teaching and load calendar instances must be linked to
relevant academic calendar instances in Calendar Instance
Relationships window
teaching calendars must be linked to load calendar instances,
including percentage value, in Load Calendar Structure
window
each teaching calendar must have census data alias instance
defined in Date Alias Instances window
data from prior data from prior submissions is converted from legacy systems
submissions to Oracle Student System; required by process to determine
whether student is commencing student, and specific files,
such as Past Program Completions file
only data for GOVT_STUDENT_ENROLLMENT is required;
institutions can transfer data to other tables, for example,
GOVT_STUDENT_LOAD and GOVT_STUDENT_LIABILITY,
for complete set of data
data must be transferred from as far back in time as possible
for statistics to be accurate.
government snapshot set up before government snapshot is run in Government
details Snapshot Control window
government values set up according to government specifications
institution address reported to government in HECS Due file

Government Reference Overview 472-3

Prerequisites

Table 472–1 Statistics Subsystem Data Prerequisites

organizational units local organizational units belong to local institution; other
institutions have to customize STAP_VAL_LOCAL_OU
routine
organizational unit code reported to government is
three-character code, however, ten-character code is stored in
Oracle Student System
if organizational unit code is less than four characters in
length, it is reported, however, if it is four characters or more
in length, then second, third, and fourth characters are
reported; STAP_GET_GOVT_OU_CD routine must be
customized by each institution
person address student address details, including postal and permanent
addresses, are reported to government in HECS Due file; the
following views determine student address details:
PERSON_ADDR_GOVT_POST_V for postal address
PERSON_ADDR_GOVT_PERM_V for permanent address
Columns include:
person_id
start_dt
end_dt
addr_part_1
addr_part_2
addr_part_3
postcode
os_addr_ind, indicating whether address is overseas address
Note: A student’s address must be effective at the semester
date of the HECS Due file.

472-4 Oracle Student System User’s Guide

 Prerequisites

Table 472–1 Statistics Subsystem Data Prerequisites

program categories program categories are entered in Program Categories
window
program versions that are always government reportable must
exist in institution-defined program category called Govt-Rpt
program versions that are never government reportable must
exist in institution-defined program category called
Govt-Norpt; types of program versions that must never be
reported are Elicos
Note: If a program version exists in either of these
institution-defined program categories, it can override other
system logic, except unit categories, to report or not report a
program version.
program field of study every combined program, for example, double degree, must
have major and supplementary field of study recorded in
Program Fields of Study window; if no supplementary field of
study is recorded for combined program, major field of study
is reported in government statistics for both field of study
code and field of study supplementary code
program groups program groups are entered in Program Groups window
all combined programs, for example, double degrees, must be
included in program group with system program group type
of Combined
for students to move between equivalent programs, programs
must belong to same program group of system type
Crs-Equiv; Statistics subsystem uses equivalent programs to
determine whether student is commencing student
for example, program AAA100 is changed and renamed
AAA107, but is equivalent to AAA100; both programs are
placed in same program group; students enrolled in AAA100,
now AAA107, are identified as returning, not commencing,
students
all related programs, for purposes of statistical reporting,
including combined programs, must belong to program group
of system program group type Govt-Ret, or Government
Return, in order for Commencing Student indicator to be
derived

Government Reference Overview 472-5

Prerequisites

Table 472–1 Statistics Subsystem Data Prerequisites

program of study different program versions that are essentially the same are
entered as program of study using program reference code
function
institution-defined reference code type is created and mapped
to system reference code type Crsofstudy in Reference Code
Types window; reference code type must also be called
Crsofstudy; program of study is added to identical program
versions using Program Reference Codes window; program
code of identical program versions must be used as program
study code
programs program code reported to government is program code linked
with version number
for program to be included in program file, program offering
instance must exist within submission year
research units research units must be set up with enrolled credit point value
greater than zero
submission census dates submission 1 census date is 31-MAR of collection year
submission 2 census date is 31-AUG of collection year
teaching calendar census institution-defined census date alias used as census date for
date each teaching calendar must be defined in Enrollment
Calendar Configuration window
unit categories unit categories are entered in Unit Categories window
unit versions that are always government reportable must be
assigned institution-defined unit category of Govt-Rpt
unit versions that are never government reportable must be
assigned institution-defined unit category of Govt-Norpt;
types of unit versions that must never be reported are
complementary units and continuing units
Note: If a unit version exists in either of these
institution-defined unit categories, it can override other
system logic to report or not report a unit version.

The Government Reference subsystem includes the following reference data and
control windows related to statistics snapshots:
■ The Enrollment Statistics Snapshot Control window manages the enrollment
statistics snapshots. A record in this window is generated each time the system
produces an enrollment statistics snapshot. A snapshot can be flagged for
deletion or saved for later use.

472-6 Oracle Student System User’s Guide

 Government Statistics Submission Process

■ The Government Snapshot Control window specifies data to be included in

particular government statistics submissions. Control details for a particular
submission must be set up in the Government Snapshot Control window before
the Government Submission Snapshot job is run.

Government Statistics Submission Process

Figure 472–1 shows the process involved in preparing a government statistics
submission.
Government reportable data, such as student addresses and program and unit
details, are maintained in Oracle Student System. A set of specific codes used for
government reporting, such as government citizenship codes and government
attendance types, is also maintained in the system.
Note: After any Government Reference subsystem job is run, run the Run Log job to
identify the reasons for a job failing, and missing and incorrect data.

Figure 472–1 Government Statistics Submission Process

The government statistics submission process includes the following parts:

Government Reference Overview 472-7

Government Statistics Submission Process

■ Creating an Enrollment Statistics Snapshot

■ Creating a Government Submission Snapshot
■ Creating Government Extract Files
■ Finalizing Submissions
■ Deriving Data Elements in Government Statistics Data Extracts

Creating an Enrollment Statistics Snapshot

Preparation for a government statistics submission starts with creating an
enrollment statistics snapshot. Snapshots are produced as required by running the
Create Enrollment Statistics Snapshot job.
Snapshots can be used for presubmission data checking by using the Government
Statistics Submission process to identify DETYAPAC validation errors or for other
institution purposes such as enrollment analysis. Institutions can access the
snapshot table Enr_Statistics_Snapshot using an ad-hoc reporting tool for
enrollment analysis.
Snapshots record program and unit data for all students except those with a unit
attempt status of UNCONFIRM, INVALID, or DUPLICATE when the capture
process takes place. A record is included in the snapshot if the unit attempt is in a
teaching period linked to a load calendar, which is linked to the academic period
specified as a parameter for the Enrollment Statistic Snapshot Job concurrent
process. Each record is broken down to the level of teaching responsibility and
discipline group within a student unit attempt of a student program attempt.
For example, a student will have two records for a unit if teaching responsibility is
split between two organizational units. Records for research unit attempts are split
according to the research supervisor funding percentages effective at the teaching
period census date rather than teaching responsibility percentages.
For each record, enrollment snapshots also derive a Government Reportable
indicator that flags records to be considered for inclusion in a government
submission with a Y value and flags records that are not government reportable
with an N value. The Government Reportable indicator can also be set to W to warn
that a record should be manually checked. The Reset Government Reportable
Indicator window is used to view warning records. If required, the window can be
used to set the Government Reportable indicator to X to indicate that the record
should be excluded because it is not government reportable.
Note: Records in which the Government Reportable indicator is set to W are
reported in the submission by default. The indicator for each record is reevaluated

472-8 Oracle Student System User’s Guide

 Government Statistics Submission Process

when the Government Submission Snapshot job is run, except for those previously
changed to X.
An Enrollment Statistics Snapshot Exception report lists the records not included in
the snapshot as errors, and a reason for each exception.
Unwanted enrollment snapshots should be deleted on a regular basis using the
Delete Enrollment Statistics Snapshots because of the large amount of memory they
consume.
Table 472–2 describes the data included in an enrollment statistics snapshot.

Table 472–2 Data Included in Enrollment Statistics Snapshot

Data Element Description
Snapshot_Dt_Time date snapshot is collected
Ci_Cal_Type load calendar with which
record is associated
Ci_Sequence_Number
Person_Id ID number of student who
is subject of record
Course_Cd program code of student
program attempt
Crv_Version_Number version of program
undertaken
Unit_Cd unit code of unit
undertaken by student
Uv_Version_Number version of unit undertaken
Data Source
set by system
determined from calendar
relationships; unit attempt
in record is included in
snapshot because it is in
teaching period, linked to
load calendar, which is
linked to academic period
specified as parameter for
Enrollment Statistic
Snapshot Job concurrent
process; teaching period
can be linked to more than
one load calendar, therefore
student unit attempt can
have more than one record
student unit attempt
student unit attempt
student program attempt
student unit attempt
student unit attempt

Government Reference Overview 472-9

Government Statistics Submission Process
Table 472–2 Data Included in Enrollment Statistics Snapshot
Data Element Description
Sua_Cal_Type teaching period in which
student unit attempt is
enrolled
Sua_Ci_Sequence_Number
Tr_Org_Unit_Cd organizational unit with
teaching responsibility for
unit
Tr_Ou_Start_Dt
Discipline_Group_Cd unit discipline to which
unit belongs
Govt_Discipline_Group_Cd government discipline to
which unit discipline is
mapped
Crv_Org_Unit organizational unit with
responsibility for program
Crv_Ou_Start_Dt
Course_Type institution-defined program
type of program
Govt_Course_Type government program type
to which institution-defined
program type is mapped
Course_Type_Group_Cd institution-defined group to
which program type
belongs
Sca_Location_Cd location, usually campus,
where student program
attempt is located
472-10 Oracle Student System User’s Guide
Data Source
student unit attempt
unit version or offering
option teaching
responsibility; more than
one organizational unit can
be responsible for teaching
unit, therefore student unit
attempt can have more than
one record
unit or version discipline;
unit can be identified with
more than one unit
discipline, therefore student
unit attempt can have more
than one record
unit discipline to
government discipline
group mapping
program version
program version
program type to
government program type
mapping
program type
student program attempt
 Government Statistics Submission Process

Table 472–2 Data Included in Enrollment Statistics Snapshot

Data Element Description Data Source
Attendance_Mode mode of attendance, for See Table 472–7.
example, on campus, of
student program attempt
Govt_Attendance_Mode government attendance attendance mode to
mode to which attendance government attendance
mode is mapped mode mapping
Attendance_Type attendance type, for See Table 472–7.
example, part-time, of
student
Govt_Attendance_Type government attendance attendance type to
type to which attendance government attendance
type is mapped type mapping
Funding_Source institution-defined funding student program attempt
source of student program
attempt
Govt_Funding_Source government funding source funding source to
to which institution-defined government funding source
funding source is mapped mapping
Major_Course indicates whether program See Table 472–7.
attempt is student's major
program
Commencing_Student_Ind indicates whether student is See Table 472–7.
considered commencing
student
School_Leaver indicates whether student is See Table 472–7.
considered school leaver
New_To_Higher_Education indicates whether student is See Table 472–7.
attempting higher
education for first time
Sua_Location_Cd location, usually campus, student unit attempt
where student attempts
unit
Unit_Class class, for example, evening, student unit attempt
on campus, day, and off
campus, in which student
attempts unit

Government Reference Overview 472-11

Government Statistics Submission Process

Table 472–2 Data Included in Enrollment Statistics Snapshot

Data Element Description Data Source
Unit_Level year level in which unit is See Table 472–7.
typically attempted for
program type of program
attempt
Enrolled_Dt date student unit attempt is student unit attempt
enrolled
Discontinued_Dt date student unit attempt is student unit attempt
discontinued
EFTSU Effective Full Time Student See Calculation of Effective
Unit load for record Full Time Student Unit in
this chapter.
WEFTSU Weighted Effective Full See Table 472–7.
Time Student Unit
Unit_Int_Course_Level_Cd attribute assigned to unit unit version
for institutional purposes
Govt_Reportable_Ind indicates whether record is See Table 472–7.
considered for inclusion in
government submission
snapshot
Update_Who person who ran concurrent user who scheduled request
process to produce record for enrollment snapshot
Update_On date record is updated or system date
created

Creating a Government Submission Snapshot

The Government Submission Snapshot concurrent process uses an enrollment
statistics snapshot, selected by the user as representative of the institution's
enrollment situation at the census date, to identify records to include in the
government submission.
The Government Reportable indicator is rederived for all records except those
changed to X. Only those records from the enrollment statistics snapshot whose
Government Reportable indicator is Y for government reportable or W for warning
are included in the government submission snapshot. The concurrent process
populates the database tables with data from the enrollment statistics snapshot and
other tables such as Govt_Student_Enrollment, Govt_Student_Liability, and Govt_
Student_Load.

472-12 Oracle Student System User’s Guide

 Government Statistics Submission Process

These tables are used to create the extract files loaded into DETYAPAC. The
government snapshot process uses a different enrollment snapshot for the first and
second submissions. The third submission is based on submission two snapshots.
Snapshots can be created as required and used in DETYAPAC to check data at any
time prior to the actual submission.
Depending on the extract files required for each submission, for submission 1, the
government snapshot process populates the Govt_Student_Enrollment, Govt_
Student_Liability, and Govt_Student_Load tables. For submission 2, only the
Student_Liability and Govt_Student_Load tables are populated. For submission 3,
only the Govt_Student_Load table is populated. The table is the same as the Govt_
Student_Load table for submission 2, except for the unit of study completion status,
which is rederived.
Note: For a particular submission year and number, only one government snapshot
is retained in the system. Repeating the government snapshot process overwrites
the existing version.
The data included in a snapshot is determined by parameters specified in the
Government Snapshot Control window, parameters specified when the Create
Government Submission Snapshot job is run, and by database routines that extract
and derive data according to file specifications detailed in the DETYA manual.
The DETYA submission determines that a particular enrollment statistics snapshot
reflects the enrollment situation on a census date. If necessary, this enrollment
statistics snapshot can be created after the census date so that staff with Override
Variation Cutoff Date authority can process retrospective enrollment or
discontinuation transactions. The Government Submission Snapshot job uses the
selected enrollment statistics snapshot to identify records for reporting in the
government submission, by the Government Reportable indicator, and as a source
of data.
The remaining required data is extracted or derived from other parts of the system.
The system performs other checks, such as whether the unit is enrolled as of the
census date, to determine if records should be included in the government
submission.
For information on the Government Snapshot Control window, see Chapter 490,
Government Snapshot Control Procedure.

Government Reference Overview 472-13

Government Statistics Submission Process

Table 472–2 describes the data included in the Govt_Student_Enrollment table.

Table 472–3 Data Included in Govt_Student_Enrollment Table

Data Element Description Data Source Extract File
Submisson_Yr year and submission parameters of
number of current Government Submission
submission Snapshot concurrent
process
Submisson_Number
Person_Id ID number of student enrollment statistics student enrollment file
snapshot
Course_Cd program code of student enrollment statistics student enrollment file
program attempt snapshot
Version_Number version of program enrollment statistics student enrollment file
undertaken snapshot
Birth_Dt date of birth of student student's person record student enrollment file
Sex sex of student student's person record student enrollment file
Aborig_Torres_Cd Aboriginal Torres Strait person statistics
Islander code assigned to
student
Govt_Aborig_Torres_Cd government code to institution to government student enrollment file
which institution-defined Aboriginal Torres Strait
Aboriginal Torres Strait Islander code mapping
Islander code is mapped
Citizenship_Cd citizenship code assigned person statistics
to student
Govt_Citizenship_Cd government code to citizenship code to student enrollment file
which institution-defined government citizenship
citizenship code is code mapping
mapped
Perm_Resident_Cd permanent residency code person statistics
assigned to student
Govt_Perm_Resident_Cd government code to permanent residency code HECS liability status file
which institution-defined to government permanent
permanent residency code residency code mapping
is mapped

472-14 Oracle Student System User’s Guide

 Government Statistics Submission Process

Table 472–3 Data Included in Govt_Student_Enrollment Table

Data Element Description Data Source Extract File
Home_Location student's home residence person statistics
postcode or home
residence country code
Govt_Home_Location government country code person statistics or student enrollment file
to which home residence country code to
country code is mapped, government country code
or if no mapping exists, mapping
institution value is used
Term_Location student's semester person statistics
residence postcode or
semester residence
country code
Govt_Term_Location government country code person statistics or student enrollment file
to which semester country code to
residence country code is government country code
mapped, or if no mapping mapping
exists, institution value is
used
Birth_Country_Cd country code for student's person statistics
country of birth
Govt_Birth_Country_Cd government country code person statistics or student enrollment file
to which country code to
institution-defined government country code
country of birth is mapping
mapped, or if no mapping
exists, institution value is
used
Yr_Arrival year of arrival of student person statistics student enrollment file
born overseas
Home_Language_Cd code of language, other person statistics
than English, spoken in
student's home
Govt_Home_Language_ government language person statistics or student enrollment file
Cd code to which language code to
institution-defined home government language
language code is mapped, code mapping
or if no mapping exists,
institution value is used

Government Reference Overview 472-15

Government Statistics Submission Process

Table 472–3 Data Included in Govt_Student_Enrollment Table

Data Element Description Data Source Extract File
Prior_Ug_Inst code of institution from person statistics
which student received
last qualification
Govt_Prior_Ug_Inst government institution person statistics or student enrollment file
code to which institution to government
institution-defined institution mapping
institution code is
mapped, or if no mapping
exists, institution value is
used
Prior_Other_Qual prior educational person statistics student enrollment file
qualifications of student
Prior_Post_Grad
Prior_Degree
Prior_Subdeg_Notafe
Prior_Subdeg_Tafe
Prior_Seced_Tafe
Prior_Seced_School
Prior_Tafe_Award
Prior_Studies_Exemption percentage of program if student is not student enrollment file
from which student is commencing, or if student
granted exemption is commencing and no
because of approved exemption is granted,
advanced standing then value is zero;
otherwise, value is same
as value of Percentage of
Program Requirements
Granted field in student's
advanced standing
record; if value is greater
than 99, this field is set to
99
Exemption_Institution_Cd code of institution from major exemption
which most of student's institution from student's
advanced standing is advanced standing record
accrued

472-16 Oracle Student System User’s Guide


Table 472–3 Data Included in Govt_Student_Enrollment Table
Data Element Description
Govt_Exemption_ government institution
Institution_Cd code to which
institution-defined
exemption institution
code is mapped, or if no
mapping exists,
institution value is used
Attendance_Mode attendance mode of
student program attempt
Govt_Attendance_Mode government attendance
mode to which
institution-defined
attendance mode is
mapped
Attendance_Type attendance type of
student, for example,
part-time
Govt_Attendance_Type government attendance
type to which
institution-defined
attendance type is
mapped
Commencement_Dt commencement date of
student program attempt
Major_Course indicates whether
program attempt is
student's major program
Tertiary_Entrance_Score student's tertiary entrance
score
Basis_For_Admission_ basis for admission of
Type student to program
Government Statistics Submission Process
Data Source Extract File
major exemption student enrollment file
institution from student's
advanced standing record
or institution code to
government institution
code mapping
student program attempt
attendance mode to student enrollment file
government attendance
mode mapping
See Table 472–7.
attendance type to student enrollment file
government attendance
type mapping
student program attempt student enrollment file
See Table 472–7. student enrollment file
student's admission student enrollment file
application, secondary
education score, or
mapping of score to
government score in
Assessment Type
Government Score
Mapping window
student's admission
program application basis
for admission type
Government Reference Overview 472-17
Government Statistics Submission Process

Table 472–3 Data Included in Govt_Student_Enrollment Table

Data Element Description Data Source Extract File
Govt_Basis_For_ government basis for basis for admission type student enrollment file
Admission_Type admission type to which to government basis for
institution-defined basis admission type mapping
for admission type is
mapped
Govt_Disability disabilities recorded See Table 472–7. student enrollment file
against student
Update_Who user running Government user name
Submission Snapshot
concurrent process
Update_On date record is updated or system date
created

Table 472–2 describes the data included in the Govt_Student_Liability table.

Table 472–4 Data Included in Govt_Student_Liability Table

Data Element Description Data Source Extract File
Submission_Yr year and submission parameters of
number of current Government Submission
submission Snapshot concurrent
process
Submission_Number
Person_Id ID number of student enrollment statistics HECS liability status file
snapshot
Course_Cd program code of student enrollment statistics HECS liability status file
program attempt snapshot
Version_Number version of program enrollment statistics
undertaken snapshot
Govt_Semester government semester for See Table 472–7. HECS liability status file
which record is reported
Hecs_Payment_Option student program attempt student program attempt
HECS payment option

472-18 Oracle Student System User’s Guide

 Government Statistics Submission Process

Table 472–4 Data Included in Govt_Student_Liability Table

Data Element Description Data Source Extract File
Govt_Hecs_Payment_ government HECS HECS payment option to HECS liability status file
Option payment option to which government HECS
institution-defined HECS payment option mapping
payment option is
mapped
Total_Eftsu total Effective Full Time See Table 472–7. HECS liability status file
Student Unit for student
program attempt within
government semester
Industrial_Eftsu total Effective Full Time See Table 472–7. HECS liability status file
Student Unit for student
program attempt within
government semester,
calculated from student
unit attempts within
program attempt in which
unit version has Industrial
indicator selected in Basic
Unit Details window
Hecs_Prexmt_Exie HECS liability calculated See Table 472–7. HECS liability status file
for amount of Effective
Full Time Student Unit for
non-work experience in
industry student load
Hecs_Amount_Paid amount paid for HECS See Table 472–7. HECS liability status file
liability for semester
Tuition_Fee tuition fee charged for See Table 472–7. HECS liability status file
amount of Effective Full
Time Student Unit
reported
Birth_Dt date of birth of student student's person record HECS liability status file
Sex sex of student student's person record HECS liability status file
Citizenship_Cd citizenship code assigned person statistics HECS liability status file
to student
Govt_Citizenship_Cd government code to citizenship code to HECS liability status file
which institution-defined government citizenship
citizenship code is code mapping
mapped

Government Reference Overview 472-19

Government Statistics Submission Process

Table 472–4 Data Included in Govt_Student_Liability Table

Data Element Description Data Source Extract File
Perm_Resident_Cd permanent residency code person statistics HECS liability status file
assigned to student
Govt_Perm_Resident_Cd government code to permanent residency code HECS liability status file
which institution-defined to government permanent
permanent residency code residency code mapping
is mapped
Commencement_Dt commencement date of student program attempt HECS liability status file
student program attempt
Differential_Hecs_Ind student's differential student program attempt HECS liability status file
HECS indicator for HECS option differential
program attempt HECS indicator
Update_Who user running Government user name
Submission Snapshot
concurrent process
Update_On date record is updated or system date
created

Table 472–2 describes the data included in the Govt_Student_Load table.

Table 472–5 Data Included in Govt_Student_Load Table

Data Element Description Data Source Extract File
Submission_Yr year and submission parameters of
number of current Government Submission
submission Snapshot concurrent
process
Submission_Number
Person_Id ID number of student enrollment statistics student load file
snapshot
Course_Cd program code of student enrollment statistics student load file
program attempt snapshot
Crv_Version_Number version of program enrollment statistics
undertaken snapshot
Govt_Semester government semester for See Table 472–7. student load file
which record is reported

472-20 Oracle Student System User’s Guide

 Government Statistics Submission Process

Table 472–5 Data Included in Govt_Student_Load Table

Data Element Description Data Source Extract File
Unit_Cd unit code of student unit enrollment statistics student load file
attempt snapshot
Uv_Version_Number version of unit attempted enrollment statistics
snapshot
Sua_Cal_Type teaching period in which enrollment statistics
student unit attempt is snapshot
enrolled
Sua_Ci_Sequence_
Number
Tr_Org_Unit_Cd organizational unit with enrollment statistics student load file
teaching responsibility for snapshot
unit
Tr_Ou_Start_Dt
Discipline.Discipline_ unit discipline to which unit or version discipline;
Group_Cd unit belongs unit can be identified
with more than one unit
discipline, therefore
student unit attempt can
have more than one
record
Govt_Discipline_Group_ government discipline to unit discipline to student load file
Cd which unit discipline is government discipline
mapped group mapping
Industrial_Ind Effective Full Time unit version student load file
Student Unit value for
unit of study or part of
unit of study; generated
by work experience in
industry component
EFTSU Effective Full Time enrollment statistics student load file
Student Unit load for snapshot
record
Unit_Completion_Status code which identifies See Table 472–7. student load file
whether student
completes, fails,
withdraws from, will
commence later in year, or
is still completing unit of
study

Government Reference Overview 472-21

Government Statistics Submission Process

Table 472–5 Data Included in Govt_Student_Load Table

Data Element Description Data Source Extract File
Update_Who user running Government user name
Submission Snapshot
concurrent process
Update_On date record is updated or system date
created

Creating Government Extract Files

Figure 472–6 lists the jobs run after the government statistics submission is created,
regardless of the submission number, to create the government extract files required
for DETYAPAC.
Note: Not all files are created for each submission.

Table 472–6 Government Extract File Jobs

Create Academic
Organizational Unit file
Create Program file
Create HECS Due file
Create HECS Liability
Status file
Create Past Program
Completions file
Create Student Load file
Create Student Enrollment
file

After they are produced, the extract files are output to a secure directory specified
by the KEEP environment variable. Files in the KEEP directory cannot be accessed
directly by users, but can be copied from the secure directory to a user directory and
accessed using the Copy Extract Files From Secure Area job. The user directory is
specified by the USER environment variable.
Errors produced in DETYAPAC should be fixed by amending data in the database
and repeating the process for creating government extract files.

472-22 Oracle Student System User’s Guide

 Government Statistics Submission Process

Finalizing Submissions
After a submission is forwarded to DETYA update access to the submission must be
terminated by setting the completion date for the submission in the Government
Snapshot Control window. Use the date the submission was forwarded to DETYA
as the completion date.

Deriving Data Elements in Government Statistics Data Extracts

Oracle Student System derives various data elements included in the government
statistics data extracts.
This section includes the following parts:
■ Deriving Data Elements in Enr_Statistics_Snapshot Table
■ Deriving Data Elements in Govt_Student_Enrollment Table
■ Deriving Data Elements in Govt_Student Liability Table
■ Deriving Data Elements in Govt_Student_Load Table

Deriving Data Elements in Enr_Statistics_Snapshot Table

Table 472–7 describes how data elements are derived in the Enr_Statistics_Snapshot
table.

Table 472–7 Data Elements Derived in Enr_Statistics_Snapshot Table

Data Element Description Derivation
Attendance_mode attendance mode of student for each student program
program attempt, for example, on attempt, records with Effective
campus Full Time Student Unit greater
than zero, that is, units with load,
are selected from enrollment
statistics snapshot; unit mode of
each record is determined from its
unit class, recorded in Unit
Classes window; if all records
have same unit mode, unit mode
is entered in file as program
attempt attendance mode; if
records have different unit
modes, program attempt
attendance mode is set to
multi-modal

Government Reference Overview 472-23

Government Statistics Submission Process

Table 472–7 Data Elements Derived in Enr_Statistics_Snapshot Table

Data Element Description Derivation
Attendance_type attendance type of student, for total Effective Full Time Student
example, part-time Unit of student, across all
program or unit attempts, is
calculated from student records in
enrollment statistics snapshot,
and then compared to load ranges
for full and part-time attendance,
specified in Program Attendance
Types window
Major_course indicates whether program sum of Effective Full Time
attempt is student’s major Student Unit is calculated for
program each student program attempt
from records in snapshot; for each
student with more than one
program attempt, records for
program attempt with greatest
Effective Full Time Student Unit
are set to 2 - Major Program; other
program attempts are set to 3 -
Minor Program; records for
students with only one program
attempt are set to 1; if two
program attempts have same
Effective Full Time Student Unit,
record with earliest
commencement date is
considered
Commencing_ indicates whether student is See Derivation of Value for
student_ind considered commencing student Commencing Student Indicator in
this chapter.

472-24 Oracle Student System User’s Guide

 Government Statistics Submission Process

Table 472–7 Data Elements Derived in Enr_Statistics_Snapshot Table

Data Element Description Derivation
School_leaver indicates whether student is checks Commencing Student
considered school leaver indicator in this file
if student is not commencing
student, then student is not
school leaver and 1 is inserted
for commencing students,
student’s current statistics record
in Student Enrollments or Student
DETYA Statistics is checked as
follows:
if no record is found, student is
classified as another commencing
student and 8 is inserted
any prior education value
indicates that student completed
all requirements of qualification
higher than secondary education,
and 2 is inserted
any prior secondary education
value indicates that student
completed final year of secondary
education in current collection
year or previous year, and 3 is
inserted
any prior secondary education
value indicates that student
completed final year of secondary
education earlier than year before
current collection year, and 4 is
inserted
any prior secondary education
value indicates that student
completed final year of secondary
education but no information on
year of completion is provided,
and 9 is inserted

Government Reference Overview 472-25

Government Statistics Submission Process

Table 472–7 Data Elements Derived in Enr_Statistics_Snapshot Table

Data Element Description Derivation
New_to_higher_ indicates whether student is checks Commencing Student
education attempting higher education for indicator in file
first time
if student is not commencing
student, then student is not new
to higher education and 1 is
inserted
for commencing students,
student’s current statistics record
in Student Enrollments or Student
DETYA Statistics is checked as
follows:
if no record is found, and student
is classified as commencing
student, but no information on
prior higher education program
exists, 9 is inserted
if Prior Postgraduate, Degree, and
Subdegree, but not TAFE, fields
all equal 100, and student never
commenced higher education
program before, 2 is inserted
if either Prior Postgraduate,
Degree, or Subdegree, but not
TAFE, fields include values
commencing with 3, and student
completed all requirements of
higher education program before,
3 is inserted
if either Prior Postgraduate,
Degree, or Subdegree, not TAFE
fields, include values
commencing with 2, and student
commenced but did not complete
all requirements of higher
education program prior to
starting this one, 4 is inserted

472-26 Oracle Student System User’s Guide

 Government Statistics Submission Process

Table 472–7 Data Elements Derived in Enr_Statistics_Snapshot Table

Data Element Description Derivation
Unit_level year level in which unit is derived for unit attempt within
typically attempted for program program attempt in one of
type of program attempt following methods:
retrieves unit level from program
unit level in Program Unit Levels
window
retrieves unit level from unit
version of unit attempt in Basic
Unit Details window
returns null if no values exist in
either location
EFTSU Effective Full Time Student Unit See Calculation of Effective Full
load for record Time Student Unit in this chapter.
WEFTSU Weighted Effective Full Time calculated for each record in
Student Unit enrollment statistics file using
formula:
EFTSU * discipline.funding_index
* unit_internal_course_
level.WEFTSU_factor
EFTSU is Effective Full Time
Student Unit.
The funding index is funding
index 1, as entered for the
discipline group of this record in
the Disciplines window.
The WEFTSU factor refers to the
WEFTSU factor entered for the
unit internal program level in the
Unit Internal Program Levels
window, which is an attribute of
the unit version of this record,
entered in the Basic Unit Details
window.
Govt_reportable_ indicates whether record is See Derivation of Value for
ind considered for inclusion in Government Reportable Indicator
government submission snapshot in this chapter.

This section includes the following additional parts:

Government Reference Overview 472-27

Government Statistics Submission Process

■ Derivation of Value for Commencing Student Indicator

■ Calculation of Effective Full Time Student Unit
■ Derivation of Value for Government Reportable Indicator

Derivation of Value for Commencing Student Indicator Table 472–8 describes how Oracle
Student System defines a commencing student and the process it uses to derive a
value for the Commencing Student indicator for each record in an enrollments
statistics snapshot.
Note: Oracle Student System derives a value for the Commencing Student indicator
according to a definition of a commencing student established by the Australian
Federal Department of Education, Training and Youth Affairs.

Table 472–8 Definition of Commencing Student and Derivation of Value for

Commencing Student Indicator
Oracle Student System Definition of Oracle Student System Derivation of
Commencing Student Value for Commencing Student Indicator
A student is commencing when:
student enrolls in program for first time at student program attempt commencement
institution or previous institution between date is after 31-MAR of year prior to current
01-APR of year prior to collection year and collection year and no matching record
31-MAR of collection year exists for current student program attempt
in prior year's student enrollment file
Note: An enrollment statistics snapshot
taken after 31-MAR in the current collection
year includes students who began programs
between 31-MAR and the snapshot date.
The Commencing Student indicators in
records for these student program attempts
are set to Yes.
The following exceptions apply:
student admitted to higher level program included in above derivation
after completing all or partial requirements
of lower level program, regardless of extent
to which credit is given for units of study
completed for lower level program, if it
includes students admitted to Bachelor's
graduate entry program
student admitted to postgraduate program included in above derivation
after completing requirements of qualifying
or preliminary program

472-28 Oracle Student System User’s Guide


Table 472–8 Definition of Commencing Student and Derivation of Value for
Commencing Student Indicator
Oracle Student System Definition of
Commencing Student
student starts another program while
completing requirements of current program
A student is not commencing when:
student starts specialized program of studies
after completing initial year or years of
general program at institution or previous
institution
Government Statistics Submission Process
Oracle Student System Derivation of
Value for Commencing Student Indicator
included in above derivation
student program attempt commencement
date is prior to 31-MAR of year prior to
current collection year or matching record
exists for current student program attempt
in prior year's student enrollment file
all previous program attempts of student,
including those under alternate IDs, are
checked and student is not commencing
under the following circumstances:
current program attempt has Generic
Program indicator set to No in Basic
Program Details window
previous program attempt has Generic
Program indicator set to Yes
previous student program attempt is
reported in previous submission
current and previous program attempts are
in same program group of system program
group type Govt-Ret
Government Reference Overview 472-29
Government Statistics Submission Process
Table 472–8 Definition of Commencing Student and Derivation of Value for
Commencing Student Indicator
Oracle Student System Definition of
Commencing Student
student completed initial year of study at
institution or previous institution then
continues studies at lower level, leading to
lower level award
student is admitted to or transfers to
Bachelor's honors program and was
previously enrolled in related Bachelor's
pass program at institution or previous
institution
472-30 Oracle Student System User’s Guide
Oracle Student System Derivation of
Value for Commencing Student Indicator
all previous program attempts of student,
including those under alternate IDs, are
checked and student is not commencing
under the following circumstances:
previous program attempt is at lower
program level
Note: For this process, program levels
equate to government program type in the
Government Program Types window.
Government program types are ranked by
level from highest to lowest as follows: 1, 2
& 12, 3, 4, 5 & 6 & 7, 11, 8, 9, 10, 13 & 20, 21,
22, 30.
current and previous program attempts are
in same program group of system program
group type Govt-Ret
all previous program attempts of student,
including those under alternate IDs, are
checked and student is not commencing
under the following circumstances:
current program attempt has government
program type 9 in Government Program
Types window
previous program attempt has government
program type 10
previous program attempt is articulate
program for current program in Rule
window

Table 472–8 Definition of Commencing Student and Derivation of Value for
Commencing Student Indicator
Oracle Student System Definition of
Commencing Student
student is admitted to or transfers to
Master's honors program and was
previously enrolled in related Master's pass
program at institution or previous
institution
student transfers within institution or
previous institution from program in one
academic organizational unit to program in
another academic organizational unit, and
programs lead to same award
student is enrolled in program at institution
or previous institution which is upgraded in
level or renamed
student is resuming same program at
institution or previous institution after
absence
Government Statistics Submission Process
Oracle Student System Derivation of
Value for Commencing Student Indicator
all previous program attempts of student,
including those under alternate IDs, are
checked and student is not commencing
under the following circumstances:
current program attempt has government
program type 4 in Government Program
Types window
previous program attempt has government
program type 4
previous program attempt is articulate
program for current program in Rule
window
all previous program attempts of student,
including those under alternate IDs, are
checked and student is not commencing
under the following circumstances:
responsible organizational unit of current
program attempt and previous program
attempt are different in Basic Program
Details window
program award of current program attempt
matches that of previous program attempt
in Program Awards window
current and previous program attempts are
in same program group of system program
group type Govt-Ret
all previous program attempts of student,
including those under alternate IDs, are
checked and student is not commencing
under the following circumstances:
current program attempt and previous
program attempt are members of same
program equivalence group in Program
Groups window and Program Group
Membership window
student continues in existing program
attempt and fails commencing student
checks
Government Reference Overview 472-31
Government Statistics Submission Process
Table 472–8 Definition of Commencing Student and Derivation of Value for
Commencing Student Indicator
Oracle Student System Definition of
Commencing Student
student is continuing from first component
of combined program to second or later
components
student is resuming combined program,
typically leading to single award, after being
granted award for another program
student completes partial requirements of
combined program at institution and then
changes enrollment to components of
combined program
472-32 Oracle Student System User’s Guide
Oracle Student System Derivation of
Value for Commencing Student Indicator
student continues in existing program
attempt and fails commencing student
checks
student continues in existing program
attempt and fails commencing student
checks
all previous program attempts of student,
including those under alternate IDs, are
checked and student is not commencing
under the following circumstances:
previous program attempt is member of
combined program group in Program
Groups and Program Group Membership
windows
current program attempt is not member of
combined program group in Program
Groups and Program Group Membership
windows
student completes partial requirements of
previous program, that is, at least one unit
with unit attempt status of Completed in
Student Enrollments window and result, not
grade, of Pass in Student Unit Attempt
Outcomes and Grading Schemas windows
current and previous program attempts are
in same program group of system program
group type Govt-Ret
 Government Statistics Submission Process

Table 472–8 Definition of Commencing Student and Derivation of Value for

Commencing Student Indicator
Oracle Student System Definition of
Commencing Student
student completes partial requirements of
single program at institution and then
changes enrollment to related combined
program leading to award or awards that
subsume single program award
Oracle Student System Derivation of
Value for Commencing Student Indicator
all previous program attempts of student,
including those under alternate IDs, are
checked and student is not commencing
under the following circumstances:
previous program attempt is not member of
combined program group in Program
Groups and Program Group Membership
windows
current program attempt is member of
combined program group in Program
Groups and Program Group Membership
windows
student completes partial requirements of
previous program, that is, at least one unit
with unit attempt status of Completed in
Student Enrollments window and result, not
grade, of Pass in Student Unit Attempt
Outcomes and Grading Schemas windows
current and previous program attempts are
in same program group of system program
group type Govt-Ret

Calculation of Effective Full Time Student Unit The Effective Full Time Student Unit is
calculated for each component of a unit attempt, represented by a record in an
enrollment statistics snapshot. The Effective Full Time Student Unit determines the
student load for a unit of study or a partial unit of study at a particular stage of a
program for a particular organizational unit and discipline group combination.
The Effective Full Time Student Unit is calculated for each load calendar, student,
program attempt, unit attempt, teaching calendar, teaching responsibility,
organizational unit, and discipline group combination in an enrollment statistics
snapshot.
Table 472–9 describes how the Effective Full Time Student Unit is calculated in an
enrollment statistics snapshot.

Government Reference Overview 472-33

Government Statistics Submission Process

For information on EFTSU calculation for unit attempts in research units, see
Chapter 310, Research Concepts.

Table 472–9 Effective Full Time Student Unit Calculation

Order Calculation
1 annual load figure
2 credit point load for student
unit attempt or load
calendar instance
combination in enrollment
statistics snapshot
Condition
unit version is linked to load entered for record is
program annual load record used
program annual load
structure includes entries
for program
annual load is standard
across all years of program
override credit points set
for student unit attempt
override credit points not
set for student unit attempt
Result
number of credit points for
units that student passed is
totalled, resulting figure is
compared to program
annual load values to
determine year of program
student is undertaking, and
annual load figure for that
year is used
standard annual load for
program version is used
apportions credit point load
between records related to
different load calendars
according to unit load
apportionment for unit
attempt, if specified
using enrolled credit points
for unit version, apportions
credit point load according
to default load
apportionment details for
relevant teaching period

472-34 Oracle Student System User’s Guide

 Government Statistics Submission Process

Table 472–9 Effective Full Time Student Unit Calculation

Order Calculation
3 Effective Full Time Student
Unit for each student unit
attempt or load calendar
instance combination
Condition Result
credit point load divided by
annual load figure
Effective Full Time Student
Unit split according to
teaching responsibility
apportionments and unit
discipline aportionments of
unit version or unit offering
option
Note: The Effective Full
Time Student Unit for
research units is split
according to the
organizational units of the
research supervisors, not
the teaching
responsibilities. Research
supervisors who belong to
an external organizational
unit are included in the
enrollment statistics
snapshot, but not in the
government submission
snapshot.
Note: The Effective Full
Time Student Unit is
carried out to three decimal
places.

Derivation of Value for Government Reportable Indicator The Government Reportable

indicator indicates whether each record in an enrollments statistics snapshot is
reportable (deselected), not reportable (selected), or issues a warning indicating that
records must be checked.
By default, records that must be checked are government reportable. For records
that are not government reportable, the Government Reportable indicator is
selected in the Reset Government Reportable Indicator window. When the
government submission snapshot is run, all records except those selected are
checked again. Records that are not reportable are omitted from the government
submission snapshot.

Government Reference Overview 472-35

Government Statistics Submission Process

Table 472–10 shows situations when a record’s Government Reportable indicator is

deselected, indicating it is reportable.

Table 472–10 Situations When Record’s Government Reportable Indicator is

Deselected
Situations When Record’s Government
Reportable Indicator is Deselected Windows to Check Data
program version of program attempt Program Categories, Program
belongs to program category Govt-Rpt Categorizations
Note: The record’s Government Reportable
indicator is selected when the unit version
belongs to unit category Govt-Norpt.
unit version of unit attempt belongs to unit Unit Categories, Unit Categorizations
category Govt-Rpt

Table 472–11 shows situations when a record’s Government Reportable indicator is

selected, indicating it is not reportable.

Table 472–11 Situations When Record’s Government Reportable Indicator is Selected

Situations When Record’s Government
Reportable Indicator is Selected Windows to Check Data
program version of program attempt Program Categories, Program
belongs to program category Govt-Norpt Categorizations
Note: The record’s Government Reportable
indicator is overridden and set to Yes when
the unit version belongs to unit category
Govt-Rpt.
unit version of unit attempt belongs to unit Unit Categories, Unit Categorizations
category Govt-Norpt
unit attempt has no load; Effective Full Time
Student Unit for record is zero
program attempt is in open learning Student Enrollments, Program Types
program
program attempt is in non-award program Student Enrollments, Program Types, Basic
owned by external organizational unit; Program Details
responsible organizational unit does not
belong to local institution

472-36 Oracle Student System User’s Guide

 Government Statistics Submission Process

Table 472–11 Situations When Record’s Government Reportable Indicator is Selected

Situations When Record’s Government
Reportable Indicator is Selected Windows to Check Data
program attempt is in cross-institutional Student Enrollments, Program Types, Basic
program owned by external organizational Program Details, Organizational Units
unit; responsible organizational unit does
not belong to local institution
unit version of unit attempt has no credit Basic Unit Details
point load
teaching responsibility organizational unit Basic Unit Details, Teaching Responsibilities,
does not belong to local institution Organizational Units
student is overseas student who is not Program Attempt Contribution, Person
charged tuition fees by institution; student is Payment Schedules
not liable for tuition fees for program
attempt

Table 472–12, shows situations when a record’s Government Reportable indicator

issues a warning indicating that records must be checked.

Table 472–12 Situations When Record’s Governmental Reportable Indicator Issues

Warning to Check Records
Situations When Record’s Government
Reportable Indicator Issues Warning to
Check Records Windows to Check Data
student is enrolled in unit in completed Program Types
award program; program version's Award
indicator set to Yes; program requirements
are complete; progression subsystem is
implemented; unit attempt status is Enrolled

Government Reference Overview 472-37

Government Statistics Submission Process

Deriving Data Elements in Govt_Student_Enrollment Table

Table 472–13 describes how data elements are derived in the Govt_Student_
Enrollment table.

Table 472–13 Data Elements Derived in Govt_Student_Enrollment Table

Data Elements Description Function
Attendance_type attendance type of student. total Effective Full Time Student
Unit of student, across all
program or unit attempts, is
calculated from student records in
enrollment statistics snapshot,
and then compared to load ranges
for full and part-time attendance,
specified in Program Attendance
Types window
Major_course indicates whether program sum of Effective Full Time
attempt is student’s major Student Unit is calculated for
program each student program attempt
from records in snapshot; for each
student with more than one
program attempt, records for
program attempt with greatest
Effective Full Time Student Unit
are set to 2 - Major Program; other
program attempts are set to 3 -
Minor Program; records for
students with only one program
attempt are set to 1; if two
program attempts have same
Effective Full Time Student Unit,
record with earliest
commencement date is
considered

472-38 Oracle Student System User’s Guide

 Government Statistics Submission Process

Table 472–13 Data Elements Derived in Govt_Student_Enrollment Table

Data Elements Description Function
Govt_special_need special needs recorded for eight character code is derived for
student each student based on special
needs recorded for student in
Student Enrollments and Persons
Special Needs windows; each
character of code has specific
meaning, as follows:
if no special needs are recorded,
entire code is blank
if person has special need, first
character is 1
if person indicates he or she has
no special need, and government
type is None, first character is 2
if special need has government
type Hearing, second character is
1, otherwise entire code is blank
if special need has government
type Learning, third character is
1, otherwise entire code is blank
if disability has government type
Mobility, fourth character is 1,
otherwise entire code is blank
if special need has government
type Vision, fifth character is 1,
otherwise entire code is blank
if special need has government
type Medical, sixth character is 1,
otherwise entire code is blank
if special need has government
type Other, seventh character is 1,
otherwise entire code is blank
if Contact indicator is selected,
and special need is recorded for
student, eighth character is 1
if Contact indicator is not
selected, and special need is
recorded for student, eighth
character is 2
if no special need data exists for
student, eighth character is blank

Government Reference Overview 472-39

Government Statistics Submission Process
Deriving Data Elements in Govt_Student Liability Table
Table 472–14 describes how data elements are derived in the Govt_Student_Liability
table.
Table 472–14 Data Elements Derived in Govt_Student_Liability Table
Data Element Description
Govt_semester government semester for which
record is reported
Total_Eftsu total Effective Full Time Student
Unit for student program attempt
within government semester
Industrial_Eftsu total Effective Full Time Student
Unit for student program attempt
within government semester,
calculated from student unit
attempts within program attempt
in which unit version has
Industrial indicator selected in
Basic Unit Details window
Hecs_Prexmt_Exie HECS liability calculated for
amount of Effective Full Time
Student Unit for non-work
experience in industry student
load
472-40 Oracle Student System User’s Guide
Function
for current submission year and
submission number, and for each
government reportable record, or
warning, record in enrollment
statistics snapshot, government
semester to which student unit
attempt teaching period is related
is determined
sum of Effective Full Time
Student Unit of all records of
student program attempt, by
government semester, included in
Govt_Student_Load table
for student program attempt,
within government semester, sum
of Effective Full Time Student
Unit of all records included in
Govt_Student_Load table, if
Industrial indicator is set
related fee assessment period is
determined using load calendar
associated with student program
attempt in Fee Category Calendar
Instance or Charge Method
Apportion windows; HECS
liability for this assessment
period is obtained from Fee
Assessment Enrollment window
 Government Statistics Submission Process

Table 472–14 Data Elements Derived in Govt_Student_Liability Table

Data Element Description Function
Hecs_Amount_ amount paid by student for HECS related fee assessment period is
Paid liability for semester determined using load calendar
associated with student program
attempt in Charge Method
Apportion window; HECS
payments recorded for this
assessment period are calculated
in Fee Assessment Enrollment
window
Tution_Fee tuition fee charged per amount of related fee assessment period is
Effective Full Time Student Unit determined using load calendar
for student program attempt associated with student program
reported attempt in Fee Category Calendar
Instance or Charge Method
Apportion windows; total tuition
fee for this assessment period is
calculated in Fee Assessment
Enrollment window

Deriving Data Elements in Govt_Student_Load Table

Table 472–15 describes how data elements are derived in the Govt_Student_Load
table.

Table 472–15 Data Elements Derived in Govt_Student_Load Table

Data Element Description Function
Govt_Semester government semester for which for current submission year and
record is reported submission number, and for each
government reportable record, or
warning, record in enrollment
statistics snapshot, government
semester to which student unit
attempt teaching period is related
is determined

Government Reference Overview 472-41

Government Statistics Submission Process

Table 472–15 Data Elements Derived in Govt_Student_Load Table

Data Element Description Function
Unit_Completion_ code that identifies whether unit completion status is
Status student completed, failed, determined for each record in
withdrew from, will commence enrollment statistics snapshot as
later in year, or is still completing follows:
unit of study
if unit attempt no longer exists,
student withdrew without
penalty and status is set to 1
grades are checked for remaining
student unit attempts, and from
grading schema and grade to
result mapping, result for unit
attempt is obtained
if result is Withdrawn, unit
completion status is set to 1
if result is Fail, unit completion
status is set to 2
if result is Pass, unit completion
status is set to 3
if none of the above, that is, if
unit of study will commence later
in year, is still being completing,
or completion status is not yet
determined, status is set to 4

472-42 Oracle Student System User’s Guide

 473
Government Program Types Procedure

This chapter describes how to create government program types. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Program Types Procedure
■ Government Program Types Window

Government Program Types Procedure 473-1

Definition

Definition
The government program types procedure creates government program types.

Overview
Universities are required by the government to report statistics about programs
they offer and enrollments in these programs, including government program
types. Each institution-defined program type set up in the Program Types window
must be mapped to a government program type.

473-2 Oracle Student System User’s Guide

 Creating Government Program Types Procedure

Creating Government Program Types Procedure

To create a government program type, perform the following steps.
1. In Oracle Student System, navigate to the Government Program Types window
as follows:
Setups- Government Reference - Program Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ A government program type should be modified only to correct an error in
the description.
■ A government program type can be closed to prevent any further use by
selecting the Closed check box.
■ If a government program type is assigned to an institution-defined program
type, it cannot be deleted.
■ A government program type cannot be closed if any of the program types
mapped to it are open.
3. In the Govt Program Type field, enter the new DETYA/HESA code.
4. In the Description field, enter the description for the DETYA/HESA code.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Program Types Procedure 473-3

Government Program Types Window

Government Program Types Window

Figure 473–1 Government Program Types Window

473-4 Oracle Student System User’s Guide

 474
Government Special Program Types
Procedure

This chapter describes how to create government special program types. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Program Types Procedure
■ Government Special Program Types Window

Government Special Program Types Procedure 474-1

Definition

Definition
The government special program types procedure creates government special
program types.

Overview
Universities are required by the government to report statistics about programs
they offer and enrollments in their programs, including government special
program types. A special program is a program of special interest to the
government. Each program version is assigned a special program type.

474-2 Oracle Student System User’s Guide

 Creating Government Program Types Procedure

Creating Government Program Types Procedure

To create a government special program type, perform the following steps.
1. In Oracle Student System, navigate to the Government Special Program Types
window as follows:
Setups - Government Reference - Special Program Types
The Government Special Program Types window appears.
2. Enter data in appropriate fields.
The following information applies to this step:
■ A government special program type should be modified to correct an
incorrectly entered description. A new government special program type
should normally be created.
■ If a government special program type is assigned to a program, it cannot be
deleted. To close a government program type and prevent any further use,
select the Closed check box.
3. In the Govt Special Program Type field, enter the new DETYA/HESA code.
4. In the Description field, enter the description for the DETYA/HESA code.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Special Program Types Procedure 474-3

Government Special Program Types Window

Government Special Program Types Window

Figure 474–1 Government Special Program Types window

474-4 Oracle Student System User’s Guide

 475
Government Fields of Study Procedure

This chapter describes how to create government fields of study. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Fields of Study Procedure
■ Government Fields of Study Window

Government Fields of Study Procedure 475-1

Definition

Definition
The government fields of study procedure creates government fields of study.

Overview
Universities are required by the government to report statistics about programs
they offer and enrollments in these programs, including government fields of study.
Each institution-defined field of study set up in the Fields of Study window must be
mapped to a government field of study.

475-2 Oracle Student System User’s Guide

 Creating Government Fields of Study Procedure

Creating Government Fields of Study Procedure

To create a government field of study, perform the following steps.
1. In Oracle Student System, navigate to the Government Fields of Study window
as follows:
Setups - Government Reference - Fields Of Study
2. Enter data in appropriate fields.
The following information applies to this step:
■ A government field of study should be modified only to correct an
incorrectly entered description. A new government field of study is created.
■ If a government field of study is assigned to an institution-defined field of
study, it cannot be deleted. To close a government field of study and
prevent any further use, select the Closed check box.
■ A government field of study cannot be closed if any fields of study mapped
to it are open.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Government Fields of Study Procedure 475-3

Government Fields of Study Window

Government Fields of Study Window

Figure 475–1 Government Fields of Study Window

475-4 Oracle Student System User’s Guide

 476
Government Country Codes Procedure

This chapter describes how to create government country codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Country Code Procedure
■ Government Country Codes Window

Government Country Codes Procedure 476-1

Definition

Definition
The government country codes procedure creates government country codes.

Overview
Universities are required by the government to report students’ countries of origin,
permanent residence, and semester residence. Each institution-defined country code
set up in the Country Codes window must be mapped to a government country
code.

476-2 Oracle Student System User’s Guide

 Creating Government Country Code Procedure

Creating Government Country Code Procedure

To create a government country code, perform the following steps.
1. In Oracle Student System, navigate to the Government Country Codes window
as follows:
Setups - Government Reference - Country Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ A government country code should be modified only to correct an
incorrectly entered description.
■ If a government country code is assigned to an institution-defined country
code, it cannot be deleted. To close a government country code and prevent
any further use, select the Closed check box.
3. In the Government Country Code field, enter the new country code.
4. In the Description field, enter the description for the country code.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Country Codes Procedure 476-3

Government Country Codes Window

Government Country Codes Window

Figure 476–1 Government Country Codes Window

476-4 Oracle Student System User’s Guide

 477
Government Language Codes Procedure

This chapter describes how to create government language codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Language Codes Procedure
■ Government Language Codes Window

Government Language Codes Procedure 477-1

Definition

Definition
The government language codes procedure creates government language codes.

Overview
Universities are required by the government to report the primary language spoken
in a student’s primary residence. Each institution-defined language code entered in
the Language Codes window must be mapped to a government language code.

477-2 Oracle Student System User’s Guide

 Creating Government Language Codes Procedure

Creating Government Language Codes Procedure

To create a government language code, perform the following steps.
1. In Oracle Student System, navigate to the Government Language Codes
window as follows:
Setups - Government Reference - Language Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ A government language code should be modified only to correct an
incorrectly entered description.
■ If a government language code is assigned to an institution-defined
language code, it cannot be deleted. To close a government language code
and prevent any further use, select the Closed check box.
3. In the Government Language Code field, enter the new language code.
4. In the Description field, enter the description for the language code.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Language Codes Procedure 477-3

Government Language Codes Window

Government Language Codes Window

Figure 477–1 Government Language Codes Window

477-4 Oracle Student System User’s Guide

 478
Government Funding Source

This chapter describes how to create government funding sources. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Funding Sources Procedure
■ Government Funding Source Window

Government Funding Source 478-1

Definition

Definition
The government funding sources procedure creates government funding sources.

Overview
Universities are required by the government to report statistics about programs
they offer and enrollments in these programs, including government funding
sources. Each institution-defined funding source entered in the Funding Sources
window must be mapped to a government funding source.

478-2 Oracle Student System User’s Guide

 Creating Government Funding Sources Procedure

Creating Government Funding Sources Procedure

To create a government funding source, perform the following steps.
1. In Oracle Student System, navigate to the Government Funding Source window
as follows:
Setups - Government Reference - Funding Sources
2. Enter data in appropriate fields.
The following information applies to this step:
■ A government funding source code should be modified only to correct an
incorrectly entered description. A new government funding source code
should be created.
■ If a government funding source is assigned to a program or used elsewhere
in the system, it cannot be deleted. To close a government funding source
and prevent any further use, select the Closed check box.
■ A government funding source cannot be closed if any funding sources
mapped to it are open.
3. In the Government Funding Source field, enter the new government funding
source code.
4. In the Description field, enter the description of the funding source.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Funding Source 478-3

Government Funding Source Window

Government Funding Source Window

Figure 478–1 Government Funding Source Window

478-4 Oracle Student System User’s Guide

 479
Government Discipline Groups Procedure

This chapter describes how to create government discipline groups. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Discipline Groups Procedure
■ Government Discipline Groups Window

Government Discipline Groups Procedure 479-1

Definition

Definition
The government discipline groups procedure creates government discipline groups.

Overview
Universities are required by the government to report statistics about programs
they offer and enrollments in these programs, including government discipline
groups. Each institution-defined discipline group entered in the Disciplines
window must be mapped to a government discipline group.

479-2 Oracle Student System User’s Guide

 Creating Government Discipline Groups Procedure

Creating Government Discipline Groups Procedure

To create a government discipline group, perform the following steps.
1. In Oracle Student System, navigate to the Government Discipline Groups
window as follows:
Setups - Government Reference - Discipline Groups
2. Enter data in appropriate fields.
The following information applies to this step:
■ A government discipline group code should be modified only to correct an
incorrectly entered description. A new government discipline group must
be created.
■ If a government discipline group is assigned to an institution-defined
discipline, it cannot be deleted.
■ To close a government discipline group and prevent any further use, select
the Closed check box.
■ A government discipline group cannot be closed if any disciplines mapped
to it are Open.
3. In the Government Discipline Groups field, enter the new DETYA/HESA code.
4. In the Description field, enter the description of the DETYA/HESA code.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Discipline Groups Procedure 479-3

Government Discipline Groups Window

Government Discipline Groups Window

Figure 479–1 Government Discipline Groups Window

479-4 Oracle Student System User’s Guide

 480
Government Citizenship Codes Procedure

This chapter describes how to create government citizenship codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Citizenship Codes Procedure
■ Government Citizenship Codes Window

Government Citizenship Codes Procedure 480-1

Definition

Definition
The government citizenship codes procedure creates government citizenship codes.

Overview
Universities are required by the government to report each student’s citizenship
status. Each institution-defined citizenship code entered in the Citizenship Codes
window must be mapped to a government citizenship code.

480-2 Oracle Student System User’s Guide

 Creating Government Citizenship Codes Procedure

Creating Government Citizenship Codes Procedure

To create a government citizenship code, perform the following steps.
1. In Oracle Student System, navigate to the Government Citizenship Codes
window as follows:
Setups - Government Reference - Citizenship Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ A government citizenship code should be modified only to correct an
incorrectly entered description.
■ If a government citizenship code is assigned to an institution-defined
citizenship code, it cannot be deleted. To close a government citizenship
code and prevent any further use, select the Closed check box.
3. In the Government Citizenship Code field, enter the new citizenship code.
4. In the Description field, enter the description of the citizenship code.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Citizenship Codes Procedure 480-3

Government Citizenship Codes Window

Government Citizenship Codes Window

Figure 480–1 Government Citizenship Codes Window

480-4 Oracle Student System User’s Guide

 481
Government Basis for Admission Type
Procedure

This chapter describes how to create government basis for admission type codes.
The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Basis for Admission Type Codes Procedure
■ Government Basis for Admission Type Window

Government Basis for Admission Type Procedure 481-1

Definition

Definition
The government basis for admission type procedure creates government basis for
admission type codes.

Overview
Each institution-defined basis for admission type code entered in the Basis for
Admission Types window must be mapped to a government basis for admission
type code.

481-2 Oracle Student System User’s Guide

 Creating Government Basis for Admission Type Codes Procedure

Creating Government Basis for Admission Type Codes Procedure

The following information applies to this procedure:
■ Government basis for admission type codes cannot be deleted if they define
institution-defined basis for admission type codes.
■ To prevent further use of a record, the Closed check box must be selected.
To create a government basis for admission type code, perform the following steps.
1. In Oracle Student System, navigate to the Government Basis for Admission
Type window as follows:
Setups - Government Reference - Basis For Admission
2. Enter data in appropriate fields.
3. Save or save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Government Basis for Admission Type Procedure 481-3

Government Basis for Admission Type Window

Government Basis for Admission Type Window

Figure 481–1 Government Basis for Admission Type Window

481-4 Oracle Student System User’s Guide

 482
Government Program Attendance Types
Procedure

This chapter describes how to create government program attendance types. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Program Attendance Types Procedure
■ Government Program Attendance Types Window

Government Program Attendance Types Procedure 482-1

Definition

Definition
The government program attendance types procedure creates government program
attendance types.

Overview
Universities are required by the government to report statistics about programs
they offer and enrollments in these programs, including each enrolled student’s
attendance type. Each institution-defined attendance type entered in the Program
Attendance Types window must be mapped to a government program attendance
type.

482-2 Oracle Student System User’s Guide

 Creating Government Program Attendance Types Procedure

Creating Government Program Attendance Types Procedure

To create a government program attendance type, perform the following steps.
1. In Oracle Student System, navigate to the Government Program Attendance
Types window as follows:
Setups - Government Reference - Program Attendance Types
2. Enter data in appropriate fields.
The following information applies to this step:
■ A government program attendance type is modified only to correct an
incorrect description. A new government program attendance type is
created.
■ If a government program attendance type is assigned to an
institution-defined attendance type, it cannot be deleted. To close a
government program attendance type and prevent any further use, select
the Closed check box.
3. In the Government Attendance Type field, enter the new DETYA/HESA code.
4. In the Description field, enter the description of the DETYA/HESA code.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Program Attendance Types Procedure 482-3

Government Program Attendance Types Window

Government Program Attendance Types Window

Figure 482–1 Government Program Attendance Types Window

482-4 Oracle Student System User’s Guide

 483
Government Program Attendance Modes
Procedure

This chapter describes how to create government program attendance modes. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Program Attendance Modes Procedure
■ Government Program Attendance Modes Window

Government Program Attendance Modes Procedure 483-1

Definition

Definition
The government program attendance modes procedure creates government
program attendance modes.

Overview
Universities are required by the government to report statistics about programs
they offer and enrollments in their programs, including each enrolled student’s
attendance mode. Institution-defined attendance modes set up in the Program
Attendance Modes window must be mapped to government program attendance
modes.
Table 483–1 lists examples of attendance modes.

Table 483–1 Attendance Modes

Attendance Mode Description
Internal attendance at institution is required on regular basis; for
higher degree programs in which regular attendance is not
required, attendance is scheduled for supervision and
instruction
External attendance at institution is not required or is on irregular basis
and instructional materials are delivered to student
Multi-modal at least one unit of study is internal and at least one is external

483-2 Oracle Student System User’s Guide

 Creating Government Program Attendance Modes Procedure

Creating Government Program Attendance Modes Procedure

To create a government program attendance mode, perform the following steps.
1. In Oracle Student System, navigate to the Government Program Attendance
Modes window as follows:
Setups - Government Reference - Program Attendance Modes
2. Enter data in appropriate fields.
The following information applies to this step:
■ A government program attendance mode should be modified only to
correct an incorrect description.
■ If a government attendance mode is assigned to an institution-defined
attendance mode, it cannot be deleted. A government attendance mode can
be closed to prevent any further use by selecting the Closed check box.
3. In the Government Attendance Mode field, enter the new DETYA/HESA code.
4. In the Description field, enter the description of the DETYA/HESA code.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Program Attendance Modes Procedure 483-3

Government Program Attendance Modes Window

Government Program Attendance Modes Window

Figure 483–1 Government Program Attendance Modes Window

483-4 Oracle Student System User’s Guide

 484
Government Aboriginal/Torres Strait
Islander Codes

This chapter describes how to create government Aboriginal/Torres Strait Islander

codes. The following sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Aboriginal/Torres Strait Islander Codes Procedure
■ Government Aboriginal/Torres Strait Islander Codes Window

Government Aboriginal/Torres Strait Islander Codes 484-1

Definition

Definition
The government Aboriginal/Torres Strait Islander codes procedure creates
government Aboriginal and Torres Strait Islander codes.

Overview
Universities are required by the Australian government to report whether each
student is of Australian Aboriginal or Torres Strait Islander descent.
Institution-defined Aboriginal/Torres Strait Islander codes set up in the
Aboriginal/Torres Strait Islander Codes window must be mapped to government
Aboriginal/Torres Strait Islander codes.

484-2 Oracle Student System User’s Guide

 Creating Government Aboriginal/Torres Strait Islander Codes Procedure

Creating Government Aboriginal/Torres Strait Islander Codes Procedure

To create a government Aboriginal/Torres Strait Islander code, perform the
following steps.
1. In Oracle Student System, navigate to the Government Aboriginal/Torres Strait
Islander Codes window as follows:
Setups - Government Reference - Aboriginal/Torres Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ A government Aboriginal/Torres Strait Islander code should be modified
only to correct an incorrect description.
■ If a government Aboriginal/Torres Strait Islander code is assigned to an
institution-defined Aboriginal/Torres Strait Islander code, it cannot be
deleted. It can be closed to prevent any further use by selecting the Closed
check box.
3. In the Government Aboriginal/Torres code field, enter the code.
4. In the Description field, enter the description of the code.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Aboriginal/Torres Strait Islander Codes 484-3

Government Aboriginal/Torres Strait Islander Codes Window

Government Aboriginal/Torres Strait Islander Codes Window

Figure 484–1 Government Aboriginal/Torres Strait Islander Codes Window

484-4 Oracle Student System User’s Guide

 485
Government Honors Levels Procedure

This chapter describes how to create government honors level codes. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Honors Levels Procedure
■ Government Honors Levels Window

Government Honors Levels Procedure 485-1

Definition

Definition
The government honors levels procedure creates government honors level codes.

Overview
Institution-defined honors level codes set up in the Award Ceremony window must
be mapped to government honors level codes.
Government honors level codes are also used in the Graduation subsystem to
specify the honors level of graduands.

485-2 Oracle Student System User’s Guide

 Creating Government Honors Levels Procedure

Creating Government Honors Levels Procedure

The following information applies to this procedure:
■ Once mapped to an institution-defined honors level code, a government honors
level code cannot be deleted.
■ Selecting the Closed check box prevents further use, except when a government
honors level code is mapped to an open institution-defined honors level code.
To create a government honors level code, perform the following steps.
1. In Oracle Student System, navigate to Government Honors Levels window as
follows:
Setups - Government Reference - Honors Level
2. In the Government Honors Level Code field, enter the honors level code.
3. In the Description field, enter the description of the code.
4. Optionally, click Honors Level and enter data in appropriate fields.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Honors Levels Procedure 485-3

Government Honors Levels Window

Government Honors Levels Window

Figure 485–1 Government Honors Levels Window

485-4 Oracle Student System User’s Guide

 486
Government Permanent Resident Codes
Procedure

This chapter describes how to create government permanent resident codes. The
following sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Permanent Resident Codes Procedure
■ Government Permanent Resident Codes Window

Government Permanent Resident Codes Procedure 486-1

Definition

Definition
The government permanent resident codes procedure creates government
permanent resident codes.

Overview
Universities are required by the government to report each student’s residency
status. Institution-defined permanent resident codes set up in the Permanent
Resident Codes window must be mapped to government permanent resident codes.

486-2 Oracle Student System User’s Guide

 Creating Government Permanent Resident Codes Procedure

Creating Government Permanent Resident Codes Procedure

To create a government permanent resident code, perform the following steps.
1. In Oracle Student System, navigate to the Government Permanent Resident
Codes window as follows:
Setups - Government Reference - Permanent Resident Codes
2. Enter data in appropriate fields.
The following information applies to this step:
■ A government permanent resident code should be modified only to correct
an incorrect description.
■ If a government permanent resident code is assigned to an
institution-defined permanent resident code, it cannot be deleted. A
government permanent resident code can be closed to prevent any further
use by selecting the Closed check box.
3. In the Government Permanent Resident Code field, enter the new code.
4. In the Description field, enter the description of the code.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Permanent Resident Codes Procedure 486-3

Government Permanent Resident Codes Window

Government Permanent Resident Codes Window

Figure 486–1 Government Permanent Resident Codes Window

486-4 Oracle Student System User’s Guide

 487
Government Contribution Bands Procedure

This chapter describes how to create government contribution bands. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating Government Contribution Bands Procedure
■ Government Contribution Bands Window

Government Contribution Bands Procedure 487-1

Definition

Definition
The government contribution bands procedure assigns government discipline
groups to contribution bands.

Overview
In the Program Structure and Planning subsystem, all study units are assigned to an
institution-defined discipline group defined in the Unit Discipline window, and
these in turn are associated with government discipline groups in the Disciplines
window.
In the Government Contribution Bands window, the government discipline groups
are matched to contribution bands representing different rates. For students
assessed for differential, the fee assessment routine uses this information to
determine the appropriate contribution band and rate according to the discipline
group of each unit a student is studying. The actual rates are associated with
contribution bands in the Fee Assessment Rates window.

487-2 Oracle Student System User’s Guide

 Creating Government Contribution Bands Procedure

Creating Government Contribution Bands Procedure

The following information applies to this procedure:
■ A discipline group can only be assigned to one open contribution band at any
one time.
■ Contribution band records cannot be deleted once they have been associated
with a fee assessment rate. They must be closed to prevent further use.
■ The set of discipline groups in a band is amended by adding new discipline
group codes and or by enddating those no longer associated with the band.
To create a government contribution band, perform the following steps.
1. In Oracle Student System, navigate to the Government Contribution Bands
window as follows:
Setups - Government Reference - Contribution Bands
The Government Contribution Bands window appears.
2. Enter data in appropriate fields.
The following information applies to this step:
■ Government discipline groups are assigned for each government
contribution band.
■ Start Date and End Date indicate the period during which a discipline
group is effective in a contribution band. The start date defaults to the
current date, and the end date can be left open.
3. Save or Save and continue as follows:
File - Save or Save and Proceed
4. Close the window.

Government Contribution Bands Procedure 487-3

Government Contribution Bands Window

Government Contribution Bands Window

Figure 487–1 Government Contribution Bands Window

487-4 Oracle Student System User’s Guide

 488
Enrollment Statistics Snapshot Control
Procedure

This chapter describes how to maintain enrollment statistics snapshots produced by

Oracle Student System. The following sections are in this chapter:
■ Definition
■ Maintaining Enrollment Statistics Snapshots Procedure
■ Enrollment Statistics Snapshot Control Window

Enrollment Statistics Snapshot Control Procedure 488-1

Definition

Definition
The enrollment statistics snapshot control procedure maintains enrollment statistics
snapshots produced by Oracle Student System.

488-2 Oracle Student System User’s Guide

 Maintaining Enrollment Statistics Snapshots Procedure

Maintaining Enrollment Statistics Snapshots Procedure

To maintain enrollment statistics snapshots produced by Oracle Student System,
perform the following steps.
1. In Oracle Student System, navigate to the Enrollment Statistics Snapshot
Control window as follows:
Setups - Government Reference - Enrollment Snapshot Control
2. Indicate which enrollment statistics snapshots the Delete Enrollment Statistics
Snapshot concurrent process saves by deselecting the Delete check box.
Note: By default, the Default check box is selected.
3. In the Comments field, enter comments for enrollment statistics snapshot
records to be saved.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Enrollment Statistics Snapshot Control Procedure 488-3

Enrollment Statistics Snapshot Control Window

Enrollment Statistics Snapshot Control Window

Figure 488–1 Enrollment Statistics Snapshot Control Window

488-4 Oracle Student System User’s Guide

 489
Reset Government Reportable Indicator
Procedure

This chapter describes how to reset the Government Reportable indicator in

enrollment statistics snapshots. The following sections are in this chapter:
■ Definition
■ Overview
■ Resetting the Government Reportable Indicator Procedure
■ Reset Government Reportable Indicator Window

Reset Government Reportable Indicator Procedure 489-1

Definition

Definition
The reset government reportable indicator procedure resets the Government
Reportable indicator in enrollment statistics snapshots.

Overview
To reset the government reportable indicator, a value of W - Warning is changed to
X - Not Reportable.

489-2 Oracle Student System User’s Guide

 Resetting the Government Reportable Indicator Procedure

Resetting the Government Reportable Indicator Procedure

The following information applies to this procedure:
■ Resetting the Government Reportable indicator of warning records that are
reportable is not necessary.
■ When the government submission snapshot is run, all records with a
Government Reportable indicator of W - Warning are considered reportable by
default.
To reset the Government Reportable indicator, perform the following steps.
1. In Oracle Student System, navigate to the Reset Government Reportable
Indicator window as follows:
Setups - Government Reference - Reset Reportable Indicator
2. Query the required record.
All warning records appear for the snapshot.
3. To reset the Government Reportable indicator, in the Government Reportable
field, change W - Warning to X - Not Reportable.
4. Save or save and continue as follows:
File - Save or Save and Proceed
5. Close the window.

Reset Government Reportable Indicator Procedure 489-3

Reset Government Reportable Indicator Window

Reset Government Reportable Indicator Window

Figure 489–1 Reset Government Reportable Indicator Window

489-4 Oracle Student System User’s Guide

 490
Government Snapshot Control Procedure

This chapter describes how to create government snapshots. The following sections
are in this chapter:
■ Definition
■ Overview
■ Creating Government Snapshots Procedure
■ Overriding Government Semester Loads Procedure
■ Entering Load Calendars Contributing Load to Government Semesters
Procedure
■ Government Snapshot Control Window

Government Snapshot Control Procedure 490-1

Definition

Definition
The government snapshot control procedure creates government snapshots and
enters individual submission details, government semesters reported for a
submission, and load calendars contributing to the load for a government semester.

Overview
The Government Snapshot Control window allows the system to identify the
government semesters in which individual student unit attempts are reported.
Each student unit attempt belongs to a particular teaching calendar that can incur
load. A teaching calendar is associated with one or more load calendars in order to
apportion load from the student unit attempts. Government semesters are related to
one or more load calendars.
The Government Semester Load Override window, accessed by clicking
Government Semester Load Override, overrides the relationship between a
teaching calendar and a load calendar, and the link between the teaching calendar
and a government semester, by linking the teaching calendar to a different
government semester.
Note: Whether an institution uses this feature depends on how it sets up teaching
and load calendars. If load calendars roughly correspond to government semesters,
the Government Semester Load Override window is not necessary.
For information on preparing government statistics, see Government Statistics
Submission Process, Chapter 472, Government Reference Overview.

490-2 Oracle Student System User’s Guide

 Creating Government Snapshots Procedure

Creating Government Snapshots Procedure

The following information applies to this procedure:
■ Entering a completion date in a submission record ends the submission.
■ Government semesters not used by the institution must not be entered.
To create a government snapshot, perform the following steps.
1. In Oracle Student System, navigate to the Government Snapshot Control
window as follows:
Setups - Government Reference - Snapshot Control
2. Enter data in appropriate fields.
3. In the Submission Year field, enter the submission year.
4. In the Submission Number field, enter the submission number for the
submission year.
The enrollment statistics snapshot date appears when a snapshot is selected as a
parameter in the Government Submission Snapshot concurrent process.
5. If the submission is complete, in the Completion Date field, enter the
completion date.
6. Save or save and continue as follows:
File - Save or Save and Proceed
A message appears to default government semester.
7. Click Yes.
A message appears to requery to see government semesters.
8. Click OK and requery to see government semesters.
In the Semester fields, government semesters corresponding to the institution’s
submission year appear.
Note: After creating and saving subsequent government snapshots, a message
appears to default submission details from previous submission. The user must
click OK.
9. Save or save and continue as follows:
File - Save or Save and Proceed

Government Snapshot Control Procedure 490-3

Creating Government Snapshots Procedure

10. Optionally, click Government Semester Load Override and enter data as
described in Overriding Government Semester Loads Procedure in this chapter.
11. Optionally, go to the Government Semester Load Calendar region, and enter
data as described in Entering Load Calendars Contributing Load to
Government Semesters Procedure in this chapter.
12. Close the window.

490-4 Oracle Student System User’s Guide

 Overriding Government Semester Loads Procedure

Overriding Government Semester Loads Procedure

To override a government semester load, perform the following steps.
1. In Oracle Student System, navigate to the Government Snapshot Control
window as follows:
Setups - Government Reference - Snapshot Control
2. Enter Load Calendar Type by selecting Load Calendar from the list of values.
Start Date, End Date, and Teaching Calendar Type will default in after selection
is made.
3. Click Government Semester Load Override.
The Government Semester Load Override window appears.
4. Enter data in appropriate fields.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. Close the window.

Government Snapshot Control Procedure 490-5

Entering Load Calendars Contributing Load to Government Semesters Procedure

Entering Load Calendars Contributing Load to Government Semesters

Procedure
To enter a load calendar contributing load to each government semester, perform
the following steps.
1. In Oracle Student System, navigate to the Government Snapshot Control
window as follows:
Setups - Government Reference - Snapshot Control
2. Enter data in appropriate fields as described in Creating Government Snapshots
Procedure and Overriding Government Semester Loads Procedure in this
chapter.
3. Go to the Government Semester Load Calendar region.
4. In the Load Calendar Type field, enter the load calendar contributing load to
each government semester.
5. Save or save and continue as follows:
File - Save or Save and Proceed
6. To view all teaching calendars that contribute load to the load calendar and the
proportion of load they contribute, click Default Load Apportion.
7. Close the windows.

490-6 Oracle Student System User’s Guide

 Government Snapshot Control Window

Government Snapshot Control Window

Figure 490–1 Government Snapshot Control Window

Government Snapshot Control Procedure 490-7

Government Snapshot Control Window

490-8 Oracle Student System User’s Guide

 491
Student DETYA Statistics Procedure

This chapter describes how to create person statistical details. The following
sections are in this chapter:
■ Definition
■ Overview
■ Creating First Person Statistics Record
■ Student DETYA Statistics Window

Student DETYA Statistics Procedure 491-1

Definition

Definition
The person statistical details procedure creates person statistical details.

Overview
The Student DETYA Statistics window is accessed directly.
This window contains the following regions:
■ Person Region
■ Person Statistics Region

Person Region
The Person region displays details of the person for whom statistical information
can be displayed and entered.
Users can access the Student DETYA Statistics window directly to query details in
the Person region and retrieve records.
The person query function in the Student DETYA Statistics window is not as
powerful as the person query function in the Find Person window.
Names are case sensitive and users are advised to avoid them as query criteria.
To avoid delays in retrieving records, use person identifier numbers as query
criteria.
Accessing the Student DETYA Statistics window from the Student Enrollments
window carries forward a person identifier as the context record, but it is not
possible to query other person details.

Person Statistics Region

The Person Statistics region records statistical information related to the person
displayed in the Person region.
This statistical information is primarily used for government reporting, with most
fields directly related to government data elements. Statistical data is supplied by
students when they enroll.

491-2 Oracle Student System User’s Guide

 Creating First Person Statistics Record

Creating First Person Statistics Record

The following information applies to this procedure:
■ A person can have more than one statistics record, but only one can exist with
no end date.
■ The start and end dates of different statistics records cannot overlap.
■ If a valid postal code is entered in this window for either the Home Residence
or Semester Residence fields, no data can be entered in the Country field.
■ If country details are entered in either the Home or Semester Residence fields,
no data can be entered in the Postcode field.
■ A person statistics record cannot be deleted when a student has confirmed a
program attempt.
To create a first person statistics record, perform the following steps.
1. In Oracle Student System, navigate to the Student DETYA Statistics window as
follows:
Setups - Government Reference - Student DETYA Statistics
2. Enter data in appropriate fields.
The following information applies to this step:
■ A person can have more than one statistics record, but only one can exist
with no end date.
■ The start and end dates of different statistics records must not overlap.
■ Person statistics cannot be modified when the start date of the record comes
before the current date. In this case, a new record must be created.
3. Ensure the correct person record is displayed.
4. Navigate to the Person Statistics region.
5. Enter the effective date of this record in the Start Date field.
6. Enter the student's statistical data in the appropriate fields.
7. Save or save and continue as follows:
File - Save or Save and Proceed
8. Close the window.

Student DETYA Statistics Procedure 491-3

Student DETYA Statistics Window

Student DETYA Statistics Window

Figure 491–1 Student DETYA Statistics Window

491-4 Oracle Student System User’s Guide

 Glossary

Aboriginal/Torres Strait Islander Code

Institution-defined code, mapped to a government Aboriginal/Torres Strait
Islander code, identifying student as Australian Aboriginal or Torres Strait Islander.

Academic Calendar
Twelve-month period representing a cycle of academic activities.

Academic History
Record of prospect or applicant’s secondary and post-secondary units and grades
submitted to the institution with an application for admission.

Account Code
General ledger account code specific to a financial reporting period.

Action Date - Tracking Subsystem

Date calculated by the system, or entered by the user, when a tracking step should
be completed. Initially calculated using the Tracking Item Start Date, Business Days
Only indicator, and the number of tracking type step action days. For sequential
steps, the completion date of the previous step is taken into account.

Action Date - Unit Assessment Item

Inserted automatically when a change is made to a student unit assessment item,
indicating change needs to be applied to related student unit attempts. Deleted after
the change is automatically applied to student unit attempts.

Glossary-1
 Action Date - Unit Assessment Pattern
Inserted automatically when a change is made to a student unit assessment pattern,
indicating change needs to be applied to related student unit attempts. Deleted after
the change is automatically applied to student unit attempts.

Action Days
Maximum number of days to complete a tracking step for tracking items that, with
Sequential and Business Days Only indicators, is used to calculate the action date of
the step.

Active Calendars
Calendars currently available for use by other subsystems.

Active Institution
Institution for which new data can be entered.

Active Organizational Unit

Organizational unit for which new data can be entered.

Actual Outcome - Special Consideration

See Special Consideration Outcome.

Address
See Institution Address, Organizational Unit Address, or Person Address.

Address Type
Institution-defined classification of addresses.

Administrative Indicator
Indicates whether the unit set is administrative or academic. Administrative unit
sets typically do not appear on official documents such as transcripts.

Administrative Unit Status

Institution-defined administrative statuses applicable to a discontinued student unit
attempt, such as Withdrawn Early and Withdrawn Late - Fail, used to determine
load, progression, and grades.

Admission Application Status

Describes the progress of the application within the admission process.

Glossary-2
Admission Category
Institution-defined categories used to group a set of applicants whose applications
are processed through a common set of admission procedure steps.

Admission Code
Describes the matriculation category assigned to an applicant on the basis of their
current qualifications. These codes can be mapped to basis for admission types.

Admission Conditional Offer Status

Indicates if conditions attached to the offer of admission are met.

Admission Credential Types

User-defined designations for items that an applicant provides in support of an
application for admission. Examples include transcripts, essays, or personal
statements.

Admission Documentation Status

Describes the status of the applicant’ documentation required by the institution.

Admission Entry Qualification Status

Describes the status of the applicant’s required entry qualifications.

Admission Fee Status

Describes the status of the applicant’s payment of an admission fee.

Admission Offer Deferment Status

Describes the progress of the applicant’s request for deferral of admission.

Admission Offer Response Status

Describes the status of the applicant’s response to an offer of admission.

Admission Outcome Status

Describes the progress of the applicant’s request for admission to a program.

Admission Process
A process by which a person applies for admission to a program in which they have
not been previously enrolled.

Glossary-3
 Admission Process Category
A user-defined category made up by assigning a system admission process type to
an admission category. Examples include Program Admission, Program Transfer,
Re-admission, Short Admission, and Admission to Non-Award Units of Study.

Admission Process Category Step

See Step Type.

Admission Step
A system-defined action required to complete the admission process.

Admission Test Result

Instance of an applicant’s standardized admission test that includes scores attained.

Admission Test Type

Standardized Admission Test scores that may be used when evaluating applications
for admission.

Admission Type
See Basis for Admission Type.

Admission Unit Outcome Status

Describes the progress of the applicant’s request for admission to a unit.

Advanced Standing Internal Limit

Maximum amount of advanced standing that can be granted in a program for
studies undertaken at the institution.

Advanced Standing Qualification Recency

Time period, in years, that other studies are recognized for the purpose of granting
advanced standing in a program.

Advanced Standing Type

System-defined types describing the effect of granting an application for advanced
standing.

Advanced Standing Unit

Unit in which the student is granted advanced standing.

Glossary-4
Advanced Standing Unit Level
Level at which advanced standing is granted.

Alias
See Person Alias.

Alias Value of Date Alias Instance

Date used by the system which is derived, according to certain rules, from either the
absolute value or the date alias instance offset. This value cannot be set or modified
by the user.

Allocation Method
Describes the methods for determining the number of elements used in a
disbursement calculation, including STUDENT, PERCOURSE, PERUNIT, EFTSU,
and CRPOINT.

Allowable Materials - Examination

Materials that students are allowed to take into an examination.

Allow Intermission
Indicates if intermission is allowed for the program version.

Alternate Code for Calendar Instance

Alternate short reference code for identifying a teaching or academic calendar
instance, used for entering enrollments and unit and program offerings.

Alternate Code - Program Offering

Code identifying the program offering in order to simplify data entry.

Alternate ID
See Alternate Person Identifier.

Alternate Person ID
See Alternate Person Identifier.

Alternate Person Identifier

Code by which a person is recognized by other systems and organizations.

Glossary-5
 Alternative Exit
Allows students satisfying the requirements of another program version recorded in
the system to exit their current enrolled program.

Announcements - Examination
Information to be announced before or during an examination.

Annual Load Value

Standard load, in credit points, used to calculate Effective Full Time Student Units
for a specified year of the program. Used only when the annual load is not constant
during all years of the program.

Anonymity Indicator
Indicates that a panel member has requested anonymity from the research
candidate.

Apply to Program Indicator

Determines whether certain encumbrance effects apply only to existing student
program attempts or more broadly.

Apportionment Percentage
Percentage of the total assessment that the assessment pattern item typically
represents.

Articulated Programs
Programs from which students can continue, with or without credit, directly into a
higher program, such as an undergraduate program from which a student can
continue directly into a Master’s program.

Assessable
Indicates whether a unit is subject to fee assessment.

Assess Fees Indicator

Indicates if a program attempt is fee assessable, based on its status. Fee assessable
statuses are determined by the system.

Assessment ID
See Assessment Item ID.

Glossary-6
Assessment Item
Examination, paper, or other assignment student is required to complete for a unit.

Assessment Item Assessor

See Assessor.

Assessment Item ID
System-generated number that uniquely identifies an assessment item.

Assessment Item Variation Cutoff Date Alias

Used to warn against further unit assessment item variations in a teaching period.

Assessment Outcome
Grade or mark for a student unit attempt assessment item. Also known as
assessment result.

Assessment Pattern
Grouping of assessment items.

Assessment Pattern Code

Institution-defined code for an assessment pattern.

Assessment Pattern ID
System-generated number that uniquely identifies an assessment pattern.

Assessment Program Type

Program type to which an assessment item is restricted. If an assessment program
type exists, unit assessment items can only be assigned to students whose program
type is one of the restricted program types.

Assessment Result
Grade or mark for a student unit attempt assessment item. Also known as
assessment outcome.

Assessment Type
Classification of assessment items, such as examinable or non-examinable.

Assessor
Person involved with the assessment of students.

Glossary-7
 Assessor Type
Classifies assessors, for example, Marker, Tutor, and Unit-Chair.

Attempt Number - Student Unit Attempt Assessment Item

Assigned to a student unit assessment item to indicate the number of times a
student has attempted the assessment item.

Attendance History
Records each change in a candidate’s attendance percentage, attendance type, start,
and end date.

Attendance Mode
Describes how a student undertakes a program, for example, on-campus or
off-campus. Each attendance mode must be mapped to a government attendance
mode.

Attendance Percentage
Represents the total attendance of the research candidacy and coursework unit
attempts.

Attendance Type
Describes whether a student is classified as full-time or part-time, based on the
study load. Each attendance type must be mapped to a government attendance
type.

Authorization Required Indicator

Indicates if authorization is required before a student can select a unit set as part of
the chosen program.

Authorized By
Person who authorizes a unit set to be included in a student’s record if
authorization is required for selection of the unit set, or who authorized a unit set to
be removed from a student’s record if the unit set is specified as part of an offer of
admission.

Available Date
Estimated date when a package item is available. The Available Date field has no
functionality attached and must be manually maintained.

Glossary-8
Available Indicator
Indicates if a package item is available.

Award Code
Identifies an award, such as Bachelor of Arts or Graduate Diploma of Education,
offered by an institution.

Award Program
Program that yields an award when completed successfully.

Award Program Only Indicator

Specifies whether a unit is available only to award program students.

Award Title
Name of an award, such as Bachelor of Arts or Graduate Diploma of Education,
offered by the institution.

Base Balance
Amount upon which a percentage disbursement formula is based, including
GROSS, total income disbursed for a fee type or calendar instance, NET, income
available after disbursement by the last fixed formula, and REMAINDER, income
remaining after all previous formulas are applied.

Basis Details
Details upon which an approved advanced standing is based.

Basis for Admission Type

Identifies the main criteria used in granting an applicant admission to a program of
study based on their current qualifications and experience. These types can be
mapped to government basis for admission types.

Booking Cost
Cost of hiring a venue.

Business Days Only Indicator

Specifies that calculation of the tracking item’s Completion Required By date and
tracking steps’ action dates account only for business days.

Glossary-9
 By-Pass Indicator
Determines if an item’s tracking step is bypassed. If a tracking step is bypassed,
action dates of subsequent steps are recalculated.

Calculation Data
Charge rates, charge elements, charge methods, rules, and load apportionment used
in calculating fees.

Calendar Category
System-defined categorization of calendar types. Each calendar type must be
assigned a calendar category for the system to determine the functionality of each
calendar type. The limited number of calendar categories are accessed from lists of
values in the data entry windows. A date alias can be linked to a calendar category,
restricting the date alias’s use to calendars in that category.

Calendar Configuration
Procedure where system-defined date aliases are mapped to institution-defined
date aliases. This mapping is used in the Admission and Enrollment and Research
subsystems to enforce deadlines.

Calendar - Effective End Date Alias

See Effective End Date Alias.

Calendar - Effective Start Date Alias

See Effective Start Date Alias.

Calendar Instance
Institution-defined data that defines specific occurrences of a calendar type. A
calendar instance is created by assigning a start and end date and a calendar status
to a calendar type.

Calendar Instance Relationship

Indicates whether a calendar instance is subordinate or superior in relation to
another calendar instance. A calendar instance can have several superior and
subordinate calendar instances.

Calendar Status
Institution-defined status indicating calendar’s level of activity. Each calendar
status must be assigned a system status, including ACTIVE, INACTIVE, or
PLANNED.

Glossary-10
Calendar Type
Institution-defined name given to all calendars of a similar classification. Each
calendar type must be assigned a calendar category for the system to determine the
functionality of each calendar type.

Calendar Type Abbreviation

Short description of a calendar type used within the institution. Examples include
ACAD YEAR for standard academic year, SEMESTER 1 for semester 1 teaching
period, TRIMESTER 2 for trimester 2 teaching period, and ENROLLMENT 1 for
enrollment period 1.

Ceremony Closing Date Alias

Last date when graduands can be automatically allocated to the ceremony.

Ceremony Round
Period of time when a set of graduation ceremonies is conducted, represented by a
calendar; the preparatory events leading up to a ceremony and the clean-up
processes after a ceremony.

Ceremony Round End Date Alias

End date of the period when possible graduands are automatically identified and
created for the ceremony round.

Ceremony Round Start Date Alias

Start date of the period when possible graduands are automatically identified and
created for the ceremony round.

Charge Element
Component of a fee calculation in which a rate per element is multiplied by the
number of elements representing a student’s study load over a fee period.

Charge Method
Determines the number of charge elements used in a fee calculation, including
FLATRATE, EFTSU, PERUNIT, and CRPOINT.

Charge Method Apportion

Relationship between fee periods and load periods that determines a student’s
study units and study load in Effective Full Time Student Units, credit points, or
number of units for the fee period.

Glossary-11
 Charge Method Type
See Charge Method.

Charge Rate
Describes a rate per element that applies to a fee.

Child Organizational Unit

Subordinate organizational unit.

Citation
Text field for citation information to be read during a graduation ceremony.

Citizenship 1
Country of primary citizenship.

Citizenship 2
Country of secondary citizenship in the event of dual citizenship.

Citizenship Code
Institution-defined code describing a person’s citizenship and residency status that
must be mapped to a government citizenship code.

Classification Code
Links organizational unit accounts with formulas to disburse fee income.

Class List
List of students enrolled in a specified class.

Collect Mark Indicator

Specifies if marks can be recorded when entering results.

Combined Degrees
Programs leading to more than one award, such as a BCom/BSc degree leading to
both Bachelor of Commerce and Bachelor of Science awards.

Commencement Date
Date a student begins the current program attempt or a research candidate begins
research. The default date can be overridden.

Glossary-12
Commencing Student
See New Student.

Completed Checkbox - Basis Details

Indicates if a student completed the program forming the basis of the unit advanced
standing.

Completion Date of Tracking Item

Date set automatically by the system when the last tracking step is completed.

Completion Date of Tracking Step

Date when action for a tracking step is completed.

Completion Period
Year and time, such as end of year, midyear, or summer, when a student is likely to
complete a program’s requirements. A ceremony round is associated with one or
more completion periods. The graduand identification and creation process selects
those student program attempts whose completion period matches one of those
associated with the ceremony round.

Completion/Progression Indicator
Indicates if advanced standing details count toward a student’s completion and
progression requirements for a program.

Completion Required By
System date derived from the target days set for each tracking type, taking into
account the Business Days Only indicator, which can be overwritten if necessary.

Conditional Offer
Offer of admission to a program, contingent on the applicant’s fulfilling certain
requirements, such as presenting original documentation.

Conferral Date
Date an award is officially given, applied by the system to a group of graduands or
manually to individual graduands.

Confirmed Date
Date when a thesis panel member accepts an invitation to become a member of the
thesis examining panel.

Glossary-13
 Confirmed Indicator
Confirms a student’s enrollment in a program.

Confirmed Offering Indicator

Indicates if the offering detail has been checked and confirmed after being rolled
over from a previous calendar version, and selected by default or manually.

Constraints - Examination
Hindrances to scheduling an examination.

Contact Hours
Minimum number of contact hours, or in-class time for a unit, required by a student
for completing a program.

Contact Indicator
Indicates if a student wishes to be contacted about the university’s disability
services.

Continuing Education Units

Also known as CEUs. Designates credit point values associated with a unit or unit
section that do not grant regular academic credit.

Continuing Student
See Returning Student.

Contract Rate
Fee rate negotiated with the institution for a student.

Contribution Option Mapping

Maps contribution payment options to admission categories.

Contribution Payment Option

Describes the possible contribution payment options, for example, Deferred,
Upfront, and Exempt.

Convocation Members
Alumni of an institution.

Glossary-14
Coordinator - Venue
Person who coordinates a venue.

Count in Progression Indicator

Indicates if the advanced standing details count toward a student’s completion and
progression requirements for the program.

Country Code
Institution-defined code describing a country that must be mapped to a government
country code.

Create Date
Date and time a Person ID Group is created.

Creation Date
System-generated date indicating when a record is created or date when an
assessment item is attached to a student unit attempt.

Creation Method - Grade

Describes how an assessment outcome is loaded, for example, Keying and Upload.

Credit Point Descriptor

Institution-defined name for credit points.

Credit Points Achievable

Number of credit points awarded upon successful completion of a unit.

Credit Points Required

Minimum number of credit points required to complete program requirements.

Credits Total EFTSU

Total Equivalent Full Time Student Unit (EFTSU) for a program. This term
represents the student load for a unit or part of a unit expressed as a proportion of
the workload for a standard annual program for students undertaking a full year of
study in a particular year of a particular program.

Currency Code
Indicates the currency in which fee assessments and payments are made.

Glossary-15
 Current ID
Person number of the record chosen to be the current record in the Merge Person ID
process.

Date Alias
Institution-defined name of an event, not an actual date. Each date alias must be
assigned a date alias category and can be assigned a calendar category. For example,
END-LECT represents the last day of lectures in a teaching period.

Date Alias Abbreviation

Short description of a date alias event. Examples include CENSUS DATE for census
date, END LECTURES for last day of lectures in teaching period, and WD CUTOFF
DATE for last day to withdraw from unit without failing.

Date Alias Category

Institution-defined classification of date aliases according to common attributes for
inquiry or reporting purposes. Each date alias must be assigned a date alias
category. Examples of date alias categories include fee dates, unit withdrawal dates,
and teaching dates.

Date Alias Instance

Individual occurrence of an event created by assigning a date alias to the
appropriate calendar instance, and assigning an alias value. For example, to create a
date alias instance for the start of an examination period, the user can assign the
date alias EXAM-ST to the appropriate calendar instance, and then assign an alias
value, 05-JUN-1997.

Date Alias Instance Absolute Value

Real date allocated to a date alias instance. Examples include 01-JAN-2000 and
15-NOV-1999.

Date Alias Instance Offset

Number of days, weeks, months, and years between two date alias instances, used
to calculate the alias value for a date alias instance.

Date Alias Offset

See Offset Date Alias.

Date Alias Pair

See Paired Date Aliases.

Glossary-16
Date Notified - Special Consideration Application
Date inserted by the system when a special consideration application outcome
notification letter was created.

Declined Date
Date when a proposed panel member declined to sit on a thesis examining panel.

Default Basis Institution

Institution used as the default exemption institution when creating unit or unit level
advanced standing records.

Default - Funding Source

Indicates that a funding source is the default for students enrolled in a program.
Only one funding source can be the default for a program.

Default Indicator - Assessment Item

Indicates that an assessment item is the default item for a unit.

Default Indicator - Assessor Type

Indicates that an assessor type is the default type assigned to an assessor record,
automatically created by the system when a unit assessment item is created.

Default Item
Assessment item automatically assigned to students enrolled in a unit.

Default Major Exemption Institution

Institution used as the default exemption institution when creating advanced
standing records.

Default Outstanding Grade Indicator

Indicates that a grade is the default grade used to replace blank grades by the Insert
Administrative Grades process.

Default Pattern Indicator - Assessment Pattern

Indicates that an assessment pattern is the default pattern for a unit. Default
patterns are automatically assigned to students enrolled in a unit.

Glossary-17
 Default Period
Operating period for a disbursement formula, derived from the start and end date
alias instances of an associated fee period, that becomes the default. See also
Override Period.

Deferment Status
See Admission Offer Deferment Status.

Deferred Payment Option

See Government Contribution Payment Option.

Deletion Date
System-supplied date indicating when a record was deleted.

Deletion Date - Unit Assessment Item

Date when an assessment item was deleted from a unit.

Deletion Date - Unit Assessment Pattern

Date when an assessment pattern was deleted from a unit.

Derived Value
Values of program attributes Location Code, Attendance Mode, and Attendance
Type are derived if the system determines them by examining the student unit
attempts for a program. See Nominated Value.

Derive Grade Indicator

Indicates if a grade should be derived from a mark entered by the user, and used to
configure the process to enter online results.

DETYA
Australian Federal Department of Education, Training and Youth Affairs.

Differential Contribution Indicator

Identifies students liable for differential contributions.

Disability
See Person Disability.

Glossary-18
Disability Type
Institution-defined code describing a student’s disability that must be mapped to a
government disability type.

Disbursement Category
Grouping of disbursement formulas in order to aggregate disbursed amounts for
reporting purposes.

Disbursement Fixed
Pre-determined rate per element where the elements are determined by the
allocation method.

Disbursement Journal
Summarizes fee disbursement information available to an external finance system.

Disbursement Method
Indicates method of disbursing a student’s fee income, whether directly to a
specified organizational unit, to organizational units that own a program, or to
those organizational units responsible for teaching units in a program.

Disbursement Percentage
Proportion of a gross, net, or remainder amount available for disbursement and
split between a number of elements according to the allocation method.

Disbursement Snapshot
Summarizes the point-in-time disbursements for a fee type in a fee period at the Fee
Type Category Instance level.

Disbursement Snapshot Detail Allocations

Summarizes the point-in-time disbursements for a fee type in a fee period at the
student, student program, and student unit level.

Disbursement Snapshot Details

Summarizes the point-in-time disbursements for a fee type in a fee period at the
organizational unit level.

Discipline Group
Field of academic learning into which a unit can be classified.

Glossary-19
 Discontinuation Reason Code
Identifies the student’s primary reason for the discontinuation of a student program
attempt.

Discontinued Date
Date a student withdraws from a program or unit attempt.

Discontinue Enrollment Indicator

Alerts staff that it is necessary to discontinue a student’s enrollment before
authorizing a particular pending fee encumbrance.

Discount Full Payment indicator

Indicates that a discount applies only when payment is made in full for a fee
liability.

Documentation Status
See Admission Documentation Status.

Due Date - Unit Assessment Item

Date when a unit assessment item must be completed and submitted, typically
recorded for non-examinable assessment items.

Early Exit
Allows an originator to sign off on an item before all steps are complete.

Effect Type
See System Hold Effect Type.

Effective Date
If specified as a parameter in a process, allows the process to access the database on
a date other than the current date.

Effective Date - Currency

Date when a currency’s rate of exchange applies.

Effective End Date Alias

Date alias linked to the system effective end date of a research teaching calendar.
The effective full time days for a research teaching period is determined by the
number of days between the effective start and end date aliases.

Glossary-20
Effective Full Time Days Total
Calculated value indicating the total number of effective full-time days a candidate
has to complete research.

Effective Full Time Days Used

Calculated value indicating the number of effective full-time days used as of the
current date.

Effective Full Time Student Units

Represents the student load for a unit or part of a unit, expressed as a proportion of
the workload for a standard full-year program.

Effective Start Date Alias

Date alias linked to the system effective start date of a research teaching calendar.
The effective full time days for a research teaching period is determined by the
number of days between the effective start and end date aliases.

Effective Time Elapsed for Progression Indicator

Indicates if unit attempts with a particular administrative unit status are considered
to be enrolled for progression time elapsed calculations.

Effectively Enrolled for Progression Indicator

Specifies that unit attempts with a particular administrative unit status are
considered to be enrolled for progression rule checks.

Electronic Outcome Upload File

Comma-delimited text file of student unit attempt outcomes uploaded into the
system.

Element
See Charge Element.

Element Range
Range of study loads against which a rate is recorded. See also Charge Element,
Charge Method, and Charge Rate.

Element Range Rate

Rate attached to an element range.

Glossary-21
 Embargo Details
Text field to record the details of an embargo placed on the release of a thesis.

Embargo Expiry Date

Date when an embargo placed on the release of a thesis expires.

End Date Alias - Fee Assessment Processing

Last date when an effective date for fee assessment processing can be set.

End Date of Calendar Instance

Date when a calendar instance is no longer effective.

End Date - Fee Period

Last date of a fee period.

End Date - Grading Schema

Last date of a grading schema version.

End Date - Institution Address, Location Address, Organizational Address

Date when an address for an institution, location, or organizational unit is no longer
effective.

End Date - Organizational Unit

Date when an organizational unit is no longer effective.

End Date - Program Offering Instance

Date when a program offering instance is no longer effective.

End Date - Program Version

Date when a program version is closed and all students have completed the
program or transferred to other versions, and no additional students can enroll in
the version.

End Date - Unit Sets

Date when a unit set version is closed and all student unit sets are complete or
ended.

End Date - Unit Version

Date when a unit version is closed and no students can be enrolled.

Glossary-22
End Time - Exam Session
Time an examination session concludes.

End Time - Unit Class

Time a unit class concludes.

Enrollable Indicator
Specifies that the program offering pattern is available for student enrollment.

Enrolled Credit Points

Number of credit points in which a student is enrolled.

Enrolled Date
Date a unit was enrolled.

Enrolled Indicator
Specifies that a person is currently enrolled in a program at an institution.

Enrollment Category
Institution-defined classification of students who share common enrollment
characteristics.

Enrollment Category Mapping

Maps enrollment categories to admission categories.

Enrollment Category Procedure Detail

Grouping of enrollment procedure steps created by assigning an enrollment method
type and a student commencement type to an enrollment category.

Enrollment Category Procedure Step

Step recorded for a particular enrollment category procedure.

Enrollment Method
See Enrollment Method Type.

Enrollment Method Type

How a student enrolls, whether face to face or by phone.

Glossary-23
 Enrollment Quota
Restricts the number of students that can be enrolled in a particular unit offering.

Enrollment Step
A system-defined action required to complete the enrollment process.

Entry Point Indicator

Indicates if a program offering option can be an entry point through Admissions.

Entry Qualification
See Admission Entry Qualification Status.

Estimated Processing Days

Expected number of days to process a special consideration application.

Evaluation Order
Sequence in which disbursement formulas are to be resolved, as determined by
formula setup.

Examinable Assessment Item

Indicates an assessment item that is an examination.

Examinable Indicator
Indicates whether the assessment type is examinable or non-examinable.

Examination Instance Indicator - Supervisor Allocation

Indicates if a supervisor is assigned to a particular assessment item or items during
an exam session at a particular venue.

Examination Material Type

Code indicating whether examination material is allowed, not allowed, or supplied
at the time of the examination.

Examination Period
When examinations are held.

Examination Session Venue

See Venue.

Glossary-24
Examination Session Venue Supervisor
See Examination Supervisor.

Examination Supervisor
Person who supervises an examination.

Examination Supervisor - In Charge Indicator

Indicates that an examination supervisor type represents the lead or most
significant supervisor for an examination session at a particular venue.

Examination Supervisor Type

Indicates the level of responsibility of a supervisor, and the role the supervisor
plays.

Examination Venue Indicator

Indicates if a supervisor is assigned to a particular venue during an exam session.

Exit Program Code

Alternative exit program code.

Exit Version Set

Valid version numbers of an alternative exit program, used by the Progression
subsystem.

Expected Submission Date

See Submission Date - Expected.

Expiry Date Increment

Period of time, in months, added to the current date which is the default expiry date
when creating unit or unit level advanced standing records.

Expiry Date - Program Version

Date when a program version expires. Students already enrolled can remain in an
expired program version, but new students are not enrolled unless they receive
enough advanced standing to allow them to complete program requirements before
the version ends.

Glossary-25
 Expiry Date - Unit Sets
Date when a unit set version expires, entered in the process of expiring one version
and creating a new one. Students can still be enrolled in expired unit set versions
until the version is ended. New students cannot select an expired unit set.

Expiry Date - Unit Version

Date when unit version expires. Students already studying this unit version remain
enrolled, but no additional enrollments are allowed.

External Grade
Grade equivalent to an institution’s grading schema grade used when grades are
published externally, such as in newspapers.

External Limit - Advanced Standing

Maximum advanced standing granted in a program for studies undertaken outside
an institution.

External Reference
File location of a correspondence item copy saved outside Oracle Student System;
reference generated outside the Student Finance subsystem.

External Reference Type

Classifies references generated outside the Student Finance subsystem, including
Debtor ID, Debit Note, Refund Cheque, and Journal.

Faculty - Maximum Cross Credit Points

See Maximum Cross Credit Points.

FCCI
See Fee Category Calendar Instance.

Fee Assessment
Process of assessing a student’s fee liabilities.

Fee Assessment Effective Date

See Effective Date.

Fee Assessment Period

See Fee Period.

Glossary-26
Fee Assessment Rate
Charge rate applying to a fee under a specified set of conditions.

Fee Assessment Routine

Process that assesses whether students are liable for fees or are eligible for
adjustment to fees, and that creates assessment or adjustment transactions.

Fee Category
Identifies a distinct fee assessment group of enrolled students liable for a set of fees
attached to the fee category. Fee categories are assigned to student program
attempts. Examples include INTERNATNL and DOM-CONTRIBUTION, or
domestic students liable for a contribution.

Fee Category Calendar Instance

Fee category operating in a specific fee period.

Fee Category Fee Liability

See Fee Liability.

Fee Category Mapping

Maps fee categories to admission categories.

Fee Disbursement Formula

One of a set of formulas that calculates and allocates disbursement amounts from
income derived from a student's fee in a specific fee period. See also Allocation
Method, Disbursement Method, Evaluation Order, Base Balance, Disbursement
Percentage, and Disbursement Fixed.

Fee Encumbrance
Encumbrance applied as a result of non-payment or under-payment of fees.

Fee Encumbrance Status

Describes the status of activity of a fee encumbrance recorded against a student, and
maps to a system status.

Fee Liability
Used for a single fee type within a single fee category.

Glossary-27
 Fee Period
When a particular fee, fee category, and associated data apply.

Fee Sponsorship Status

Describes the status of activity of the sponsorship of a student program attempt,
and maps to a system status.

Fee Sponsor Status

Describes the standing of a particular sponsor in an institution.

Fee Structure Status

Describes the activity of a fee type, category, or liability.

Fee Type
Name of a fee, such as CONTRIBUTION, GSF, and MEDIBANK. A fee type can be
assigned as a fee liability of many fee categories.

Fee Type Calendar Instance

Fee type operating in a specific fee period.

Field of Study
In the Program Structure and Planning subsystem, a classification of programs in
terms of their subject matter. In the Research subsystem, a code representing the
field of study is recorded for each candidate. The field of study percentage must
total 100% for a candidacy.

Finalized Indicator
Indicates if an outcome for a student unit attempt is finalized.

Final Result
Result of the thesis examination processes. A result code is selected that must map
to a system result of type FINAL. See Thesis Result Code.

Final Result Indicator

Set for certain system thesis result codes to indicate that they are a final result. See
Thesis Result Code.

Final Title Indicator

Indicates if the specified title is the final title for the thesis.

Glossary-28
Financial Period
Institution’s financial year.

Fixed Disbursement
See Disbursement Fixed.

Forced Attendance Mode Indicator

Indicates whether a student program attempt attendance mode is forced or
restricted. Selecting the check box causes the system to highlight the student
program attempt attendance mode if the derived attendance mode conflicts with
the forced attendance mode.

Forced Attendance Type Indicator

Indicates whether a student program attempt attendance type is forced or
restricted. Selecting the check box causes the system to highlight the student
program attempt attendance type if the derived attendance type conflicts with the
forced attendance type.

Forced Location Indicator

Indicates whether a student program attempt location, or campus, is forced or
restricted. Selecting the check box causes the system to highlight the student
program attempt location if the derived location conflicts with the forced location.

Force Processing of Incomplete Package

Overrides any limitations placed on the processing routine to process an incomplete
package.

Formula Number
Supplied automatically by the system to identify each disbursement formula in a
set. See also Fee Disbursement Formula.

Funding Source
Institution-defined source of funds applicable to student program attempts.

Generic Program
Program attribute indicating that students in a program can transfer to any
program in the related group at any point during their enrollment. Unlike
non-generic programs in the group, a generic program cannot be a transfer
destination.

Glossary-29
 Government Aboriginal or Torres Strait Islander Code
Indicates if a student identifies as an Australian Aboriginal or Torres Strait Islander.

Government Admission Center

External body that processes applications for admission to government institutions.

Government Admission Code

Describes the matriculation category assigned by the government to an applicant on
the basis of current qualifications. These codes can be mapped to user-defined
codes. Code recognized by the relevant Government Admission Center to which an
institution-defined admission code is mapped.

Government Attendance Mode

Indicates whether a student undertakes a program internally or externally.

Government Attendance Type

Indicates whether a student is classified as part-time or full-time, based on his or
her study load.

Government Basis for Admission Type

Government-defined code identifying the basis for granting admission to a
program of study.

Government Citizenship Code

Indicates student’s citizenship and residency status.

Government Contribution Band

Bands representing different contribution rates applicable to students liable for
differential contributions.

Government Contribution Payment Option

Type of government-defined contribution payment option, including Deferred,
Upfront, and Exempt.

Government Country Code

Government-defined code describing a country.

Government Disability Type

Government-defined code describing a student’s disability.

Glossary-30
Government Discipline Group
Government-defined field of study into which a unit is classified.

Government Institution Code

Government-defined code for an institution. Institution codes defined by the
institution can be mapped to government institution codes.

Government Language Code

Government-defined code describing the non-English language used at a student’s
permanent residence.

Government Level of Completion

Code recognized by the relevant Government Admission Center, to which an
institution-defined code, identifying an applicant’s progress toward completion of
his or her Government education studies, can be mapped.

Government Level of Qualification

Code recognized by the relevant Government Admission Center, to which an
institution-defined code, identifying an applicant’s current Government education
qualifications, can be mapped.

Government Permanent Resident Code

Government-defined code indicating a student's permanent residency status.

Government Program Load

Aggregate Effective Full Time Student Units for a program expressed in tenths. For
example, 3.0 is represented as 30.

Government Program Type

Government-defined classification of higher education programs. Each
institution-defined program type is mapped to a government program type.

Government Type Of Activity Code

Government-defined code describing research undertaken by a research candidate.

Grace Days
Number of days added to a payment’s due date to defer payments.

Glossary-31
 Grade
Indicates student’s level of achievement in a unit attempt; assessment outcome;
assessment result; code representing a student's level of achievement that must be
mapped to a system result type.

Grade Conversion
A feature in the Admissions subsystem that converts an applicant’s grade or grade
point average from one institution to the grading scale in use at the admitting
institution.

Grade Exists
Electronic results upload configuration setting that defines the action taken by the
system when a grade already exists in the upload file.

Grade Inclusion Indicators

Designate where unit attempt grades can or cannot be published, for example,
Noticeboard and Newspaper.

Grade Invalid
Electronic results upload configuration setting that defines the action taken by the
system when a grade specified in the upload file does not exist in the grading
schema used.

Grade Point Average

Measure that averages the grades a student receives, taking into account the total
study load.

Grade Point Average Value

Numerical value assigned to a grade to calculate a student's grade point average.

Grade Rank
Compares a grade to other grades in the same grading schema, used in rules and
reports.

Grading Schema
Describes a set of grades, marks, and results available for the assessment of student
unit attempts. Multiple grading schemas can exist for an institution.

Glossary-32
Grading Schema Code
Code identifying the grading schema.

Grad Students Indicator

Indicates if a student can graduate after completing a program. This indicator is not
set for non-award programs.

Graduand
Student eligible or potentially eligible to graduate in a particular ceremony round,
and with a graduand record created.

Graduand Approval Status

Indicates if formal approval to graduate has been received and a graduand’s
progress toward graduating in a particular ceremony round. Associated with a
system graduand approval status, including WAITING, APPROVED, and
REJECTED.

Graduand Status
Indicates the current status of a graduand and a graduand’s progress toward
graduating in a particular ceremony round. Associated with a system graduand
status, including POTENTIAL, ELIGIBLE, GRADUATED, and SURRENDER.

Graduand Type
System-defined values assigned to graduands to define their graduation intentions,
including ATTENDING, attending graduation ceremony to receive award;
INABSENTIA, not attending ceremony to receive award; ARTICULATE, declining
award to pursue a higher program award; DEFERRED, receiving award in a later
ceremony round; UNKNOWN; and DECLINED, declining award for other reasons.

Graduation Cycle
Period of time when all ceremony round activity occurs.

Graduation Note Type

Identifies purpose of a note attached to a graduation ceremony record to record
extra information required by an institution. For example, note type GRAD-GUEST
is assigned to a ceremony note listing guests attending the ceremony.

Granting Status
Describes the progress of a student’s application for advanced standing.

Glossary-33
 Group Code
Code identifying a Person Number Group defined by the creator of a Person
Number Group.

Group ID
System-generated sequence number identifying a Person Number Group.

Group Membership
See Tracking Item Group Membership.

Guaranteed - Entry Assessment Score

Score that guarantees an applicant an offer of admission to a program offering
pattern, if it is achieved.

HECS
An Australian-specific contribution scale used in the fee calculation formula.

Historical Faculty - Maximum Cross Credit Points

See Maximum Cross Credit Points.

History End Date - Institution History; Organizational Unit History

Date and time marking the end of a period when institution or organizational unit
information was current. When changes are made, previous information is retained
as a history record.

History Start Date - Institution History; Organizational Unit History

Date and time marking the start of a period when institution or organizational unit
information was current. When changes are made, previous information is retained
as a history record.

Hold
See Fee Hold.

Hold Category
System-defined classification of an encumbrance as ADMINISTRATIVE, if it relates
to an administrative matter, or ACADEMIC, if it relates to an academic matter.

Glossary-34
Hold Effect Type
Result of applying a hold to a student or student program attempt. See System Hold
Effect Type.

Hold Indicator
Specifies that a person currently has a hold applied to his or her record.

Hold Schedule
Includes dates when fee holds are recorded for students defaulting on fee
payments.

Hold Type
Institution-defined name that describes the reason for, or the result of, a hold.

Honors Level
Institution-defined level of a Bachelor Honors award that can be mapped to a
government honors level.

Ignore Warnings Indicator - Exam Supervisor Allocation

Suppresses warning messages when the system enters default exam supervisors.

Inactive Calendars
Calendars to which data can no longer be added.

Inactive Institution
Institution for which new data cannot be entered, except for maintaining institution
address details.

Inactive Organizational Unit

Organizational unit for which new data cannot be entered, except for maintaining
organizational unit address details.

In Charge Indicator - Exam Supervisors

Specifies a supervisor as the senior or organizing supervisor for an exam session at
a particular venue.

Include Deleted Indicators

Set to display records that have been deleted.

Glossary-35
 Include Deleted Relationships Indicator
Causes deleted relationships to be displayed when a query is executed.

Include Resolved Outcomes Indicator - Non-Enrolled Unit Outcomes

Displays resolved outcomes when performing a query on non-enrolled student
outcomes.

Income Type
Indicates if an assessed debt amount or a payment amount is to be disbursed.

Indicated Mailing Date

Date an inquiry package is to be mailed, used to ensure timely mailings.

Industrial
Effective Full Time Student Units for a unit of study or part of a unit of study
generated by work experience in a particular industry, reported in the student load
file.

Industry Links
Records any industries associated with a thesis or research candidacy.

Inquiry
A request from a prospective applicant for information about a program of studies.

Inquiry Application Number

Sequence number identifying a person's inquiry.

Inquiry Characteristic Type

Institution-defined classification of types of prospects, such as Post Graduate.

Inquiry Date
Date an inquiry is made.

Inquiry Information Type

Institution-defined classification of inquiries likely to be made, such as Travel,
Accommodation, and Fees.

Glossary-36
Inquiry Package Item
Collateral items sent to prospective applicants. These can be grouped by inquiry
information type, by program, or by inquiry level.

Inquiry Source Type

Classification of source that prompts an admission inquiry, such as newspaper
advertisement or school liaison activity.

Inquiry Status
Institution-defined status of an inquiry.

Institution Address
One or more addresses can be recorded for an institution, if they are different
address types, for example, campus address and correspondence address.

Institution - Basis Details

Institution where a student undertook the studies resulting in unit advanced
standing.

Institution Code
Institution-defined code for an institution that can be mapped to a government
institution code.

Institution Fee
Institution-wide fee levied once, even if a student has concurrent program attempts.

Institution History
Chronological record of changes made to data defining an institution.

Institution Status
Indicates the level of activity of an institution. Institutional statuses are
institution-defined and map to the system institution status, including ACTIVE and
INACTIVE.

Intake Target Type

Types of applicants or students an institution has established targets for when
offering programs, such as commencing students, regional entry students, and
returning students.

Glossary-37
 Internal Limit - Advanced Standing
Maximum amount of advanced standing that can be granted in a program for
studies undertaken at an institution.

International
See Person International Details.

International Agent Details

Details of an international agent or agency through which a student was recruited.

Invalid Mark and Grade Combination

Mark entered in system is outside the range of marks associated with grades
entered in the grading schema.

Invalid Mark/Grade Allowed Indicator

Indicates if invalid mark and grade combinations can be entered, and used to
configure the process for entering online results. Invalid mark and grade
combinations must be corrected at a later time.

Item Limit
Maximum number of assessment items an assessor is allocated used by the
assignment tracking process to limit the number of assignments sent to each
assessor for marking.

Key Check-Digit Indicator

Indicates if the two-digit check digit must be entered before an assessment result
can be entered for a student, and used to configure the process for entering online
results. Check digits are the last two digits of the person ID.

Language Code
Institution-defined code describing the non-English language used at a student’s
permanent residence that must be mapped to a government language code.

Last Submission Date

See Submission Date - Last.

Last Year of Enrollment - Basis Details

Year when a person was last enrolled in a program forming the basis of a unit
advanced standing.

Glossary-38
Latest Processing Date
Last date an inquiry was processed by the Process Admission Enquiries batch job.

Length or Duration - Assessment Item

Length or duration of a non-examinable assessment item, for examples, an essay of
2000 words and a 90-minute seminar.

Level
Level at which data in the Student Finance subsystem is recorded determines the
scope of its applicability.

Level - Hold
Level within the hierarchy of effect types.

Liability
Referring to a student, the amount the student owes as a result of fee assessment.
Referring to fees, a fee type when assigned to a fee category.

Library Catalogue Number

Library catalogue number of a completed thesis.

Library Lodgement Date

Date when a research student's thesis is placed in the library.

Load Incurred Indicator

Indicates if load is incurred for a student attempt with the related administrative
unit status.

Local Currency Indicator

Indicates if a currency code represents currency typically used by an institution.

Local Institution Indicator

Indicates if an institution is the home institution. Only one institution is typically
identified as the home institution.

Location
Campus, study center, or other place where an institution conducts business or
holds classes. Each location belongs to a location type, such as CAMPUS, which
defines its use in the system.

Glossary-39
 Location Code
Code of a location owned or used by an institution.

Location - Maximum Cross Credit Points

See Maximum Cross Credit Points.

Location Type
Institution-defined classification of locations where an institution conducts business
or holds classes. Location types can be mapped to system location types.

Logical Delete Date - Unit Assessment Item

See Deletion Date - Unit Assessment Item.

Logical Delete Date - Unit Assessment Pattern

See Deletion Date - Unit Assessment Pattern.

Lower Load Limit

Lower load value of the enrollment load range, in credit points, that defines a
student’s attendance type in an academic period.

Lower Normal Rate Override Indicator

Specifies that a rate for a fee reverts to normal if the normal rate is lower than a
contract rate.

Lower Range
See Element Range.

Mail Delivery Working Days

Indicates the average number of working days required for correspondence to reach
an examination location using standard mail.

Mailed Date
Date an inquiry package item was mailed.

Major Exemption Institution

Institution where the majority of an advanced standing exemption was obtained.

Major Field of Study

Describes which of the specified fields of study is the major one.

Glossary-40
Mandatory Indicator
Specifies that a particular piece of data must be recorded as part of the enrollment
process.

Manual Assessment, Manual Adjustment

Distinguishes assessment transactions created for an individual student through the
Manual Fee Assessment window, rather than automatically through the fee
assessment process.

Manual Entry Indicator

Specifies that a fee assessment was a manual or system-calculated assessment.

Mark
Numerical value indicating a student’s level of achievement in a unit attempt.

Mark Entry Mandatory indicator

Specifies that a mark must be recorded and used to configure the electronic upload
process and the process for entering online results.

Mark/Grade Invalid
Electronic results upload configuration setting that defines the action taken by the
system when a mark and grade combination recorded in the upload file is invalid.

Mark Range - Grade

Minimum and maximum numerical value limiting the range of marks a student can
achieve to receive a particular grade.

Maximum Cross Credit Points

Maximum number of credit points in which a student can enroll in an academic
calendar outside of the enrolled program location or mode.

Maximum Intermission
Total months of intermission a student is allowed during a program.

Maximum Submission Date

Latest date a thesis can be submitted, required for a research candidacy. This
system-derived date can be overridden.

Glossary-41
 Member Type
Institution-defined classification of organizational units by structure level. Each
organizational unit must be assigned a member type, including FACULTY,
SCHOOL, DEPARTMENT, and DIVISION.

Merge Table Name

Name of a database table used in the Person Number Merge process.

Milestones - Date Reached

Date when a milestone is completed, successfully or unsuccessfully.

Milestones - Due Date

Date when a milestone is to be completed, calculated from the offset days value, or
entered.

Milestone Status
Institution-defined status showing the progress of a milestone, and mapped to a
system-defined milestone status, including PLANNED, ACHIEVED, FAILED, and
RE-PLANNED.

Milestone Type
Institution-defined classification of milestones, for examples, Six Month Report,
Literature Review Report, Project Selection, Conference Presentation, Draft Thesis
Available, and Miscellaneous.

Minimum - Entry Assessment Score

Minimum score required by an applicant to be considered for an offer of admission
to a program offering pattern. A program offering pattern assessment score takes
precedence over a minimum entry assessment score established at the program
offering instance level.

Minimum Submission Date

Earliest date a thesis can be submitted, required for a research candidacy. This
system-derived date can be overridden.

Minimum Submission Percentage

Percentage of effective full-time days that must pass before a research thesis can be
submitted. This value is used to calculate submission dates for a research candidacy.

Glossary-42
Mode - Maximum Cross Credit Points
See Maximum Cross Credit Points.

Name of Institution
Institution-defined name of an institution that can be mapped to a government
institution. The institution-defined name can be the same as the name of the
government institution.

New Student
Student enrolled in a program for the first time before the commence cutoff date
alias, usually set to the census date, has been reached.

No Assessment
Indicates if a student seeks a formal grade for a student attempt.

Nominated Value
Values of program attributes Location Code, Attendance Mode, and Attendance
Type are nominated if the user enters them in the relevant fields in the Enrollments
or Admissions windows. See Derived Value.

Non-Allowable Materials - Examination

Materials that students are not allowed to take into an examination.

Non-Examinable Assessment Item

Assessment item that is not an examination, for example, paper, project, or other
assignment.

No Program Attempts - Electronic Results Upload

Electronic results upload configuration setting that defines the action taken by the
system if a person specified in the validation file does not have any recorded
program attempts.

Note Format Type

System-defined note format, including OLE and text.

Note Type
Institution-defined classification of notes related to a program. For example, a
HANDBOOK note type can refer to notes containing information for publication in
an institution’s official handbook.

Glossary-43
 Notification Date
Date a debtor was notified about a fee assessment.

Notional Percentage Grade Distribution

Minimum and maximum percentage of students expected to receive a specific
grade for a particular unit offering.

Number Restriction
Limits number of items relevant to a particular admission step, for example,
MULTI-OFF allows a maximum number of offers to be established.

Number of Seats - Venue

Maximum number of seats in a venue.

Number Units Before Intermission

Number of units a student must complete before intermission is possible.

Obsolete Person Number

Person number of the obsolete record in the Merge Person Number process.

Offer Date Response Offset

Number of days added to an applicant’s offer date to calculate a default offer
response date.

Offered Indicator
Specifies that the unit offering option is available for offering.

Official Notification
See Grade Inclusion Indicators.

Offset Alias Value

See Date Alias Instance Offset.

Offset Date Alias

Event from which the date of another event is calculated by offset. For example, if
the submission date for census information, SUBMIT-DT, is set as four weeks after
the census date CENSUS, CENSUS is the offset date alias. Offsets can be positive or
negative.

Glossary-44
Offset Days for Milestone
Number of days entered for a default milestone when defining program default
milestones. This number is offset from the candidate's commencement date.

Offset Duration
A period of time before or after an event used to define the date of the event. For
example, if the submission date for census information, SUBMIT-DT, is set as four
weeks after the census date, CENSUS, the four weeks is the offset duration. Offsets
can be positive or negative.

Only as Subordinate Indicator

Specifies that the unit set can only be selected as a subordinate unit set within the
related program offering. For example, a particular minor must always be selected
within a particular previously selected major.

Optional Payment Indicator

Indicates whether a fee is optional or mandatory. Penalties and encumbrances do
not apply to optional payments.

Order in Award
Order in presentation of a unit set group, or major, in a ceremony.

Order in Ceremony
Order in presentation of an award in a ceremony.

Order in Presentation
Graduand’s position in the order of presentation of a ceremony.

Order of Precedence
Evaluates the fee assessment rate that should apply when a student’s method of
studying a program fulfills the conditions for more than one fee assessment rate.

Organizational Unit
Business unit of an institution or organization, including faculty, school,
department, and division.

Organizational Unit Account

Account linked to an organizational unit that receives disbursement income.

Glossary-45
 Organizational Unit Address
One or more addresses can be recorded for an organizational unit if they are
different address types. For example, an administrative branch can have a postal
address and a physical address.

Organizational Unit Code

Institution-defined code for an organizational unit. An organizational unit is
identified by its code and start date.

Organizational Unit History

Chronological record of changes made to data defining an organizational unit.

Organizational Unit Location

Physical location of an organizational unit. An organizational unit can have
multiple locations. Each location belongs to a location type, such as CAMPUS,
which defines its use in the system.

Organizational Unit - Ownership of Unit Version

Code of an organizational unit that owns, or is responsible for, a unit.

Organizational Unit Start Date

Date when an organizational unit is effective. The organizational unit is identified
by its code and start date.

Organizational Unit Status

Institution-defined status indicating the level of activity of an organizational unit
record, mapped to a system status of ACTIVE or INACTIVE.

Organizational Unit Type

Institution-defined classification of organizational units. Each organizational unit
must be assigned an organizational type. Examples include ACADEMIC and
ADMINISTRATIVE.

Outcome
Grade or mark for a student unit attempt assessment item. Also known as result.

Outcome Date
Date when an outcome is recorded for an assessment item.

Glossary-46
Override Amount Type
Overrides the amount type for a target.

Override Credit Point Increment

Allowable increment by which override credit points can be specified.

Override Credit Point Maximum

Maximum credit points allowed for a unit attempt.

Override Credit Point Minimum

Minimum credit points allowed for a unit attempt.

Override Credit Points Indicator

Indicates if enrolled and achievable credit points can be overridden at the student
unit attempt level.

Override Due Date - Student Unit Attempt Assessment Item

Assessment item due date extension granted to a student, typically for an
assignment.

Override End Time - Exam Session Instance

Used when an examination end time differs from a session end time.

Override End Time - Supervisors

When a supervisor ends supervision of an examination. If no value is specified, the
system uses the end time of the exam session as the default.

Override Period
Allows adjustment within the default period of the dates between which a
disbursement formula operates. See also Default Period.

Override Start Time - Exam Session Instance

Used when an examination start time differs from a session start time.

Override Start Time - Supervisors

When a supervisor starts supervision of an examination. If no value is specified, the
system uses the start time of the exam session as the default.

Glossary-47
 Override Title Indicator
Indicates whether the title of a unit can be overridden at the student unit attempt
level.

Override Title - Unit Sets

Overrides the unit set title within a context program version.

Overseas
Indicates an institution based in another country.

Overwrite Grades Allowed Indicator

Indicates if a saved assessment result can be overwritten when entering new results,
and used to configure the process for entering online results.

Owning Location
Superior location in a location relationship. For example, a university's location is
an owning location of its campuses’ locations. A location can have multiple owning
locations. See also Parent and Child Relationship.

Paid Date
Date when a thesis panel member is paid.

Paired Date Aliases

Two date aliases that define a period of time. For example, the date aliases for start
semester break and end semester break are paired to define the period of the break.

Paired Dates
See Paired Date Aliases.

Panel Chair Indicator

Selected for those institution-defined thesis panel member types that can be the
chairperson of an examining panel.

Panel Member Type

Institution-defined classification of members on a thesis panel, for example, Chair,
Ordinary, and Reserve.

Paper Name
Name of an examination paper.

Glossary-48
Parent and Child Relationship
A system record can be linked to other records in a one-to-one or one-to-many
relationship. The records can be linked in a superior, or parent, or subordinate, or
child, relationship to represent real-life structures. For example, a faculty consisting
of several schools is represented as children schools of a parent faculty.

Parent Organizational Unit

Superior organizational unit.

Parent Unit Set

Unit set that is in a superior relationship to another unit set. The parent unit set
must be included as part of a student unit set attempt. It can have an open end date,
if it is completed at the same time as the child unit set, or it can already be complete.

Payment Advice Number

Identifies a student or sponsor’s fee payment received through a bank.

Payment Due Date

Date when payment of a fee liability, or partial payment, is due.

Payment Rank
Determines the order in which payment amounts received should be applied to a
student’s fee liabilities.

Payment Schedule
Template schedule from which payment due dates for a fee are derived.

Percentage
Percentage of credit to grant as unit advanced standing; percentage of load to
attribute to a related calendar type.

Percentage Disbursement
See Disbursement Percentage.

Percentage of Program Requirements Granted

Total number of credit points of advanced standing granted divided by the number
of credit points required for the program.

Glossary-49
 Percent Disbursement
When processing journals, determines the portion of calculated disbursement
amounts available to budget centers at a point in time.

Permanent Resident Code

Institution-defined code indicating a student’s permanent residency status that
must be mapped to a government permanent resident code.

Permanent Resident Status

Codes indicating whether a student has permanent residency status.

Person
Any individual recorded in Oracle Student System, whether a student, staff
member, or other person, with a relationship to an institution.

Person Address
Address or addresses of a person recorded in the system.

Person Alias
Alternative names by which a person is known, such as maiden names.

Person Disability
Impairment or disability recorded for a person.

Person Doesn't Exist

Electronic results upload configuration setting that defines the action taken by the
system if a person recorded in the upload file does not exist in the system.

Person International Details

Details recorded for international students, including passport, visa, and citizenship
details.

Person Note Type

Institution-defined classification of notes pertaining to a person, for example,
ACADEMIC, ADMIN, and DISCIPLINE.

Person Number
Number that identifies a person.

Glossary-50
Person Number Group
Group of persons with a common characteristic or characteristics.

Person Number Group Member

Person included in a Person Number Group.

Person Number Type

Identifies the system or organization to which an alternate person number belongs.

Person Type
System-defined classification of a person. A person can have multiple types.
Examples are Faculty, Staff, and Applicant.

Perusal Time
Amount of time for reading an exam paper prior to an examination.

Planned Calendar
Calendars still under development and not available for use by other subsystems.

Practical Unit
Specifies that a unit is classified as a practical experience unit, in which case the
EFTSU value for the unit is generated by practical work experience.

Pre-Enroll Units Indicator

Specifies that student unit attempts for a program offering pattern should be
pre-enrolled as part of pre-enrollment.

Primary Assessor
See Primary Assessor Indicator.

Primary Assessor Indicator

Specifies that an assessor is the senior, or principal, assessor for an assessment item.

Primary Set Indicator

Indicates that a unit set is a primary set. Primary unit sets appear on official
documents. A unit set ranked lower than another unit set that exists in a student
unit set attempt and administrative unit sets cannot be set as primary sets.

Glossary-51
 Prior Education
Statistical details related to a student’s prior educational experience.

Priority Code - Venue

Indicates an order of preference when allocating examinations to venues, with no
associated system functionality.

Program Annual Load

Number of credit points that constitute a full-time load for each year of a program
version.

Program Annual Load Unit Link

Linking unit versions to program annual loads to calculate Effective Full Time
Student Units.

Program Attempt
See Student Program Attempt.

Program Attempt Contribution Option

Option chosen by a student for the payment of his or her contribution liability for a
program attempt.

Program Attempt Status

Statuses derived by the system based on a student’s enrollment, including Enrolled,
Lapsed, Inactive, and Discontinued.

Program Category
Institution-defined classification of programs enabling inquiry, reporting, and
manipulation of programs grouped together.

Program Code
Identifies a program.

Program Fee Trigger

Program code indicating that students in that program are to be assessed for a fee.

Program Group
Collection of programs with common institution-defined properties.

Glossary-52
Program Group Code
Identifies a program group.

Program Grouped
Indicates if a unit is program grouped.

Program Group Fee Trigger

Program group code indicating that students in those programs are to be assessed a
fee.

Program Group Member

Program version that belongs to a program group.

Program Group Type

Classification assigned to program groups to further define them, for example,
program equivalent and common entrance requirements. Each program group must
be mapped to a system program group type.

Program Note Type

Defines the purpose of a note related to a program. For example, a HANDBOOK
note type can refer to notes containing information for publication in an institution's
official handbook.

Program Offering
Association of a program version with a calendar type. An association with a
different calendar type constitutes a new program offering.

Program Offering Instance

Specific time when a program is offered, defined by the calendar instance when the
program version is offered.

Program Status
Specifies the status of activity, or availability, of a program version.

Program Type
Institution-defined classification of higher education programs, such as higher
doctorate, diploma, and non-award program.

Glossary-53
 Program Type - Basis Details
Program type of a program forming the basis of a unit advanced standing.

Program Type Fee Trigger

Program type code indicating that students in programs of that type are to be
assessed a fee.

Program Type Group

Institution-defined collection of program types for estimating census date
enrollment statistics, for example, higher degree by research and other
postgraduate.

Program Type Group Code

Identifies a program type group.

Program Type Restrictions

Restrict admission categories to particular program types.

Program Version Reference

Identifies the program version to which a correspondence item is related.

Provisional Indicator
Specifies that a student’s admission and enrollment in a program is pending
permanent arrangements. The indicator must be selected manually.

Publish Outcomes Indicator

Indicates if a student should have assessment results published. The default setting
is Yes.

Qualification Recency - Advanced Standing

Number of years during which other studies are recognized for granting advanced
standing in a program.

Quantity Per Student - Supplied Exam Materials

Indicates the quantity of an exam material type to supply to each student for an
examination.

Question or Title - Assessment Item

Question or title of a non-examinable assessment item.

Glossary-54
Range Number
Number assigned by the system to an element range.

Rank - Unit Sets

Describes the relative position of a unit set category to other categories, for example,
a major has a higher rank than a minor.

Rate
See Charge Rate.

Rate Number
Number assigned by the system to a fee assessment rate.

Rating Scale
Identifies the type of scale of values used to rate admission applications.

Rating Value
User-defined value used to rate admission applications.

Re-Admission
Process by which a person seeks to re-enter a program in which he or she was
previously enrolled.

Recipient
Registration ID and name of the person to whom a tracking item is sent for a
particular step.

Recommendation Summary
Text field for entering a summary of an assessor’s comments regarding the
assessment or thesis result he or she recommends.

Recommended Panel Size

Indicates the recommended number of members for a thesis panel.

Recommended Result
Recommended assessment or thesis result submitted by an assessor.

Glossary-55
 Reference Code
Reference code for a unit from an external system. For example, a voice response
code.

Reference Code Type

Classification of unit reference codes from external systems.

Reference - Unit Assessment Item

Identifying code, including numbers or other characters, of a unit assignment,
examination, or other assessment item.

Refunds
See Retention Schedule.

Rejected Applicant
Applicant who has not met requirements for admission.

Repeatable Indicator
Indicates if a student can repeat a unit he or she already passed for additional credit
toward program requirements.

Research Indicator
Specifies that a unit is classified as a research unit.

Research Percentage - Attendance Type

Describes the attendance percentage allocated to an attendance type for research
students, for example, Full-time, or 100% and Part-time, or 50%.

Research Supervisor
Institution-defined status applied to an individual responsible for reviewing a
research project.

Research Supervisor - Principal Indicator

Indicates that a research supervisor type represents the lead or most significant
supervisor for a research project.

Research Supervisor Type

See Supervisor Type.

Glossary-56
Research Topic
Broad subject to be researched by a research student, and a required field in a
research candidacy record. More detailed information is recorded with the thesis
details.

Reserved Enrollment
Subset of the enrollment quota that is currently reserved.

Resolved Indicator - Non-Enrolled Outcomes

Specifies that an non-enrolled outcome has been resolved.

Responsible Organizational Unit

Organizational unit responsible for a program version or unit set.

Restrict - Funding Source

Indicates if students enrolling in a program are restricted to funding sources
appearing in this set.

Result
Grade or mark for a student unit attempt assessment item. Also known as outcome.
See also System Result Type.

Result Type
Classification of assessment outcomes or grades.

Retention Schedule
Template schedule from which dates can be derived after which the institution
retains all or a portion of an amount assessed for a fee, in the event that a student’s
liability reduces after reassessment. Amounts paid and not retained are available for
refund.

Retroactive Date
Date up to which fee assessment can be run with a retroactive effective date.

Returning Student
Student enrolled in a program for the first time after the commence cutoff date alias
has been reached.

Glossary-57
 Review Date - Program Version
Date when a program version is due for review. No automatic closure or rollover is
implied by this date.

Review Date - Unit Sets

Date when a unit set version is due for review.

Review Date - Unit Version

Date when a version of a unit is due for review.

Rollover Destination Calendar Instance

Fee period into which a fee structure is to be rolled.

Rollover Source Calendar Instance

Fee period from which a fee structure is to be rolled.

Rule Check Indicator

Indicates if the system is responsible for rules relating to a student program
attempt. If a student will no longer be checked successfully by the system, selecting
No causes the student to be checked manually.

Rule Description
Name of a disbursement rule.

Rule Sequence Number

Identifies rule to be used in fee assessment.

Rule Text
Defines the operation of a disbursement rule.

Safety Net for Upfront Payment

Indicates if a student who has selected the up-front payment option has opted for
the safety net, in which the institution changes the up-front option to the deferred
option if the student cannot make the up-front payment by the due date.

Scheduled Indicator - Assessment Item

Indicates if an examinable assessment item is included in an examination timetable.

Glossary-58
Schedules
See Encumbrance Schedule, Payment Schedule, and Retention Schedule.

Scholarships - Conditions
Describes conditions that must be met to retain a scholarship.

Scholarships - Dollar Value

Describes the dollar value of a monetary scholarship.

Scholarships - Other Benefits

Describes any other benefits of a scholarship.

Scholarship Type
Classification of scholarships that must be mapped to an organization unit or to a
person number.

Scholarship Type Code

Institution-defined code to identify scholarship types.

School Code
Code that identifies a secondary education school.

School Type
System-defined classification of secondary education schools, for examples, STATE,
INDEPEND, and OTHER.

Second Percentage
Used when a teaching calendar is related a second time to a load calendar instance.

Selection Criteria - Thesis Panel Type

Describes selection criteria for members of an examination panel, including
required qualifications and years of experience.

Self Help Group Indicator

Specifies that a student wants to participate in a self-help group for an enrolled
program attempt.

Glossary-59
 Sequential Indicator
Determines if an item’s tracking steps must be completed in sequence and if
calculated action dates for steps are progressive.

Session
Each use of Oracle Student System, from logging on to logging off.

Session Date
Date when an examination session is held.

Session Number
Identifies a session within a selected examination calendar.

Sessions At Institution - Exam Supervisors

Number of examination sessions a supervisor has supervised at the home
institution used to indicate a supervisor’s level of experience.

Sessions At Other Institutions - Exam Supervisors

Number of examination sessions a supervisor has supervised at other institutions,
used to indicate a supervisor’s level of experience.

Short Paper Name

See Paper Name.

Show on Official Notification Indicator

Specifies that unit sets or unit attempts with a particular administrative unit status
are shown on official documents, such as academic transcripts and diplomas. For
academic unit sets, the default setting is select. For administrative unit sets, the
default setting is deselect.

Sought Outcome Indicator - Special Consideration

Specifies that a special consideration outcome is included in the list of available
sought outcomes.

Sought Outcome - Special Consideration

Special consideration outcome that a student identifies as the desired result of his or
her application.

Glossary-60
Source Categories
Source categories are logical groups of attributes used to define the rules involved
when importing prospect or admission records from an outside source. They are
also used to build self service application types and to declare elements as
mandatory.

Special Award
Award other than a program or honorary award, including prizes and medals.
Special awards can be announced at graduation ceremonies.

Special Consideration Category

Identifies the basis for a special consideration application.

Special Consideration Outcome

Result of a special consideration application.

Special Grade Type

System-generated classifications that identify students requiring deferred, special,
or supplementary examinations, and grades that can be overwritten during the
electronic results upload process.

Sponsor Code
Identifies a person or organization acting as a sponsor for a student.

Sponsorship
Arrangement in which a person or organization pays student fees in full or in part.

Sponsorship Limit
Amount that a sponsor does not exceed when paying a student's fees.

Sponsor Status
Code indicating the standing of a sponsor within an institution that maps to a
system sponsor status.

Sponsor Type
Classification of sponsors, for example, CORPORATE and FACULTY.

Glossary-61
 Standard Annual Load
Describes the load, in credit points, that a full-time student normally studies in a
year if enrolled in a program, and used to calculate the relative weighting of units.

Standard Full Time Completion Time

A government code that indicates the standard time to complete the requirements
of a program on a full-time basis. For example, 30 equals 3 years.

Standard Part Time Completion Time

A government code that indicates the standard time to complete the requirements
of a program on a part-time basis. For example, 60 equals 6 years.

Start Date Alias - Fee Assessment Processing

First date when an effective date for fee assessment processing can be set.

Start Date of Calendar Instance

Date when a calendar instance becomes effective.

Start Date - Fee Period

First date of a fee period.

Start Date - Grading Schema

First date of a grading schema version.

Start Date - Institution Address, Location Address, Organizational Address

Date when an address for an institution, location, or organizational unit becomes
effective.

Start Date - Organizational Unit

Date when an organizational unit becomes effective. An organizational unit is
identified by its code and start date.

Start Date - Person Statistics

Date when a student’s statistical information is effective.

Start Date - Program Offering Instance

Date when a program offering instance becomes effective.

Glossary-62
Start Date - Program Version
Date when a program version becomes effective.

Start Date of Tracking Item

System-generated date when an item is initiated which cannot be altered.

Start Date - Unit Sets

Date when a unit set version becomes effective.

Start Date - Unit Version

Date when a unit version becomes effective.

Start Time - Exam Session

Time an examination session commences.

Start Time - Unit Class

Time a unit class commences.

Statement of Account
Used for the invoice sent to students or sponsors after fee assessment.

Status of a Thesis
System-generated status indicating the progress of a thesis, including PENDING,
SUBMITTED, EXAMINED, and DELETED.

Step
See Admission Step, Enrollment Step, Tracking Step, Tracking Type Step.

Step Complete Indicator

Set by a step’s recipient or a tracking item’s originator when a step has been
completed.

Step Group Type

System-defined classification of admission, enrollment, research, or tracking steps
according to their relation to students, programs, or units.

Step Order
Sequence in which admission, enrollment, research, or tracking steps are
performed. The step order does not apply to certain step group types.

Glossary-63
 Step Type
System-defined step in the admission, enrollment, research, or tracking processes.

Student Commencement Type

Describes the relationship between a group of students and an institution at
enrollment, and used to define enrollment procedure details and steps for each
group of students. Student groups are NEW, commencing a program; RETURN,
continuing in an enrolled program attempt; or ALL, both new and returning
students.

Student Program Attempt

Enrollment of a student in a particular program offering option.

Student Target
Numeric range for goal of admission of applicants with certain characteristics to
programs of study. Targets can be defined for organization units, by funding source,
by program offering pattern, by unit set, by program type, program attendance
mode, and by unit internal program level.

Student Unit Attempt

Enrollment of a student in a particular unit offering pattern.

Student Unit Attempt Assessment Item

See Assessment Item.

Sub Location
Subordinate location in a location relationship. For example, a campus location is a
sub location of the university location. A location can have multiple sub locations.
See also Parent and Child Relationship.

Submission Date - Expected

Date specified by the candidate when he or she expects to submit a thesis for
examination.

Submission Date - Last

Date when a thesis is submitted for examination.

Subordinate Calendars
See Calendar Instance Relationship.

Glossary-64
Subordinate Unit
Sub unit to a superior unit.

Subordinate Unit Version

Sub unit version to a superior unit version.

Successful Applicant
Applicant eligible to receive an offer.

Superior Calendars
See Calendar Instance Relationship.

Superior Unit
Unit with sub units.

Superior Unit Version

Unit version with sub unit versions.

Supervision - End Date

Date when a supervisor’s service for a research candidacy ends.

Supervision - Funding Percentage

Percentage of a research load apportioned for funding purposes to a specified
organizational unit.

Supervision - Organization Unit

Organizational unit a supervisor works for when serving as supervisor.

Supervision Percentage
Percentage of supervision undertaken by a supervisor, used to calculate the research
load incurred by supervisors within an institution.

Supervision - Profession
Supervisor‘s profession.

Supervision - Replaced Person Number

Person number of a replaced supervisor for the supervision history for a research
candidacy.

Glossary-65
 Supervision - Start Date
Date when a supervisor becomes effective for a research candidacy.

Supervisor Instructions
Special instructions for supervisors administering an examination.

Supervisor Limit
Maximum number of supervisors typically allocated to a venue.

Supervisor Type
Institution-defined classification of supervisors for assessment or research.

Supplementary Assessment
Additional assessment item given to a student because the student failed during the
normal assessment period. Supplementary assessment is typically the outcome of a
special consideration application.

Supplementary Examination
Additional examination given to a student because the student failed during the
normal assessment period.

Supplementary Examinations Permitted

Indicates if supplementary examinations or other assessment can be undertaken by
students enrolled in a program.

Supplied Materials - Examination

Materials supplied to students for an examination.

System Admission Application Status

System-defined status to which an institution-defined admission application status
is mapped, including RECEIVED, COMPLETED, and WITHDRAWN.

System Admission Conditional Offer Status

System-defined status to which an institution-defined admission conditional offer
status is mapped, including PENDING, SATISFIED, and WAIVED.

System Admission Documentation Status

System-defined status to which an institution-defined admission documentation
status is mapped, including NOT-APPLIC, PENDING, and SATISFIED.

Glossary-66
System Admission Entry Qualification Status
System-defined status to which an institution-defined admission entry qualification
status is mapped, including NOT-APPLIC, PENDING, and SATISFIED.

System Admission Fee Status

System-defined status to which an institution-defined admission fee status is
mapped, including EXEMPT, ASSESSED, and RECEIVED.

System Admission Offer Deferment Status

System-defined status to which an institution-defined admission offer deferment
status is mapped, including PENDING, APPROVED, and REJECTED.

System Admission Offer Response Status

System-defined status to which an institution-defined admission offer response
status is mapped, including PENDING, ACCEPTED, and LAPSED.

System Admission Outcome Status

System-defined status to which an institution-defined admission outcome status is
mapped, including PENDING, OFFER, and COND-OFFER.

System Admission Process Type

System-defined classification of the processes available for Direct Admission, for
example, Re-Admission and Program Transfer.

System Admission Unit Outcome Status

System-defined status to which an institution-defined admission unit outcome
status is mapped, including OFFERED and REJECTED.

System Amount Type

Indicates how an intake target type is measured, including EFTSU, PERCENTAGE,
PERSON, and WEFTSU.

System Assessment Type

System-defined classification of assessment types to which an institution-defined
assessment type can be mapped, including ASSIGNMENT and NONCENTRAL.

System Assigned Indicator - Grading Schema

Specifies that a grade can only be assigned by system processes.

Glossary-67
 System Calendar Status
System-defined reference data assigned to a calendar status defined by an
institution to indicate if a calendar is planned, active, or inactive.

System Charge Method Type

See Charge Method.

System Contribution Payment Type

System-defined classification of contribution payment types to which a government
contribution payment option maps, that allows the system to determine how a
student discharges a contribution liability.

System Default Indicator

The default institution-defined status if more than one is mapped to a
system-defined status.

System Fee Hold Status

System-defined status to which an institution-defined fee encumbrance status is
mapped, including WAIT APRVL, APPLIED, and CANCELLED.

System Fee Sponsorship Status

System-defined status to which an institution-defined fee sponsorship status is
mapped, including ACTIVE, EXPIRED, and CANCELLED.

System Fee Structure Status

System-defined status to which an institution-defined fee structure status is
mapped, including ACTIVE, INACTIVE, and PLANNED.

System Fee Trigger Category

Restricts triggers that can be applied to a fee liability of a particular fee type,
including INSTITUTN, for institution-wide fees with no triggers attached to fee
liability, and COURSE.

System Fee Type

System-defined classification of fee types, for example, CONTRIBUTION,
TUITION, and OTHER. CONTRIBUTION and TUITION fee types can be reported
to the government.

Glossary-68
System Generated Indicator
Indicates if an inquiry package is produced by the system.

System Hold Effect Type

Describes the effect of placing a hold on a student or a student program attempt.

System Inquiry Status

System-defined status to which an institution-defined inquiry status is mapped.

System Institution Status

System-defined status that defines an institution’s level of activity and to which an
institution-defined institution status is mapped, including INACTIVE or ACTIVE.

System Intake Target Type

System-defined classification of intake target types, for example,
COMMENCEMENT, RETURNING, TOTAL, and USER-DEFINED.

System Location Type

System-defined classification of locations used to determine associated
functionality. Location type can be mapped to system location types.

System Organizational Status

System-defined status that defines an organizational unit’s level of activity and
enables functionality, and to which an institution-defined organizational unit status
is mapped, including ACTIVE or INACTIVE.

System Person ID Type

System-defined classification of person ID types that has associated functionality.
Institution-defined person ID types are mapped to system person ID types and
inherit the associated functionality.

System Program Group Type

System-defined classification of program groups. Each program group must be
assigned a program group type. Examples include equivalents and common
entrance requirements.

Glossary-69
 System Program Status
System-defined status that indicates the level of program activity of a program
version. A program is established with a status of PLANNED. For students to be
enrolled in the program, it must have a status of ACTIVE.

System Reference Code Type

System-defined classification of reference code types that defines the use of a
program entry point reference code.

System Result Type

System-defined classification of result types, including PASS, FAIL, INCOMPLETE,
and WITHDRAWN.

System Sponsor Status

System-defined status to which an institution-defined sponsor status is mapped,
including ACTIVE and CANCELLED.

System Tracking Status

System-defined status, including ACTIVE, CANCELLED, and COMPLETE.

System Tracking Type

System-defined classification of tracking types associated with specific functionality.
Each institution-defined tracking type is mapped to a system tracking type.

System Unit Mode

System-defined mode of offering a unit, including ON for on-campus, OFF for
off-campus, and COMPOSITE for both on-campus and off-campus.

System Unit Status

System-defined unit status to which an institution-defined unit status is mapped,
including PLANNED, ACTIVE, and INACTIVE.

Target
Minimum target to be reached.

Target Days
Indicates maximum number of days a tracking item of a particular type takes to
complete, used by the system with the Business Days Only indicator to calculate the
Completion Required By date for an item.

Glossary-70
Tax File Number Invalid Date
Date an institution is notified that a student supplies an invalid tax file number.

Tax File Number Recorded Date

Date when a student’s tax file number is recorded in the system.

Teaching Period Code

Code used for extracting academic results for export, which is mapped to
institution-defined teaching calendars.

Teaching Responsibility
Percentage allocation of teaching responsibility to an organizational unit for a unit
of study.

Testamur
Official printed document indicating the conferral of an award.

Testamur Type
Classification of testamurs based on their content and layout. Each testamur type
must be mapped to a correspondence type to record the mailing of testamurs.

Test Run
Parameter enabling the fee assessment routine, when initiated from the Fee
Assessment Routine and Trace job, to run without updating the database while still
supplying a report of the processing decisions.

Thesis Examination Type

Institution-defined classification of thesis types, for example, Written, Performance,
and Oral.

Thesis Format
Text field to record the format of a thesis.

Thesis Panel
Administers thesis examinations.

Thesis Panel Type

Institution-defined classification of thesis panel types.

Glossary-71
 Thesis Result
Assessment outcome or grade of a thesis.

Thesis Result Code

Institution-defined code that must be mapped to a system thesis result code. System
thesis result codes include the final results: FAIL, FAIL-ALT, NO RESULT, and
PASS, and codes for incomplete, or interim, results: MINOR-REV and REV-MAJOR.
Incomplete results can be recorded for a thesis examination, but not a thesis.

Thesis Result - Thesis Examination

Assessment outcome or grade of a thesis examination resulting from panel member
recommendations.

Thesis Topic
Text field containing the topic of a thesis.

Time Limitation
Maximum number of years students have to complete a program offering option.

Times Keyed
Number of times an outcome has been entered.

Title
Full title of a research student’s thesis.

Total Credit Points Approved

Total credit points approved as advanced standing.

Total Credit Points Granted

Total credit points granted as advanced standing.

Tracking Group ID
Institution-defined code identifying a group of tracking items.

Tracking Group Status

System-derived status indicating a tracking group’s progress, including ACTIVE, if
any tracking items are active and COMPLETE, if all tracking items are complete or
cancelled.

Glossary-72
Tracking ID
See Tracking Item ID.

Tracking Item
Document or process monitored by the Tracking subsystem.

Tracking Item Group Membership

Membership of a tracking item in a tracking group or groups.

Tracking Item ID
System-generated identification number of a tracking item.

Tracking Item Originator

Name and identification number for a person who created a tracking item.

Tracking Item Subject

Name and identification number for a person who is the subject of a tracking item,
typically, a student.

Tracking Note Type

Classification of tracking notes.

Tracking Status
Institution-defined status of a tracking item mapped to a system tracking status.

Tracking Step
Activity required to process a tracking item, identified by a system-generated
number representing the order the step is completed if the Sequential indicator is
set.

Tracking Step Group Type

See Step Group Type.

Tracking Step Order

See Step Order.

Glossary-73
 Tracking Type
Institution-defined classification of tracking items that map to system-defined
tracking types, including ASSESSMENT, MANUAL ADJ, PAYMENT, and
RETENTION.

Tracking Type Step

Identified by a system-generated number and used as a default activity in the
processing of a tracking item of the same type.

Transaction
Positive or negative amount that a student pays or owes.

Trigger
Program, group of programs, unit, unit set, or trigger group recorded for a fee
liability matched against a student’s program, unit attempts, or unit set to
determine if the student is liable for a particular fee. See also Program Fee Trigger,
Program Group Fee Trigger, Program Type Fee Trigger, Unit Trigger, Unit Set
Trigger, and Trigger Group.

Trigger Group
Group consisting of program, unit, and unit set triggers and acting as a single
trigger.

Unconditional Offer
Standard offer of admission to a program, including details of any advanced
standing offered.

Unit Assessment Item

See Assessment Item.

Unit Attempts
See Student Unit Attempt.

Unit Attempt Status

System-defined status of a unit attempt.

Unit Category
Grouping of units with a common characteristic or characteristics.

Glossary-74
Unit Class
Class in which a unit is taught.

Unit Code
Identifies a unit.

Unit Deletion Cut-Off Date Alias

If advanced standing is granted on or before this date, an enrolled student unit
attempt, linked to a teaching period, can be deleted.

Unit Discontinued
Electronic results upload configuration setting that defines the action taken by the
system when a unit attempt recorded in the upload file is discontinued.

Unit Grading Schema Precedence Indicator

Indicates if grading schema attached to a unit offering option takes precedence over
grading schema attached to an enrolled student’s program offering.

Unit Internal Program Level

Internal program level grouping of a unit for calculation of Weighted Effective Full
Time Student Units.

Unit Level
Level of a unit in a normal year.

Unit Mode
Means by which a unit can be studied. Each institution-defined unit mode must
map to a system-defined unit mode, including ON for on-campus, OFF for
off-campus, and COMPOSITE for both on-campus and off-campus.

Unit Not Enrolled

Electronic results upload configuration setting that defines the action taken by the
system when a student is not enrolled in a unit recorded in the upload file.

Unit Offering
Availability of a unit version to students specified by naming the teaching calendar
in which a unit is to be offered.

Glossary-75
 Unit Offering Pattern
Availability of a unit version in terms of attendance mode and type.

Unit Placement
Recommendation for placement in a particular unit, based upon an applicant’s
admission test score results.

Unit Set
Group of units or rules with a common characteristic or characteristics, including
MAJOR, MINOR, STRAND, and STREAM.

Unit Set Category

Institution-defined grouping of unit sets, or code representing this grouping,
including MAJOR, MINOR, STRAND, and STREAM.

Unit Set Code

Identifies a unit set.

Unit Set Group

Subdivision of a program award. Allows a program award to be split across
ceremonies and graduands to be presented in order within their unit set group.

Unit Set Status

Institution-defined status attributed to a unit version to define its currency in the
system, and mapped to a system unit set status.

Unit Set Trigger

Unit set code indicating that students in that unit set are to be assessed a fee.

Unit Set Version

Only one version of a unit set with a status of ACTIVE and an unset expiry date can
exist in the system.

Unit Set Version Number

Identifies a version of a unit set.

Unit Status
Indicates the level of activity of a unit, for example, CURRENT and SUSPENDED.

Glossary-76
Unit Trigger
Unit code indicating that students in that unit are to be assessed a fee.

Unit Version Reference

Identifies the unit version to which a correspondence item is related.

Unsuccessful Applicant
Applicant who has met the requirements for admission but is not offered admission
because of quota restrictions or other reasons.

Upfront Payment Option

See Government Contribution Payment Option.

Upper Load Limit

Upper load value of the enrollment load range, in credit points, that defines a
student’s attendance type in an academic period.

Upper Range
See Element Range.

Variation Cut-Off Date

Date when variations to enrollments can no longer be processed, except for users
with a security role permitting access to the variation cut-off date override
enrollment step.

Venue
Place available for an examination session or site where a graduation ceremony
takes place. Each graduation venue is associated with a parent graduation location.

Venue Code
Identifies a venue.

Version Number - Grading Schema

System-generated number that identifies a version of grading schema.

Visa Type
Classification of visas for international applicants, students, staff, and faculty.

Glossary-77
 Voice Response Available Indicator
Specifies that a unit offering option is available for enrollment through voice
response.

Voluntary End Indicator

Describes whether the ending of a unit set attempt is voluntary or the result of
failure to progress or other administrative reason.

Voluntary Indicator - Intermission

Indicates if an intermission of a student program attempt is initiated at a student’s
request.

Waive Option Check Indicator

Indicates whether to waive checks applied by forced elements of a program offering
option, including location, attendance mode, and attendance type.

Waive Rules
Turning off online unit rule checking function, allowing a student to enroll in a unit
that goes against the rules.

Waive Rules Date

Date when a rule applying to a unit attempt is waived.

Waive Rules Person ID

Indicates a person who waives a rule applying to a unit attempt.

Weighted Average Mark

A calculated value used to evaluate a student’s progress in a program attempt.

Weighted Average Mark Weighting

Rules used to determine weighted average mark calculations.

Weighted Effective Full Time Student Units

Effective Full Time Student Units multiplied by discipline funding index multiplied
by unit program level factor.

Weighted Effective Full Time Student Units Factor

Factor associated with an internal program level grouping used to determine
Weighted Effective Full Time Student Units.

Glossary-78
Working Time
Amount of time a student has to complete an examination.

Workload Credit Points - Lab

Institutionally-defined instructional load calculation equivalent to the lab credit
points.

Workload Credit Points - Lecture

Institutionally-defined instructional load calculation equivalent to the lecture credit
points.

Write Off Bad Debt Indicator

Indicates if debt is written off when a fee encumbrance is applied.

Year - Program Annual Load

Year to which an annual load figure applies.

Glossary-79
Glossary-80
 Index
A overview, 364-2
addressess
Aboriginal/Torres Strait Islander codes procedures
Aboriginal/Torres Codes window entering address, usage, and contact
example, 368-4 details, 364-3
definition, 368-2 administrative unit statuses
overview, 368-2 Administrative Unit Statuses window
procedures example, 181-6
creating, 368-3 definition, 181-2
academic history details overview, 181-2
Academic History Details window procedures
description, 162-6 assigning grades to, 181-5
example, 162-5 creating, 181-4
definition, 162-2 admission
overview, 162-2 research students, 308-2, 309-12
procedures admission application history
entering academic history details, 162-3 Admission Application History window
academic hold report concurrent process, 195-7 example, 417-4
academic transcript concurrent process, 274-11 definition, 417-2
account classifications overview, 417-2
Account Classification window procedures
example, 231-5 displaying, 417-3
definition, 231-2 admission application statuses
fee posting accounts example, 231-2 Admission Application Status window
overview, 231-2 example, 112-4
procedures definition, 112-2
creating, 231-4 overview, 112-2
achievable credit points, 309-17 procedures
add grace period to payment schedules concurrent entering, 112-3
process, 235-15 admission calendar configurations
addresses Admission Calendar Configurations window
Addresses window example, 155-6
example, 364-6 definition, 155-2
definition, 364-2 overview, 155-2

Index-1
 procedures Record Admission Enquiries window
maintaining, 155-5 example, 105-5
admission calendar rollover report concurrent admission entry qualification statuses
process, 166-7 Admission Entry Qualification Status window
admission calendars example, 117-4
modifying, 104-18 definition, 117-2
rolling over, 104-19 overview, 117-2
setting up, 104-17 procedures
varying dates for admission period entering, 117-3
categories, 104-20 admission fee statuses
admission categories, 104-17 Admission Fee Status window
Admission Category window example, 113-4
example, 110-6 definition, 113-2
definition, 110-2 overview, 113-2
overview, 110-2 procedures
procedures entering, 113-3
entering admission category, 110-4 admission offer deferment statuses
admission codes Admission Offer Deferment Status window
Admission Codes window example, 123-4
example, 116-4 definition, 123-2
definition, 116-2 overview, 123-2
overview, 116-2 procedures
procedures entering, 123-3
entering, 116-3 admission offer response statuses
admission conditional offer statuses Admission Offer Response Status window
Admission Conditional Offer Status window example, 122-4
example, 121-4 definition, 122-2
definition, 121-2 overview, 122-2
overview, 121-2 procedures
procedures entering, 122-3
entering, 121-3 admission outcome statuses
admission documentation statuses Admission Outcome Status window
Admission Documentation Status window example, 120-4
example, 119-4 definition, 120-2
definition, 119-2 overview, 120-2
overview, 119-2 procedures
procedures entering, 120-3
entering, 119-3 admission period calendars
admission enquiries Admission Period Calendars window
definition, 105-2 example, 156-5
overview, 105-2 definition, 156-2
procedures overview, 156-2
entering inquiry records, 105-4 procedures
Record Admission Enquiries maintaining admission period
description, 105-6 calendars, 156-3

Index-2
admission period categories, 104-20 example, 132-14
admission period date overrides Credential Ratings window
Admission Period Date Overrides window example, 132-16
example, 157-5 definition, 132-2
definition, 157-2 Interests window
overview, 157-2 example, 132-15
procedures overview, 132-2
creating admission period date procedures
overrides, 157-3 setting up admission reference data, 132-3
admission periods, 104-20 Recruitment Information window
admission process category details example, 132-22
Admission Process Category Detail window Test Result Information window
example, 111-5 example, 132-21
definition, 111-2 Transcript Information window
overview, 111-2 example, 132-17
procedures admission test results
entering admission process categories, 111-3 Admission Test Results window
admission processes example, 165-4
defining, 103-5 definition, 165-2
admission program application instance history overview, 165-2
Admission Program Application Instance History procedures
window entering admission test results, 165-3
example, 416-4 admission test types
definition, 416-2 Admission Test Types window
overview, 416-2 example, 126-6
procedures definition, 126-2
displaying, 416-3 overview, 126-2
admission program application instance unit history procedures
Admission Program Application Instance Unit creating test segments, 126-4
History window creating test types, 126-3
example, 418-4 admission unit outcome statuses
definition, 418-2 Admission Unit Outcome Status window
overview, 418-2 example, 118-4
procedures definition, 118-2
displaying, 418-3 overview, 118-2
admission reference data setups procedures
Activities window entering, 118-3
example, 132-13 Admissions
Applicant Goals window procedures
example, 132-18 admission requirements, 146-13
Application Detail Codes window application credential details, 146-30
example, 132-20 application details, 146-4
Application Fee Information window application offer response, 146-21
example, 132-19 application outcome details, 146-16
Athletics window creating admission period date

Index-3
 overrides, 157-3
creating basis for admission types, 115-3
creating person records, 337-3
creating teaching period codes, 142-3
creating test segments, 126-4
creating test types, 126-3
creating unit placement recommendations
based on test segment, 128-4
creating unit placement recommendations
based on test type, 128-3
creating visa types, 114-3
displaying key academic indicators, 146-24
displaying unit placement recommendations
based on test segment, 107-4
displaying unit placement recommendations
based on test type, 107-3
entering a person’s activities, 163-3
entering academic history details, 162-3
entering admission application
statuses, 112-3
entering admission category, 110-4
entering admission codes, 116-3
entering admission conditional offer
statuses, 121-3
entering admission documentation
statuses, 119-3
entering admission entry qualification
statuses, 117-3
entering admission fee statuses, 113-3
entering admission offer deferment
statuses, 123-3
entering admission offer response
statuses, 122-3
entering admission outcome statuses, 120-3
entering admission process categories, 111-3
entering admission test results, 165-3
entering admission unit outcome
statuses, 118-3
entering applications for admission, 106-4
entering contact details, 337-5
entering employment details, 338-3
entering equivalent grades, 131-3
entering government admission codes, 139-3
entering government levels of
completion, 141-3
Index-4
entering government levels of
qualification, 140-3
entering inquiry records, 105-4
entering notes, 146-33
entering program applications, 146-3
entering program enquiry package
items, 154-3
entering program student targets, 161-3
entering recruitment details, 164-3
entering secondary education assessment
types, 136-3
entering secondary education schools, 135-3
entering session details, 106-5
entering submission intake targets, 159-3
entering tertiary levels of completion, 125-3
entering tertiary levels of qualification, 124-3
establishing fee contracts, 148-5
find program, 145-3
maintaining admission calendar
configurations, 155-5
maintaining admission period
calendars, 156-3
maintaining direct admissions unit, 147-3
maintaining enquiry characteristic
types, 151-3
maintaining enquiry information
types, 150-3
maintaining enquiry source types, 149-3
maintaining enquiry status, 152-3
maintaining faculty degree details, 355-3
maintaining inquiry package items, 153-3
maintaining organizational unit student
targets, 160-3
maintaining overseas secondary education
qualification, 138-3
maintaining program offering option
admission categories, 65-3
maintaining student target types, 158-3
mapping assessment type government
scores, 137-3
mapping government secondary assessment
types, 143-3
querying person records, 144-3
querying person records with Query Find
window, 144-4
 rating details, 146-26
reviewing partially matching records, 109-3
setting admission import process
parameters, 108-3
setting up admission reference data, 132-3
setting up credential types, 129-3
setting up note types, 130-3
setting up rating scales, 127-3
setting up self service admission
applications, 133-3
setting up source categories for building self
service application types, 134-4
setting up source categories for data
import, 134-3
admissions academic result requisition concurrent
process, 166-21
admissions completeness check report concurrent
process, 166-22
admissions government enrollment statistics return
file concurrent process, 166-27
admissions government offer file load concurrent
process, 166-17
admissions import process
Admissions Import Process window
example, 108-4
definition, 108-2
overview, 108-2
procedures
setting admission import process
parameters, 108-3
admissions import process concurrent
process, 166-10
admissions postgraduate government offer file load
concurrent process, 166-19
Admissions subsystem
concurrent processes, 166-1
delete system log entries, 399-1
direct admissions
definition, 103-9
recording application outcomes, 103-12
recording new applications, 103-9
transferring students between
programs, 103-11
updating existing applications, 103-10
government admissions
obtaining academic results, 103-14, 104-22
overview, 103-13
processing government admissions, 104-21
requesting enrollment statistics, 103-14,
104-22
inquiries, admission
definition, 103-7
modifying, 103-8
producing packages, 104-23
recording, 103-7
procedures
defining admission processes, 103-5
modifying inquiries, 103-8
obtaining government academic
results, 103-14
recording direct admissions application
outcomes, 103-12
recording inquiries, 103-7
recording new applications for direct
admissions, 103-9
requesting government enrollment
statistics, 103-14
transferring students between
programs, 103-11
updating existing applications for direct
admissions, 103-10
procedures - subsystem specialists
linking program offering options to admission
categories, 104-17
modifying admission calendars, 104-18
obtaining government academic
results, 104-22
processing government admissions, 104-21
producing admission inquiry
packages, 104-23
recording student intake targets, 104-23
requesting government enrollment
statistics, 104-22
rolling over admission calendars, 104-19
setting up admission calendars, 104-17
setting up process categories, 104-15
setting up reference data, 104-2
setting up steps, 104-15
varying dates for admission period
categories, 104-20
Index-5
 purpose, 103-2 recording configuration details, 237-5
responsibilites, user, 103-4 setting up reference data, 237-5
setup, 104-2 process overview, 237-8
Student Finance subsystem, 198-20 purpose, 237-2
terminology, 103-2 user responsibilities, 237-3
Advanced Standing advanced standing types, 237-4
procedures definition, 240-2
entering advanced standing configuration overview, 240-2
data, 239-3 procedures
entering advanced standing details, 238-6 modifying effects of, 240-3
entering advanced standing unit System Advanced Standing Types window
details, 238-7 example, 240-4
entering advanced standing unit level advanced standing unit inquiries
details, 238-9 Advanced Standing Unit Inquiry window
maintaining advanced standing configuration description, 335-5
details, 239-3 definition, 335-2
modifying effects of advanced standing overview, 335-2
types, 240-3 procedures
advanced standing configuration details displaying, 335-3
Advanced Standing Configuration window advanced standing unit level inquiries
example, 239-4 Advanced Standing Unit Level Inquiry window
definition, 239-2 description, 336-4
overview, 239-2 definition, 336-2
procedures overview, 336-2
entering advanced standing configuration procedures
data, 239-3 displaying, 336-3
advanced standing details alternative exits, 275-12
Advanced Standing Details window alternative person IDs
example, 238-11 Alternative Person IDs window
definition, 238-2 example, 339-5
overview, 238-2 definition, 339-2
procedures overview, 339-2
entering, 238-6 procedures
entering advanced standing unit creating, 339-3
details, 238-7 applications for special consideration in assessment
entering advanced standing unit level concurrent process, 274-24
details, 238-9 apply unit assessment item modification to students
advanced standing granting report concurrent concurrent process, 274-37
process, 241-7 apply unit set program offerings
advanced standing statuses, 237-9 Apply Unit Set to Program Offerings window
Advanced Standing subsystem example, 44-4
concurrent processes, 241-1 definition, 44-2
procedures - subsystem specialists overview, 44-2
assigning attributes to recognition procedures
types, 237-7 applying, 44-3

Index-6
approval statuses, 275-7 procedures
articulating awards, 275-13 mapping, 137-3
assessment assessment types
research students Assessment Types window
entering outcomes for, 308-5 example, 244-4
maintaining grading schema for, 309-18 definition, 244-2
monitoring progress, 308-7 overview, 244-2
monitoring progress with Effective Full Time procedures
Days, 310-2 entering, 244-3
monitoring progress with milestones, 308-9 assessment, fee
monitoring progress with submission See fee assessment
dates, 310-2 Assessments
assessment calendars, 243-3 procedures
assessment item examination materials allocating supervisors to venue, 262-5
Assessment Item Examination Materials window amending student unit attempt
example, 252-4 outcomes, 271-3
definition, 252-2 creating examination supervisor
overview, 252-2 details, 260-3
procedures creating unit assessment patterns, 255-3
entering, 252-3 entering assessment item examination
assessment items, 242-4 materials, 252-3
Assessment Items window entering assessment items, 251-5
example, 251-7 entering assessment types, 244-3
attaching to assessment patterns, 243-13 entering assessments calendar
attaching to student unit attempts, 243-9 configuration, 250-3
definition, 251-2 entering assessor types, 247-3
examinable, 242-4, 243-10 entering examination material types, 246-3
maintaining, 243-6 entering examination sessions, 261-3
nonexaminable, 242-4, 243-9 entering examination supervisor types, 245-3
overview, 251-2 entering special consideration
procedures categories, 248-3
entering, 251-5 entering special consideration
setting up, 243-6 outcomes, 249-3
assessment outcomes, 242-12, 243-16, 243-18 entering student unit assessment
assessment patterns, 242-7 items, 258-3
attaching assessment items, 243-13 entering unit assessment items, 253-3
attaching to student unit attempts, 243-14 entering venue session availability, 259-3
maintaining, 243-13 maintaining grading schema grade
setting up, 243-13 translations, 267-3
assessment type government score mapping maintaining grading schemas, 266-3
Assessment Type Government Score Mapping maintaining mark/grade entry, 268-3
window maintaining mark/grade entry
example, 137-4 configuration, 265-3
definition, 137-2 maintaining non-enrolled student
overview, 137-2 outcomes, 269-3

Index-7
 maintaining student examination setting up assessment patterns, 243-13
details, 263-3 setting up examination calendars, 243-3
maintaining transcript types, 273-3 setting up reference data, 243-2
producing academic transcript, 272-3 translating grading schemas, 243-15
querying student unit assessment uploading results electronically, 243-17
patterns, 257-3 purpose, 242-2
querying unit assessment items query, 254-3 special consideration for students, 242-12
querying unit assessment pattern terminology, 242-2
query, 256-3 user responsibilities, 242-3
registering special consideration application assessor types
details, 264-3 Assessor Types window
validating outcome upload file, 270-5 example, 247-4
assessments calendar configuration definition, 247-2
Assessments Calendar Configuration window overview, 247-2
example, 250-4 procedures
definition, 250-2 entering, 247-3
overview, 250-2 assign graduand status concurrent process, 291-6
procedures assignment due date summary report concurrent
entering, 250-3 process, 274-30
Assessments subsystem attempts, program
concurrent processes, 274-1 See program attempts
electronic upload of results, 242-12, 243-17 attempts, unit
grading schema, 242-10, 243-14 See unit attempts
prerequisites, 242-4 attendance
procedures research students
assessing students, 242-7 recording variation in, 308-7
procedures - subsystem specialists attendance percentages
attaching assessment items to assessment research students, 310-14
patterns, 243-13 attendance types, 168-40
attaching assessment items to student unit Research subsystem, 309-13
attempts, 243-9 Audit
attaching assessment patterns to student unit procedures
attempts, 243-14 displaying
maintaining assessment items, 243-6 unit discipline history, 408-3
maintaining assessment patterns, 243-13 displaying admission application
maintaining grading schemas, 243-14 history, 417-3
managing examinations, 243-10 displaying admission program application
managing nonexaminable assessment instance history, 416-3
items, 243-9 displaying admission program application
publishing outcomes, 243-18 instance unit history, 418-3
recording results, 243-16 displaying discipline history, 406-3
recording student unit attempt displaying field of study history, 407-3
outcomes, 243-15 displaying funding source history, 423-3
setting up assessment calendars, 243-4 displaying funding source restriction
setting up assessment items, 243-6 history, 411-3

Index-8
 displaying graduand award ceremony example, 52-7
history, 425-3 definition, 52-2
displaying graduand history, 424-3 overview, 52-2
displaying institution history, 426-3 procedures
displaying organizational unit history, 427-3 creating, 52-4
displaying program field of study querying, 52-6
history, 401-3 surrendering, 275-14
displaying program ownership awards report concurrent process, 101-6
history, 402-3
displaying program reference code
history, 403-3
B
displaying program type history, 400-3 basic program details
displaying program unit level history, 404-3 Basic Program Details window
displaying program version history, 405-3 description, 5-6
displaying student unit attempt example, 5-5
history, 419-3 definition, 5-2
displaying student unit attempt outcome overview, 5-2
history, 420-3 procedures
displaying student unit set attempt creating, 5-4
history, 422-3 basic unit details
displaying teaching responsibility Basic Unit Details window
history, 410-3 description, 24-5
displaying teaching responsibility override example, 24-4
history, 409-3 definition, 24-2
displaying unit internal program level overview, 24-2
history, 412-3 procedures
displaying unit reference code history, 413-3 creating, 24-3
displaying unit set history, 415-3 basic unit set details
displaying unit version history, 414-3 Basic Unit Set Details window
Audits example, 42-5
procedures definition, 42-2
displaying student program attempt overview, 42-2
history, 421-3 procedures
automatically maintain student unit attempt creating unit sets, 42-3
assessment items concurrent process, 274-35 basis for admission types
award ceremonies Basis for Admission Types window
Award Ceremony window example, 115-4
example, 278-6 definition, 115-2
definition, 278-2 overview, 115-2
overview, 278-2 procedures
procedures creating, 115-3
entering, 278-4 batch pre-enrollment process concurrent
awards process, 195-12
articulating, 275-13 buildings
Awards window definition, 464-2

Index-9
 overview, 464-2 overview, 4342
procedures procedures
creating, 464-3 creating calendar date alias instances, 4343
bulk program offering option transfer process calendar date report concurrent process, 442-4
concurrent process, 195-19 calendar instance relationships
bulk unit enrollment/discontinuation concurrent Calendar Instance Relationships window
process, 195-24 example, 433-8
bulk unit rules check exception report concurrent definition, 433-2
process, 195-5 overview, 433-2
bulk unit rules checking process concurrent procedures
process, 194-4 querying date alias instances, 433-7
bulk unit section transfer concurrent setting up subordinate calendar
process, 195-22 relationships, 433-6
setting up superior calendar
relationships, 433-5
C calendar instances, 431-5
calculation data, 198-15 calendar quality check exception report concurrent
Calendar process, 442-5
procedures calendar statuses
assigning calendar instances, 432-5 Calendar Statuses window
creating a date alias instance pair, 437-8 example, 441-4
creating a date alias offset, 436-6 definition, 441-2
creating a date alias pair, 436-7 overview, 441-2
creating calendar date alias instances, 4343 procedures
creating calendar statuses, 441-3 maintaining calendar statuses, 441-3
creating calendar type, 432-4 calendar structures
creating date alias categories, 440-3 definition, 192-2
creating date alias instance offset Load Calendar Structure window
constraints, 439-3 example, 192-14
creating date alias instance offsets, 437-6 overview, 192-2
creating date alias instances calendar, 437-5 procedures
creating date alias offset constraints, 438-3 creating administrative unit status
creating rollover calendar instance, 435-3 loads, 192-12
linking rolled-over calendar instance to creating default load apportionments, 192-10
superior calendar, 435-5 creating unit load apportionments, 192-13
maintaining date aliases, 436-5 maintaining calendar instances, 192-9
querying date alias instances, 433-7 Calendar subsystem
setting up subordinate calendar concurrent processes, 442-1
relationships, 433-6 purpose, 431-2
setting up superior calendar relationships, 431-4
relationships, 433-5 terminology, 431-2
calendar date alias instances user responsibilities, 431-2
Calendar Date Alias Instances window calendar types
example, 4344 Calendar Types window
definition, 4342 example, 432-7

Index-10
 definition, 432-2 creating catalog notes, 100-3
overview, 432-2 creating schedule notes, 100-4
procedures Schedule Notes window
assigning calendar instances, 432-5 example, 100-6
creating calendar type, 432-4 catalog rollover concurrent process, 101-16
calendars category procedure details
Admissions subsystem, 104-17 Category Procedure Detail window
assessment, 243-4 example, 186-8
Assessments subsystem, 243-3 definition, 186-2
Enrollments subsystem, 168-4, 168-32 overview, 186-2
examination, 243-3 procedures
Graduation subsystem, 275-5, 276-4 creating enrollment category procedure
Research subsystem, 309-6 details, 186-5
Student Finance subsystem, 198-5 maintaining enrollment category procedure
calendars, load, 168-32 steps, 186-6
candidacy details ceremonies
research students adding, 275-13
maintaining, 308-6 allocating graduands to, 275-10, 276-11
maintaining thesis details, 308-10 changing, 275-13
monitoring progress, 308-7 grouping graduands, 276-9
monitoring progress with milestones, 308-9 managing arrangements, 275-14, 276-11
recording scholarship details, 308-9 ordering graduands, 276-9
recording supervisor information, 308-8 ceremony graduands
recording variation in attendance, 308-7 Ceremony Graduands window
career related programs example, 281-4
Careers and Related Programs window definition, 281-2
example, 60-4 overview, 281-2
definition, 60-2 procedures
overview, 60-2 maintaining, 281-3
procedures charge method apportionment
querying, 60-3 Charge Method Apportion window
catalog and schedule definitions example, 216-5
Catalog Definition window definition, 216-2
example, 99-5 overview, 216-2
definition, 99-2 procedures
procedures creating, 216-4
creating catalog definitions, 99-3 citizenship codes
creating schedule definitions, 99-4 Citizenship Codes window
Schedule Definition window example, 367-4
example, 99-6 definition, 367-2
catalog and schedule notes overview, 367-2
Catalog Notes window procedures
example, 100-5 creating, 367-3
definition, 100-2 class list queries
procedures Class List Query window

Index-11
 description, 173-6
example, 173-5
definition, 173-2
overview, 173-2
class queries
procedures
querying, 173-3
clean up graduand records concurrent
process, 291-7
clean up unconfirmed student program attempts
concurrent process, 166-25
complete student program attempts
Complete Student Program Attempts window
example, 298-6
definition, 298-2
overview, 298-2
procedures
maintaining complete student program
attempts, 298-3
concurrent process
procedures
Enrollments subsystem, 195-3
concurrent processes, 397-2
academic hold report, 195-7
academic transcript, 274-11
add grace period to payment schedules, 235-15
admission calendar rollover report, 166-7
admissions academic result requisition, 166-21
admissions completeness check report, 166-22
admissions government enrollment statistics
return file, 166-27
admissions government offer file load, 166-17
admissions import process, 166-10
admissions postgraduate government offer file
load, 166-19
advanced standing granting report, 241-7
applications for special consideration in
assessment concurrent process, 274-24
apply unit assessment item modification to
students, 274-37
assign graduand status, 291-6
assignment due date summary report, 274-30
automatically maintain student unit attempt
assessment items, 274-35
awards report, 101-6
Index-12
batch pre-enrollment process, 195-12
bulk program offering option transfer
process, 195-19
bulk unit enrollment/discontinuation, 195-24
bulk unit rules check exception report, 195-5
bulk unit rules checking process, 194-4
bulk unit section transfer, 195-22
calendar data report, 442-4
calendar quality check exception report, 442-5
catalog rollover, 101-16
clean up graduand records, 291-7
clean up unconfirmed student program
attempts, 166-25
contribution option change report, 235-31
correspondence address quality check
report, 195-9
date alias instance report, 442-8
default examination venue session
availability, 274-5
delete disbursement journals, 235-28
delete disbursement snapshots, 235-25
delete system log entries, 399-4
electronic outcome upload report, 274-44
electronic outcome upload validation exception
report, 274-43
enroll students from waitlist, 195-31
enrollment form extract, 194-7
exact/partial match report, 166-13
exam attendance rolls, 274-21
examination packaging labels report, 274-13
examination supervisor labels, 274-14
expire advanced standing, 241-6
expire fee sponsorship, 235-12
extract payments from Receivables, 235-46
fee disbursement snapshot exception
report, 235-40
fee hold report, 235-32
fee rollover, 235-5
fee structure rollover report, 235-36
fee type validation report, 235-34
finalize outcomes, 274-9
funding source report, 101-7
graduation ceremony seating and order of
presentation list, 291-14
identify and create graduands, 291-4
identify duplicate persons, 383-5
import process details report, 166-12
import process review report, 166-11
initialize admission deferments, 166-9
initialize admission reconsiderations, 166-8
initiate tracking items for assignments, 274-39
inquiry package status report, 166-16
insert administrative grades, 274-6
interface Receivables account details with
Student System, 235-42
interface Receivables payment term with Student
System, 235-43
intermission/discontinuation/lapsed
letter, 194-14
international student enrollment detail, 194-22
invalid grade report, 274-46
invalid tax file number report, 195-6
lapse admission offers, 166-24
list of unit section with hold status and waitlisted
students, 195-30
load invoice interface, 235-44
maintain student payment schedule, 235-47
manage allocation of graduands to
ceremonies, 291-8
minor debts write-off report, 235-39
monthly calendar report, 442-7
non-enrolled student outcomes report, 274-22
notification to student of special consideration
application outcome, 274-16
obtain council approval, 291-12
organizational unit details report, 468-4
parent-child organizational unit report, 468-5
person address labels, 383-4
procedures
Admissions subsystem, 166-5, 399-3
Advanced Standing subsystem, 241-3
Assessments subsystem, 274-4
Calendar subsystem, 442-3
Enrollments subsystem, 194-3
Graduation subsystem, 291-3
Organizational Structure subsystem, 468-3
Person Reference subsytem, 383-3
Program Structure and Planning
subsystem, 101-3
Progression subsystem, 307-3
Student Finance subsystem, 235-4
tracking item report, 395-3
process admission inquiry, 166-14
process advanced standing eligibility, 241-4
process disbursement journal, 235-26
process disbursement snapshot, 235-22
process fee assessments, 235-37
process fee assessments from to do
entries, 235-7
process overdue payment penalties, 235-19
process person payment schedules, 235-13
process student contribution payment
option, 235-20
produce a graduate register, 291-13
produce student assigment cover sheet, 274-10
program attendance summary, 194-20
program data report-basic, 101-11
program data report-extended, 101-12
program listing report, 101-13
program structure and planning, 101-14
progression rule application report, 307-4
progression rule outcome application
report, 307-4
report to identify double IDs, 195-11
reproduce previous fee assessment trace, 235-41
required examinations report, 274-18
result entry control sheet, 274-34
result sheet, 274-41
review duplicate person records - report, 383-6
review of unit version creation report, 101-15
rollover admission period, 166-6
rollover calendar report, 442-6
rollover program offering pattern, 101-4
rollover unit offering options, 101-5
schedule rollover, 101-17
seating allocation report, 274-20
set graduand order in presentation, 291-10
special consideration outcome report, 274-32
sponsored student report, 235-29
statement of account extract, 235-16
statistical details exception report, 195-8
student current enrollment report, 194-23
student examination location report, 274-31
student examination notification letter, 274-15
student list, 194-27
Index-13
 student list-unit, 194-28 Close Form command, cxxiv
student program attempt future discontinuation Courier font, cxxiii
report, 195-4 graphics descriptions, cxxiv
student program attempt lapsed process, 194-18 uppercase, cxxiii, cxxiv
student program attempt update, 194-6 warning symbol, cxxiii
students due to enroll/re-enroll, 194-25 correspondence address quality check report
students with approved deferment concurrent process, 195-9
report, 166-23 country codes
termination letter, 194-16 Country Codes window
tracking item report, 395-4 example, 365-4
transfer to Receivables interface, 235-45 definition, 365-2
translate student unit attempt outcomes, 274-7 overview, 365-2
unit attempt outcome noticeboard procedures
report, 274-28 creating, 365-3
unit clash report, 274-29 county codes
unit data report-basic, 101-8 County Codes window
unit data report-extended, 101-9 example, 376-4
unit enrollment summary, 194-21 definition, 376-2
unit listing report, 101-10 overview, 376-2
unit review report, 274-26 procedures
write off minor debts, 235-10 setting up, 376-3
configuration details credential types
Advanced Standing subsystem, 237-5 Credential Types window
contract fee assessment rates example, 129-4
Contract Fee Assessment Rates window Credentials Type window
example, 209-6 example, 288-4
definition, 209-2 definition, 129-2, 288-2
overview, 209-2 overview, 129-2, 288-2
procedures procedures
maintaining, 209-3 creating, 288-3
contracts, 198-20 setting up credential types, 129-3
contracts, fee, 197-5
See contracts
contribution option change report concurrent
D
process, 235-31 data elements, 472-23
contribution payments data extracts, 472-23
Contribution Payment window date alias categories
example, 188-4 Date Alias Categories window
definition, 188-2 example, 440-4
overview, 188-2 definition, 440-2
procedures overview, 440-2
creating contribution payment options, 188-3 procedures
conventions creating date alias categories, 440-3
angle brackets, cxxiii date alias instance offset constraints
bold, cxxiii definition, 439-2

Index-14
 overview, 439-2 maintaining, 97-3
procedures delete disbursement journals concurrent
creating date alias instance offset process, 235-28
constraints, 439-3 delete disbursement snapshots concurrent
date alias instance report concurrent process, 442-8 process, 235-25
date alias instances delete system log entries concurrent process, 399-4
Date Alias Instances window delivery point codes
example, 437-9 definition, 379-2
definition, 437-2 Delivery Point Codes window
overview, 437-2 example, 379-4
procedures overview, 379-2
creating a date alias instance pair, 437-8 procedures
creating date alias instance offsets, 437-6 setting up, 379-3
creating date alias instances calendar, 437-5 derived program attributes
Research subsystem, 310-7 See program attributes
date alias offset constraints details, program
Date Alias Offset Constraints window See program details
example, 438-5 dictionary occupational titles
definition, 438-2 definition, 58-2
overview, 438-2 Dictionary of Occupational Titles window
procedures example, 58-4
creating date alias offset constraints, 438-3 overview, 58-2
date aliases procedures
Date Aliases window creating, 58-3
example, 436-8 direct admissions
definition, 436-2 definition, 103-9, 106-2
Graduation subsystem, 275-5, 276-4 Direct Admission window
overview, 436-2 description, 106-7
procedures example, 106-6
creating a date alias offset, 436-6 overview, 106-2
creating a date alias pair, 436-7 procedures
maintaining date aliases, 436-5 entering applications for admission, 106-4
Research subsystem, 309-6 entering session details, 106-5
Student Finance subsystem, 198-5 recording application outcomes, 103-12
Default Basic Institution field, 237-6 recording new applications, 103-9
default examination venue session availability transferring students between programs, 103-11
concurrent process, 274-5 updating existing applications, 103-10
Default Major Exemption Institution field, 237-6 direct admissions programs
deferring graduation, 275-13 definition, 146-2
degree details Direct Admissions Program window
definition, 97-2 description, 146-35
Degree Details window example, 146-34
example, 97-4 overview, 146-2
overview, 97-2 procedures
procedures admission requirements, 146-13

Index-15
 application credential details, 146-30 example, 71-4
application details, 146-4 overview, 71-2
application offer response, 146-21 procedures
application outcome details, 146-16 creating, 71-3
displaying key academic indicators, 146-24 discontinuation, 168-25, 168-35
entering notes, 146-33 discontinuation mechanisms
entering program applications, 146-3 sample, 168-43
rating details, 146-26 setting up, 168-42
direct admissions units discontinuation reasons
definition, 147-2 definition, 191-2
Direct Admissions Unit window Discontinuation Reasons window
example, 147-5 example, 191-6
overview, 147-2 overview, 191-2
procedures procedures
maintaining direct admissions unit, 147-3 creating discontinuation reason codes, 191-4
disbursement duplicate person details
See fee disbursement definition, 363-2
disbursement accounts overview, 363-2
definition, 225-2 procedures
Disbursement Accounts window using, 363-3
example, 225-5 duplicate records
overview, 225-2 definition, 360-2
procedures procedures
creating, 225-4 displaying for review, 360-3
disbursement categories Review Duplicate Records window
definition, 224-2 example, 360-4
Disbursement Categories window
example, 224-4
overview, 224-2
E
procedures effective end date alias instances, 310-7
creating, 224-3 Effective Full Time Days, 310-2
disbursement formulas, 198-23 Effective Full Time Student Units
See fee disbursement formulas research
disbursement, fee adjustment values, 310-8
See fee disbursement calculating, 310-5
discipline history calculating final Effective Full Time Student
definition, 406-2 Units, 310-9
Discipline History window overriding Effective Full Time Student Units
example, 406-4 of zero, 310-13
overview, 406-2 recommended effective end date alias
procedures instances, 310-7
displaying, 406-3 recommended effective start date alias
disciplines instances, 310-7
definition, 71-2 sample calculations, 310-9
Disciplines window values, 310-8

Index-16
 research and coursework unit definition, 149-2
enrollment, 310-11 Enquiry Source Types window
effective start date alias instances, 310-7 example, 149-4
EFTD overview, 149-2
See Effective Full Time Days procedures
EFTSU maintaining, 149-3
See Effective Full Time Student Units enquiry statuses
electronic outcome upload report concurrent definition, 152-2
process, 274-44 Enquiry Status window
electronic outcome upload validation exception example, 152-4
report concurrent process, 274-43 overview, 152-2
electronic upload of results, 242-12, 243-17 procedures
element ranges maintaining enquiry status, 152-3
definition, 218-2 enroll students from waitlist concurrent
Element Ranges window process, 195-31
example, 218-7 enrolled credit points, 309-17
overview, 218-2 enrollment
procedures research students, 308-2, 309-12, 310-11
creating, 218-5 enrollment calendar configurations
employment details definition, 184-2
definition, 338-2 Enrollment Calendar Configuration window
Employment Details window example, 184-6
example, 338-5 overview, 184-2
overview, 338-2 procedures
procedure entering enrollment calendar configuration
entering employment details, 338-3 date aliases, 184-4
encumbrance schedules, 198-19 entering general calendar
encumbrances, 4-17 configurations, 184-3
enquiry characteristic types entering timeslot calendar configuration date
definition, 151-2 aliases, 184-5
Enquiry Characteristic Types window enrollment calendars
example, 151-4 configuration, 168-5, 168-32
overview, 151-2 setting up, 168-5
procedures enrollment categories
maintaining enquiry characteristic definition, 189-2
types, 151-3 Enrollment Categories window
enquiry information types example, 189-4
definition, 150-2 overview, 189-2
Enquiry Information Types window procedures
example, 150-4 creating, 189-3
overview, 150-2 enrollment form extract concurrent process, 194-7
procedures enrollment information
maintaining enquiry information recording, 168-14
types, 150-3 enrollment method types
enquiry source types definition, 190-2

Index-17
 Enrollment Method Types window creating first person statistics records, 491-3
example, 190-4 creating government contribution payment
overview, 190-2 options, 187-3
procedures creating language codes, 366-3
creating, 190-3 creating unit discontinuation date criteria
enrollment note types records, 185-5
definition, 193-2 creating unit load apportionments, 192-13
Enrollment Note Types window defining institution waitlist options, 182-3
example, 193-4 entering enrollment calendar configuration
overview, 193-2 date aliases, 184-4
procedures entering general calendar
creating, 193-3 configurations, 184-3
enrollment procedure details entering persons and person details, 170-19
session details, 168-15 entering student program attempt
setting up, 168-15 notes, 171-3
enrollment procedure steps entering student program attempt special
setting up, 168-15 requirements, 178-3
enrollment statistics snapshot controls entering student program
definition, 488-2 intermissions, 177-4
Enrollment Statistics Snapshot Control window entering timeslot calendar configuration date
example, 488-4 aliases, 184-5
procedures maintaining calendar instances, 192-9
maintaining, 488-3 maintaining enrollment category procedure
enrollment statistics snapshots, 472-8 steps, 186-6
Enrollments maintaining program attempt contribution
procedures options, 179-4
assigning grades to administrative unit maintaining student program
statuses, 181-5 attempts, 170-21
changing program attempt enrollment maintaining student unit attempts, 170-29
categories, 180-3 maintaining student unit set attempts, 175-3
changing student’s program offering merging person ID records, 359-3
options, 176-5 querying and downloading class lists, 173-3
creating administrative unit status setting up organizational unit waitlists, 183-3
loads, 192-12 transferring programs, 172-4
creating administrative unit statuses, 181-4 transferring unit sets, 172-10
creating contribution payment options, 188-3 transferring units, 172-8
creating country codes, 365-3 updating unit section waitlists, 174-3
creating default load apportionments, 192-10 Enrollments subsystem
creating discontinuation reason codes, 191-4 concurrent processes, 194-1, 195-1
creating enrollment categories, 189-3 procedures - subsystem specialists
creating enrollment category procedure adding a program attempt, 168-20
details, 186-5 adding a unit attempt, 168-20
creating enrollment method types, 190-3 adding a unit set, 168-20
creating enrollment note types, 193-3 applying holds, 168-28
creating enrollment sessions, 170-18 apportioning load, 168-34

Index-18
 calculating load, 168-34 Examination Supervisor Details window
changing a student’s enrollment, 168-21 example, 260-5
changing a student’s program offering overview, 260-2
option, 168-24 procedures
determining load, 168-39 creating, 260-3
discontinuing program and unit examination supervisor labels concurrent
attempts, 168-25 process, 274-14
enrolling new students, 168-18 examination supervisor types
recording an intermission, 168-26 definition, 245-2
recording student enrollment Examination Supervisor Types window
information, 168-14 example, 245-4
setting up discontinuation overview, 245-2
mechanisms, 168-42 procedures
setting up enrollment procedure entering, 245-3
details, 168-15 examining panel, 308-11
setting up enrollment procedure exits, alternative, 275-12
steps, 168-15 expire advanced standing concurrent
setting up mechanisms to handle process, 241-6
load, 168-37 expire fee sponsorship concurrent process, 235-12
transferring a student between Expiry Date Increment field, 237-5
programs, 168-26 external charges
validating a student’s enrollment, 168-21 definition, 234-2
purpose, 168-2 External Charges window
user responsibilities, 168-3 example, 234-4
exact/partial match report concurrent overview, 234-2
process, 166-13 procedures
exam attendance rolls concurrent process, 274-21 maintaining, 234-3
examination material types extract files, 472-22
definition, 246-2 extract payments from Receivables concurrent
Examination Material Types window process, 235-46
example, 246-4
overview, 246-2
procedures
F
entering, 246-3 faculty degree details
examination packaging labels report concurrent definition, 355-2
process, 274-13 Faculty Degree Details window
examination sessions example, 355-4
definition, 261-2 overview, 355-2
Examination Sessions window procedures
example, 261-4 maintaining, 355-3
overview, 261-2 faculty unit section history
procedures definition, 98-2
entering, 261-3 Faculty Unit Section History window
examination supervisor details example, 98-4
definition, 260-2 overview, 98-2

Index-19
 procedures fee disbursement journals
querying, 98-3 Authorize Fee Disbursement Journal window
fee assessment, 197-6, 198-3 example, 227-5
fee assessment enrollment overview, 227-2
definition, 210-2 procedures
Fee Assessment Enrollment window creating journal entries, 227-4
example, 210-8 fee disbursement snapshot exception report
overview, 210-2 concurrent process, 235-40
procedures fee disbursment journals
fee assessment enrollment, 210-4 definition, 227-2
fee assessment rates fee hold report concurrent process, 235-32
definition, 217-2 fee hold statuses
Fee Assessment Rates window definition, 230--2
example, 217-8 Fee Hold Status window
overview, 217-2 example, 230--4
procedures overview, 230--2
defining, 217-4 procedures
fee assessment, predictive, 198-20 creating, 230--3
fee categories, 198-11 fee holds
fee categories, institution, 198-15 Authorize Fee Hold window
fee category calendar instances description, 232-6
definition, 203-2 example, 232-5
Fee CategoryCalendar Instance window definition, 214-2, 232-2
example, 203-9 Fee Hold window
overview, 203-2 example, 214-7
procedures overview, 214-2, 232-2
creating, 203-4 procedures
fee contracts authorizing fee encumbrances, 232-3
definition, 148-2 creating fee encumbrances, 214-5
Establish Fee Contracts window fee liabilities, 198-11, 198-12
example, 148-10 fee posting accounts, 198-23
overview, 148-2 definition, 201-2
procedures Fee Posting Accounts window
establishing fee contracts, 148-5 example, 201-4
See contracts overview, 201-2
fee data, 197-8 procedures
fee data rollover, 198-24 creating, 201-3
fee disbursement, 197-8, 198-4, 198-22 fee processing, 197-5
fee disbursement formulas, 199-12 fee rollover concurrent process, 235-5
definition, 226-2 fee sponsor statuses
Fee Disbursement Formulas window definition, 221-2
example, 226-7 Fee Sponsor Statuses window
overview, 226-2 example, 221-4
procedures overview, 221-2
creating, 226-4 procedures

Index-20
 creating, 221-3 Field of Study History window
fee sponsorship statuses example, 407-4
definition, 215-2 overview, 407-2
Fee Sponsorship Statuses window procedures
example, 215-4 displaying, 407-3
overview, 215-2 fields studies
procedures definition, 48-2
creating, 215-3 Fields of Study window
fee structure rollover report concurrent example, 48-4
process, 235-36 overview, 48-2
fee structure statuses procedures
definition, 200-2 creating, 48-3
Fee Structure Statuses window finalize outcomes concurrent process, 274-9
example, 200-4 Finance subsystem
overview, 200-2 See Student Finance subsystem, 197-2
procedures find person
creating, 200-3 definition, 144-2
fee trigger groups find persons
definition, 208-2 Find Person Query Find window
Fee Trigger Groups window example, 144-6
example, 208-5 Find Person window
overview, 208-2 example, 144-5
procedures overview, 144-2
creating, 208-4 procedures
fee type levels, 199-2 querying person records, 144-3
fee type rates, 199-5 querying person records with Query Find
fee type validation report concurrent window, 144-4
process, 235-34 find programs
fee types, 198-10, 199-2, 199-5 definition, 145-2
definition, 202-2 overview, 145-2
Fee Type Calendar Instances window procedures
description, 202-9 find program, 145-3
example, 202-8 find unit sections
Fee Types window Find Unit Sections window
description, 202-7 example, 83-5, 84-4, 85-5, 86-4, 87-4, 88-4,
example, 202-6 89-4, 90-4, 91-4, 92-4, 97-4, 98-4, 99-5, 99-6,
overview, 202-2 100-5, 100-6, 355-4
procedures funding source history
maintaining, 202-3 definition, 423-2
fees, program, 199-9 Funding Source History window
fees, program attempt example, 423-4
multiple, 199-11 overview, 423-2
single, 199-10 procedures
field study history displaying, 423-3
definition, 407-2 funding source report concurrent process, 101-7

Index-21
funding source restriction history overview, 480-2
definition, 411-2 procedures
Funding Source Restriction History window creating, 480-3
example, 411-4 government classifications, 199-8
overview, 411-2 government contribution bands
procedures definition, 487-2
displaying, 411-3 Government Contribution Bands window
funding sources example, 487-4
Maintain Funding Sources window, 54-4 overview, 487-2
procedures procedures
creating, 54-3 creating, 487-3
government contribution payments
definition, 187-2
G Gov’t Contribution Payments window
government Aboriginal/Torres Strait Islander codes example, 187-4
definition, 484-2 overview, 187-2
Government Aboriginal/Torres Strait Islander procedures
Codes window creating government contribution payment
example, 484-4 options, 187-3
overview, 484-2 government country codes
procedures definition, 476-2
creating, 484-3 Government Country Codes windows
government admission codes example, 476-4
definition, 139-2 overview, 476-2
Government Admission Codes window procedures
example, 139-4 creating, 476-3
overview, 139-2 government discipline groups, 479-1
procedures definition, 479-2
entering, 139-3 Government Discipline Groups window
government admissions example, 479-4
obtaining academic results, 103-14, 104-22 overview, 479-2
overview, 103-13 procedures
processing government admissions, 104-21 creating, 479-3
requesting enrollment statistics, 103-14, 104-22 government extract files, 472-22
government basis admission types government field studies
definition, 481-2 definition, 475-2
Government Basis for Admission Type window Government Fields of Study window
example, 481-4 example, 475-4
overview, 481-2 overview, 475-2
procedures procedures
creating, 481-3 creating, 475-3
government citizenship codes government funding sources
definition, 480-2 definition, 478-2
Government Citizenship Codes window Government Funding Source window
example, 480-4 example, 478-4

Index-22
 overview, 478-2 definition, 483-2
procedures Government Program Attendance Modes
creating, 478-3 window
government honors levels example, 483-4
definition, 485-2 overview, 483-2
Government Honors Levels window procedures
example, 485-4 creating, 483-3
overview, 485-2 government program attendance types
procedures definition, 482-2
creating, 485-3 Government Program Attendance Types window
government institution codes example, 482-4
definition, 448-2 overview, 482-2
Government Institution Codes window procedures
example, 448-4 creating, 482-3
overview, 448-2 government program types
procedures definition, 473-2
creating, 448-3 Government Program Types window
government language codes example, 473-4
definition, 477-2 overview, 473-2
Government Language Codes window procedures
example, 477-4 creating, 473-3
overview, 477-2 Government Reference
procedures procedures
creating, 477-3 creating government Aboriginal/Torres Strait
government levels of completion Islander codes, 484-3
definition, 141-2 creating government basis for admission type
Government Level of Completion window codes, 481-3
example, 141-4 creating government citizenship codes, 480-3
overview, 141-2 creating government contribution
procedures bands, 487-3
entering, 141-3 creating government country code, 476-3
government levels of qualification creating government discipline
Government Levels of Qualification window groups, 479-3
example, 140-4 creating government fields of study, 475-3
overview, 140-2 creating government funding sources, 478-3
procedures creating government honors levels, 485-3
entering, 140-3 creating government language codes, 477-3
government permanent resident codes creating government permanent resident
definition, 486-2 codes, 486-3
Government Permanent Resident Codes window creating government program attendance
example, 486-4 modes, 483-3
overview, 486-2 creating government program attendance
procedures types, 482-3
creating, 486-3 creating government program types, 473-3,
government program attendance modes 474-3

Index-23
 creating government snapshot, 490-3 Classifications window
entering load calendars contributing load to example, 325-4
government semesters, 490-6 overview, 325-2
maintaining enrollment statistics procedures
snapshots, 488-3 setting up, 325-3
overriding government semester government special program types
loads, 490-5 definition, 474-2
resetting the government reportable Government Special Program Types window
indicator, 489-3 example, 474-4
Government Reference subsystem overview, 474-2
codes, 472-2 procedures
data, 472-2 creating, 474-3
government statistics submission process, 472-7 government statistics data extracts, 472-23
prerequisites, 472-2 government statistics submission process, 472-7
procedures government submission snapshots, 472-12
creating a government submission government type of activity classification codes
snapshot, 472-12 definition, 327-2
creating an enrollment statistics Government Type of Activity Classification
snapshot, 472-8 Codes window
creating government extract files, 472-22 example, 327-4
deriving data elements in government overview, 327-2
statistics data extracts, 472-23 procedures
finalizing submissions, 472-23 setting up, 327-3
user responsibilities, 472-2 grade conversions
government secondary assessment types definition, 131-2
definition, 143-2 Grade Conversion window
Government Secondary Assessment Types example, 131-4
window overview, 131-2
example, 143-4 procedures
overview, 143-2 entering equivalent grades, 131-3
procedures grading
mapping government secondary education See assessment
assessment types, 143-3 grading schema, 242-10, 243-14, 309-18
government snapshot controls graduand approval statuses
definition, 490-2 definition, 286-2
Government Snapshot Control window Graduand Approval Statuses window
example, 490-7 example, 286-4
overview, 490-2 overview, 286-2
procedures procedures
creating, 490-3 creating, 286-3
entering, 490-6 graduand award ceremony history
overriding, 490-5 definition, 425-2
government socio-economic objective classifications Graduand Award Ceremony History window
definition, 325-2 example, 425-4
Government Socio-Economic Objective overview, 425-2

Index-24
 procedures creating graduand details, 282-3
displaying, 425-3 creating graduand statuses, 285-3
graduand ceremony details creating graduate approval status, 286-3
definition, 283-2 entering award ceremony, 278-4
Graduand Ceremony Details window entering graduation ceremony, 277-4
example, 283-4 entering graduation ceremony notes, 280-3
overview, 283-2 entering graduation note types, 287-3
procedures entering honors levels, 289-3
creating, 283-3 entering measurements, 290-3
graduand details entering special awards, 284-3
definition, 282-2 maintaining ceremony graduands, 281-3
Graduand Details window maintaining unit set ceremony, 279-4
example, 282-4 graduation
overview, 282-2 deferring, 275-13
procedures granting approval to graduate, 275-11
creating, 282-3 locations, 276-6
graduand history venues, 276-6
definition, 424-2 graduation ceremonies
Graduand History window definition, 277-2
example, 424-4 Graduation Ceremony window
overview, 424-2 example, 277-6
procedures overview, 277-2
displaying, 424-3 procedures
graduand records, 275-7 entering, 277-4
graduand statuses, 275-7 graduation ceremony notes
definition, 285-2 definition, 280-2
Graduand Statuses window Graduation Ceremony Notes window
example, 285-4 example, 280-4
overview, 285-2 overview, 280-2
procedures procedures
creating, 285-3 entering, 280-3
graduand types, 275-7 graduation ceremony seating and order of
graduands presentation list concurrent process, 291-14
allocating to ceremonies, 275-10, 276-11 graduation cycle
corresponding with, 275-10 controlling progress, 275-7
grouping for ceremonies, 276-9 overview, 275-9
identifying, 275-9, 276-11 graduation note types
managing, 275-11, 276-11 definition, 287-2
ordering for ceremonies, 276-9 Graduation Note Types window
removing records of ineligible example, 287-4
graduands, 275-15 overview, 287-2
Graduation procedures
procedures entering, 287-3
creating credential types, 288-3 Graduation subsystem
creating graduand ceremony details, 283-3 calendars, 275-5, 276-4

Index-25
 concurrent processes, 291-1 H
date aliases, 275-5, 276-4
graduation cycle history windows, 397-2
controlling progress, 275-7 hold details, 168-31
overview, 275-9 hold effects, 168-29
prerequisites, 275-4 hold types, 168-29
procedures holds, 168-28
allocating graduands to ceremonies, 275-10, honors levels
276-11 definition, 289-2
corresponding with graduands, 275-10 Honors Levels window
evaluating program completion, 275-10 example, 289-4
granting approval to graduate, 275-11 overview, 289-2
identifying graduands, 275-9, 276-11 procedures
managing ceremony arrangements, 275-14, entering, 289-3
276-11
managing graduands, 275-11, 276-11 I
processing graduand records, 276-11
identify and create graduands concurrent
removing records of ineligible
process, 291-4
graduands, 275-15
identify duplicate persons concurrent
setting up ceremony rounds, 276-11
process, 383-5
procedures - subsystem specialists
import process details report concurrent
grouping graduands for ceremonies, 276-9
process, 166-12
ordering graduands for ceremonies, 276-9
import process review report concurrent
setting up graduation calendars, 276-4
process, 166-11
setting up graduation date aliases, 276-4
initialize admission deferments concurrent
setting up graduation locations, 276-6
process, 166-9
setting up graduation venues, 276-6
initialize admission reconsiderations concurrent
setting up reference data, 276-2
process, 166-8
purpose, 275-2
initiate tracking itmes for assignments concurrent
terminology, 275-4
process, 274-39
Grants Proposal setup steps
inquiries, admission
set up Grants Accounting, 429-26
definition, 103-7
group rules
modifying, 103-8
definition, 470-2
producing packages, 104-23
Group Rules window
recording, 103-7
example, 470-5
inquiry package items
overview, 470-2
definition, 153-2
procedures
Inquiry Package Items window
adding rules to rule groups and
example, 153-5
subgroups, 470-4
overview, 153-2
viewing rule groups, subgroups, and
procedures
rules, 470-3
creating inquiry package items, 153-3
inquiry package status report concurrent
process, 166-16

Index-26
insert administrative grades concurrent overview, 444-2
process, 274-6 procedures
instances, calendar, 431-5 maintaining, 444-3
institution control types intake targets, 104-23
definition, 451-2 interface Receivables account details with Student
Institution Control Types window System concurrent process, 235-42
example, 451-4 interface Receivables payment term with Student
overview, 451-2 System concurrent process, 235-43
procedures intermission/discontinuation/lapsed letter
setting up, 451-3 concurrent process, 194-14
institution fee categories, 198-15 intermissions, 168-26
institution history definition, 177-2
definition, 426-2 Intermission window
Institution History window example, 177-7
example, 426-4 overview, 177-2
overview, 426-2 procedures
procedures entering student program
displaying, 426-3 intermissions, 177-4
institution statuses international currency codes
definition, 449-2 definition, 228-2
Institution Statuses window International Currency Codes window
example, 449-4 example, 228-4
overview, 449-2 overview, 228-2
procedures procedures
creating, 449-3 creating, 228-3
institution types international student enrollment detail concurrent
definition, 450-2 process, 194-22
Institution Types window invalid grade report concurrent process, 274-46
example, 450-4 invalid tax file number report concurrent
overview, 450-2 process, 195-6
procedures invoicing fees, 197-6
setting up, 450-3 items, assessment, 242-4
Institution Types window attaching to assessment patterns, 243-13
example, 450-4 attaching to student unit attempts, 243-9
institution waitlist options examinable, 242-4, 243-10
definition, 182-2 maintaining, 243-6
Institution Waitlist Options window nonexaminable, 242-4, 243-9
example, 182-4 setting up, 243-6
overview, 182-2
procedures
defining, 182-3
J
institutions job text
definition, 444-2 definition, 398-2
Institutions window Job Text window
example, 444-6 example, 398-4

Index-27
 overview, 398-2 Locations window
procedures example, 462-5
entering concurrent process text, 398-3 overview, 462-2
procedures
creating, 462-3
L lookups
language codes definition, 430-2
definition, 366-2 Oracle Student System Lookups window
Language Codes window example, 430-4
example, 366-4 overview, 430-2
overview, 366-2 procedures
procedures performing, 430-3
creating, 366-3
lapse admission offers concurrent process, 166-24
list of unit sections with hold status and waitlisted M
students concurrent process, 195-30 maintain student payment schedule concurrent
load process, 235-47
apportioning, 168-34 manage allocation of graduands to ceremonies
attendance types, 168-40 concurrent process, 291-8
calculating, 168-34 mandatory data by person types
determining, 168-39 definition, 375-2
discontinued unit attempts, 168-35 Mandatory Data by Person Types window
logic to determine contribution to, 168-39 example, 375-4
load calendars, 168-32 overview, 375-2
load invoice interface concurrent process, 235-44 procedures
load mechanisms indicating mandatory or preferred data for
setting up, 168-37 person types, 375-3
load ranges mark/grade entries
research students, 310-14 definition, 268-2
location relationships Mark/Grade Entry window
definition, 466-2 example, 268-7
Location Relationships window overview, 268-2
example, 466-5 procedures
overview, 466-2 maintaining, 268-3
procedures mark/grade entry configuration
creating, 466-4 definition, 265-2
location types Mark/Grade Entry Configuration window
definition, 463-2 example, 265-6
Location Type window overview, 265-2
example, 463-4 procedures
overview, 463-2 maintaining, 265-3
procedures match criteria sets
creating, 463-3 definition, 362-2
locations Match Criteria Sets window
definition, 462-2 example, 362-4

Index-28
 overview, 362-2 monthly calendar report concurrent process, 442-7
procedures
setting up, 362-3
measurements
N
definition, 290-2 newlink IGSEN018.CG$WINDOW_1, 373-3
Measurements window newlink IGSEN019.CG$WINDOW_1, 192-9
example, 290-4 newlink IGSEN032.CG$WINDOW_2, 175-3
overview, 290-2 newlink IGSEN033.CG$WINDOW_1, 344-3
procedures newlink IGSPE022.CG$WINDOW_1, 362-3
entering, 290-3 newlink IGSPS005.CG$WINDOW_1, 49-3
media equipments newlink SRS_IGSENS01, 194-18
definition, 461-2 nominated program attributes
Media and Equipment window See program attributes
example, 461-4 non-enrolled student outcomes report concurrent
overview, 461-2 process, 274-22
procedures note functionality, 4-10
setting up, 461-3 note types
member types Admission Application Note Types window
definition, 456-2 example, 130-4
Member Types window definition, 130-2
example, 456-4 overview, 130-2
overview, 456-2 procedures
procedures setting up note types, 130-3
creating, 456-3 notification to student of special consideration
milestone statuses application outcome concurrent
definition, 328-2 process, 274-16
Milestone Statuses window
example, 328-4 O
overview, 328-2
procedures obtain council approval concurrent process, 291-12
setting up, 328-3 offerings, program
milestone types See program offerings
definition, 318-2 options, program offering
Milestone Types window See program offering options
example, 318-4 organization structure notes
overview, 318-2 definition, 446-2
procedures Organization Structure Notes window
setting up, 318-3 example, 446-5
milestones overview, 446-2
establishing, 308-9 procedures
updating progress toward, 308-10 entering, 446-3
minimum submission percentages organizational statuses
Research subsystem, 309-14 definition, 457-2
minor debts write-off report concurrent Organizational Statuses window
process, 235-39 example, 457-4

Index-29
 overview, 457-2 setting up, 459-3
procedures organizational structure alternate IDs
creating, 457-3 definition, 445-2
Organizational Structure Organizational Structure Alternate IDs window
procedures example, 445-4
creating a location record, 462-3 overview, 445-2
creating a parent relationship to an procedures
organizational unit, 453-5 creating, 445-3
creating an owning relationship, 466-4 organizational structure details
creating buildings, 464-3 definition, 447-2
creating child organizational unit Organizational Structure Accreditation Details
relationships, 453-6 window
creating government institution codes, 448-3 example, 447-4
creating institution statuses, 449-3 overview, 447-2
creating location type, 463-3 procedures
creating member types, 456-3 recording, 447-3
creating organizational statuses, 457-3 organizational structure note types
creating organizational structure alternate definition, 458-2
IDs, 445-3 Organizational Structure Note Types window
creating organizational types, 455-3 example, 458-4
creating rooms, 465-3 overview, 458-2
entering organization structure notes, 446-3 procedures
entering organizational unit locations, 454-3 setting up, 458-3
entering venues, 467-3 organizational structure statuses
maintaining institutions, 444-3 definition, 460-2
maintaining organizational units, 452-3 Organizational Structure Accreditation Statuses
querying organizational unit window
relationships, 453-4 example, 460-4
recording organizational structure overview, 460-2
accreditation details, 447-3 procedures
setting up institution control types, 451-3 setting up, 460-3
setting up institution types, 450-3 Organizational Structure subsystem
setting up organizational structure concurrent processes, 468-1
accreditation statuses, 460-3 purpose, 443-2
setting up organizational structure alternate relationships, 443-3
ID types, 459-3 user responsibilities, 443-2
setting up organizational structure note organizational types
types, 458-3 definition, 455-2
organizational structure alternate ID types Organizational Types window
definition, 459-2 example, 455-4
Organizational Structure Alternate ID Types overview, 455-2
window procedures
example, 459-4 creating, 455-3
overview, 459-2 organizational unit details report concurrent
procedures process, 468-4

Index-30
organizational unit history setting up, 183-3
definition, 427-2 organizational units
Organizational Unit History window definition, 452-2
example, 427-4 Organizational Units window
overview, 427-2 example, 452-7
procedures overview, 452-2
displaying, 427-3 procedures
organizational unit locations maintaining, 452-3
definition, 454-2 outcome files
Organizational Unit Locations window definition, 270-2
example, 454-4 Outcome Upload File window
overview, 454-2 example, 270-6
procedures overview, 270-2
entering, 454-3 procedures
organizational unit progression configurations validating, 270-5
definition, 297-2 outcomes, assessment, 242-12, 243-16, 243-18
Organizational Unit Progression Configurations Override Credit Points indicator, 309-17
window Override Title indicator, 309-18
example, 297-8 overseas secondary education qualification
overview, 297-2 definition, 138-2
procedures Overseas Secondary Education Qualification
maintaining organizational unit progression window
configurations, 297-6 example, 138-4
organizational unit relationships overview, 138-2
definition, 453-2 procedures
Organizational Unit Relationships window maintaining, 138-3
example, 453-7 Overview of Setup
overview, 453-2 introduction, 429-2
procedures
creating, 453-5, 453-6
querying, 453-4
P
organizational unit student targets parent-child organizational unit report concurrent
definition, 160-2 process, 468-5
Organizational Unit Student Targets window partial matching records
example, 160-8 definition, 109-2
overview, 160-2 Partial Matching Records window
procedures example, 109-4
maintaining organizational unit student procedures
targets, 160-3 reviewing partially matching records, 109-3
organizational unit waitlists patterns of studies
definition, 183-2 Patterns of Study window
Organizational Unit Waitlist Setup window example, 66-7
example, 183-5 patterns studies
overview, 183-2 definition, 66-2
procedures overview, 66-2

Index-31
 procedures creating, 340-3
maintaining, 66-3 person code classes
patterns, assessment, 242-7 definition, 382-2
attaching assessment items, 243-13 Insurance Detail Codes window
attaching to student unit attempts, 243-14 example, 382-6
maintaining, 243-13 Military Detail Codes window
setting up, 243-13 example, 382-8
payment schedules, 198-18 overview, 382-2
definition, 212-2 Person Statistics Codes window
overview, 212-2 example, 382-10
Payment Schedules window procedures
example, 212-10 setting up, 382-3
procedures Residency Detail Codes window
creating, 212-7 example, 382-7
permanent resident codes Special Need Codes window
definition, 371-2 example, 382-9
overview, 371-2 person details, 168-9
Permanent Resident Codes window definition, 337-2
example, 371-4 overview, 337-2
procedures Person Details window
creating, 371-3 example, 337-6
person activities procedures
definition, 163-2 creating person records, 337-3
overview, 163-2 entering contact details, 337-5
Person Activities window person health and insurance details
example, 163-4 definition, 349-2
procedures overview, 349-2
entering a person’s activities, 163-3 Person Health and Insurance Details window
person address inquiries example, 349-4
procedures procedures
displaying, 333-3 creating person health and insurance
person address labels concurrent process, 383-4 records, 349-3
person alias types person hold details
definition, 380-2 definition, 358-2
overview, 380-2 overview, 358-2
Person Alias Types window Person Hold Details window
example, 380-4 example, 358-6
procedures procedures
setting up, 380-3 creating, 358-4
person aliases person hold types
definition, 340-2 definition, 357-2
overview, 340-2 overview, 357-2
Person Aliases window Person Hold Types window
example, 340-4 example, 357-4
procedures procedures

Index-32
 creating, 357-3 displaying, 344-4
person ID group definitions entering, 344-3
definition, 345-2 person inquiries
End Date for Members window definition, 333-2
description, 345-18 overview, 333-2
example, 345-17 Person Address Inquiry window
overview, 345-2 description, 333-4
Person ID Group Definitions window person international details
description, 345-14 definition, 342-2
example, 345-9 overview, 342-2
procedure Person International Details window
creating a new person ID group, 345-3 example, 342-4
procedures procedures
defining, 345-3 entering, 342-3
Person ID Groups person military details
procedures definition, 351-2
copying current group, 345-5 overview, 351-2
creating a new person ID group, 345-3 Person Military Details window
importing a file, 345-6 example, 351-4
importing a group, 345-4 procedures
person ID groups definition creating person military records, 351-3
procedure person note types
copying current group, 345-5 definition, 373-2
importing a file, 345-6 overview, 373-2
importing a group, 345-4 Person Note Types window
person ID types example, 373-4
definition, 370-2 procedures
overview, 370-2 creating, 373-3
Person ID Types window person notes
example, 370-4 definition, 343-2
procedures overview, 343-2
creating, 370-3 Person Notes window
person IDs example, 343-4
definition, 359-2 procedures
Merge Person IDs window entering, 343-3
example, 359-5 person payment schedules
overview, 359-2 definition, 211-2
procedures overview, 211-2
merging person ID records, 359-3 Person Payment Schedules window
person images example, 211-8
definition, 344-2 procedures
overview, 344-2 maintaining, 211-4
Person Image window person privacy details
example, 344-5 definition, 352-2
procedures overview, 352-2

Index-33
 procedures
person privacy details, 352-3
person queries
definition, 331-2
overview, 331-2
Person Query window
description, 331-6
example, 331-5
procedures
querying, 331-3
person query summaries
definition, 332-2
overview, 332-2
Person Query Summary window
description, 332-5
example, 332-4
procedures
selecting, 332-3
Person Reference
procedures
creating Aboriginal or Torres Strait Islander
codes, 368-3
creating alternative person identifiers, 339-3
creating citizenship codes, 367-3
creating permanent resident codes, 371-3
creating person aliases, 340-3
creating person health and insurance
records, 349-3
creating person hold details, 358-4
creating person hold types, 357-3
creating person ID types, 370-3
creating person military records, 351-3
creating person note types, 373-3
creating person reference records, 354-3
creating person relationships, 346-3
creating person residency records, 350-3
creating person types, 347-4
creating reference types, 353-3
creating special need types, 369-3
creating suburb postcodes, 372-3
defining person ID groups, 345-3
displaying advanced standing unit
details, 335-3
displaying advanced standing unit level
details, 336-3
Index-34
displaying duplicate records for
review, 360-3
displaying person addresses, 333-3
displaying person images, 344-4
displaying student attempt details, 334-5
displaying student program attempt
progression details, 334-6
displaying student unit and unit set attempt
details, 334-3
entering address, usage, and contact
details, 364-3
entering person images, 344-3
entering person international details, 342-3
entering person notes, 343-3
entering person statistics, 348-3
entering person’s special needs, 341-3
indicating mandatory or preferred data for
person types, 375-3
maintaining system hold effect types, 356-3
person code classes setup, 382-3
person privacy details, 352-3
private data groups, 381-3
querying and retrieving person
records, 331-3
selecting matching person records, 332-3
setting up county codes, 376-3
setting up delivery point codes, 379-3
setting up match criteria sets, 362-3
setting up person alias types, 380-3
setting up person types, 374-3
setting up province codes, 377-3
setting up source types records, 361-3
setting up state codes, 378-3
using duplicate person details, 363-3
person reference
procedures
displaying, 334-5
displaying person addresses, 333-3
person reference details
definition, 354-2
overview, 354-2
Person Reference Details window
example, 354-4
procedures
creating person reference records, 354-3
Person Reference subsystem predictive fee assessment, 198-20
definition, 330-2 pre-enrollment
purpose, 330-2 constraints, 169-15
Person Reference subsytem overview, 169-2
concurrent processes, 383-1 processes
person relationships batch pre-enrollment for returning
definition, 346-2 students, 169-13
overview, 346-2 batch pre-enrollment through Admissions
Person Relationships window subsystem, 169-11
example, 346-4 batch pre-enrollment through Enrollments
procedures subsystem, 169-12
creating, 346-3 individual pre-enrollment through
person residency details Admissions subsystem, 169-5
definition, 350-2 individual pre-enrollment through Student
overview, 350-2 Program Attempt window, 169-10
Person Residency Details window private data groups
example, 350-4 definition, 381-2
procedures overview, 381-2
creating person residency records, 350-3 Private Data Groups window
person statistics, 168-10 example, 381-4
definition, 348-2 procedures
overview, 348-2 private data groups, 381-3
Person Statistics window process admission inquiry concurrent
description, 348-5 process, 166-14
example, 348-4 process advanced standing eligibility concurrent
procedures process, 241-4
entering, 348-3 process categories
person types setting up, 104-15
definition, 347-2, 374-2 process disbursement journal concurrent
overview, 347-2, 374-2 process, 235-26
Person Types window process disbursement snapshot concurrent
description, 347-6 process, 235-22
example, 347-5 process fee assessments concurrent process, 235-37
procedures process fee assessments from to do entries
creating, 347-4 concurrent process, 235-7
setting up, 374-3 process overdue payment penalties concurrent
Set Up Person Types window process, 235-19
example, 374-4 process person payment schedules concurrent
person’s special needs process, 235-13
definition, 341-2 process student contribution payment option
overview, 341-2 concurrent process, 235-20
Persons Special Needs window produce a graduate register concurrent
example, 341-4 process, 291-13
procedures produce student assignment cover sheet concurrent
entering, 341-3 process, 274-10

Index-35
profile options example, 49-4
Student System setup, 429-24 program attendance summary concurrent
program alternative exits process, 194-20
definition, 6-12 program attendance types
overview, 6-12 definition, 50-2
procedures overview, 50-2
creating, 6-13 procedures
Program Alternative Exits window creating, 50-4
example, 6-15 entering, 50-6
program annual load Program Attendance Types window
procedures example, 50-8
linking, 9-6 program attributes
program annual loads derived, 199-9
definition, 9-2 general, 199-7
overview, 9-2 nominated, 199-9
procedures rates, 199-10
entering, 9-4 program awards
Program Annual Load window definition, 7-2
example, 9-7 overview, 7-2
program attempt administration procedures
definition, 180-2 assigning, 7-6
overview, 180-2 attaching, 7-4
procedures Program Awards window
changing program attempt enrollment example, 7-8
categories, 180-3 program categories
Program Attempt Administration window definition, 47-2
example, 180-4 overview, 47-2
program attempt contributions procedures, 47-4
definition, 179-2 creating, 47-3
overview, 179-2 Program Categories window
procedures example, 47-5
maintaining program attempt contribution program categorizations
options, 179-4 definition, 12-2
Program Attempt Contribution window overview, 12-2
example, 179-7 procedures
program attempt fees assigning, 12-3
multiple, 199-11 Program Categorizations window
single, 199-10 example, 12-4
program attempts, 4-17, 168-11, 168-20, 168-25 program completion
program attendance modes evaluating, 275-10
definition, 49-2 program data report-basic concurrent
overview, 49-2 process, 101-11
procedures program data report-extended concurrent
creating, 49-3 process, 101-12
Program Attendance Modes window program default research milestones

Index-36
 definition, 316-2 definition, 205-2
overview, 316-2 overview, 205-2
procedures procedures
setting up, 316-3 creating program group codes, 205-4
Program Default Research Milestones window program group memberships
example, 316-4 definition, 10-2
program details, 4-5 overview, 10-2
program enquiry package items procedures
definition, 154-2 assigning, 10-3
overview, 154-2 Program Group Membership window
procedures example, 10-4
entering program enquiry package program group types
items, 154-3 definition, 51-2
Program Enquiry Package Items window overview, 51-2
example, 154-4 procedures
program entry point reference codes creating, 51-3
definition, 20-2 Program Group Types window
overview, 20-2 example, 51-4
procedures program groups
defining, 20-4 definition, 56-2
Program Entry Point Reference Codes window overview, 56-2
example, 20-6 procedures
program fee triggers creating, 56-3, 56-4
definition, 206-2 Program Groups window
overview, 206-2 example, 56-5
procedures program listing report concurrent process, 101-13
creating program codes, 206-4 program occupational titles
Program Fee Trigger window definition, 59-2
example, 206-6 overview, 59-2
program fees, 199-9 procedures
program field study history creating, 59-3
definition, 401-2 Program Occupational Titles window
overview, 401-2 example, 59-4
procedures program offering
displaying, 401-3 definition, 15-2
Program Field of Study History window overview, 15-2
example, 401-4 procedures
program fields studies creating, 15-4
definition, 13-2 Program Offerings window
overview, 13-2 example, 15-8
procedures program offering notes
defining, 13-3 definition, 16-2
Program Fields of Study window overview, 16-2
example, 13-5 procedures
program group fee triggers creating, 16-3

Index-37
 Program Offering Notes window program offerings, 4-6
example, 16-4 program option notes
program offering option admission categories Program Offering Options Notes window
definition, 65-2 example, 19-4
overview, 65-2 program option unit sets
procedures definition, 70-2
maintaining, 65-3 overview, 70-2
Program Offering Option Admission Categories procedures
window applying, 70-3
example, 65-4 Program Offering Option Unit Sets window
program offering option notes example, 70-4
definition, 19-2 program ownership history
overview, 19-2 definition, 402-2
procedures overview, 402-2
querying, 19-3 procedures
program offering options, 4-7, 104-17, 168-24 displaying, 402-3
definition, 18-2 Program Ownership History window
overview, 18-2 example, 402-4
procedures program ownerships
creating, 18-3 definition, 8-2
Program Offering Options window overview, 8-2
example, 18-5 procedures
program offering pattern notes assigning, 8-3
definition, 22-2 modifying, 8-5
overview, 22-2 Program Ownership window
Program Offering Pattern Notes window example, 8-6
example, 22-4 program patterns of studies
program offering patterns definition, 67-2
definition, 21-2 overview, 67-2
overview, 21-2 procedures
procedures entering, 67-6
defining, 21-3 Program Pattern of Studies window
Program Offering Patterns window example, 67-8
example, 21-6 program reference code history
program offering unit set relationships definition, 403-2
definition, 69-2 overview, 403-2
overview, 69-2 procedures
procedures displaying, 403-3
creating, 69-3 Program Reference Code History window
Program Offering Unit Set Releationships example, 403-4
window program reference codes
example, 69-4 definition, 11-2
program offering unit sets overview, 11-2
procedures procedures
maintaining, 68-3 assigning, 11-4

Index-38
 Program Reference Codes window assigning unit locations,media, and
example, 11-6 equipment, 34-3
program rollover, 4-18 assigning unit reference codes, 30-3
Program Sructure and Planning assigning unit section grading schemas, 93-3
procedures attaching program awards, 7-4
creating program alternative exits, 6-13 categorizing program, 47-4
Program Stage Types, 63-4 creating a program version, 23-3
program stage types creating attendance types, 50-4
definition, 63-2 creating awards, 52-4
overview, 63-2 creating catalog definitions, 99-3
procedures creating catalog notes, 100-3
creating, 63-3 creating dictionary of occupational titles
Program Stage Types window records, 58-3
example, 63-4 creating disciplines, 71-3
program stages creating fields of study, 48-3
definition, 62-2 creating funding sources, 54-3
overview, 62-2 creating program and unit set rules, 57-3
procedures creating program attendance modes, 49-3
maintaining, 62-3 creating program categories, 47-3
Program Stages window creating program group types, 51-3
example, 62-5 creating program occupational titles, 59-3
program statuses creating program offering instances, 15-6
definition, 53-2 creating program offering notes, 16-3
overview, 53-2 creating program offering options, 18-3
procedures creating program offering pattern notes, 22-3
creating, 53-3 creating program offering unit set
Program Statuses window relationships, 69-3
example, 53-4 creating program offerings, 15-4
Program Structure and Planning creating program stage types, 63-3
procedures creating program statuses, 53-3
applying a unit set to a program offering creating program type groups, 46-3
option, 70-3 creating program types, 45-3
applying unit set to program offerings, 44-3 creating program versions, 5-4
assigning program award ownership, 7-6 creating schedule definitions, 99-4
assigning program categorizations, 12-3 creating schedule notes, 100-4
assigning program group membership, 10-3 creating special requirements, 81-3
assigning program ownership, 8-3 creating subordinate unit versions, 26-6
assigning program reference codes, 11-4 creating superior unit versions, 26-5
assigning program unit levels, 25-3 creating teaching responsibility
assigning teaching responsibility, 27-3 overrides, 79-3
assigning unit categorizations, 28-3 creating unit categories, 72-4
assigning unit disciplines, 29-3 creating unit classes, 76-3
assigning unit fields of study creating unit internal program levels, 77-3
procedure, 31-3 creating unit levels, 74-3
assigning unit grading schemas, 32-3 creating unit modes, 75-3

Index-39
 creating unit offering notes, 37-3
creating unit offering pattern, 78-3
creating unit offering pattern waitlists, 40-3
creating unit offering patterns, 36-4
creating unit offerings, 36-3
creating unit section credit points, 86-3
creating unit section cross listings, 87-3
creating unit section details, 83-3
creating unit section notes, 39-3
creating unit section occurrences, 84-3
creating unit sections, 38-3
creating unit set categories, 94-3
creating unit set notes, 43-3
creating unit set statuses, 95-3
creating unit sets, 42-3
creating unit statuses, 73-3
creating unit version notes, 41-3
creating unit versions, 24-3
defining program entry point reference code
for program offering, 20-4
defining program fields of study, 13-3
defining program offering pattern for
program offering instance, 21-3
defining unit section assessment items, 91-3
defining unit section assignments, 90-3
defining unit section enrollment limits, 85-3
defining unit section repeat conditions, 89-3
entering loads defining an attendance
type, 50-6
entering program annual load, 9-4
entering program patterns of studies, 67-6
entering unit cross references, 35-3
entering unit repeat conditions, 33-3
indicating programs eligible for financial
aid, 61-3
indicating unit sections eligible for financial
aid, 88-3
indicating units eligible for financial
aid, 82-3
linking program annual load unit link, 9-6
maintaining degree details, 97-3
maintaining patterns of study, 66-3
maintaining program offering unit sets, 68-3
maintaining program stages, 62-3
maintaining program version rules, 64-3
Index-40
maintaining restricted funding sources, 14-3
maintaining unit section reference
codes, 92-3
maintaining unit version rules, 80-3
modifying ownership of a program
version, 8-5
querying dictonary of occupational titles
records, 60-3
querying faculty unit section history, 98-3
querying program offering option
notes, 19-3
querying programs associated with an
award, 52-6
querying unit set rules, 96-3
querying unit version relationships, 26-4
setting up media and equipment
codes, 461-3
program structure and planning
research students, 309-13
program structure and planning concurrent
process, 101-14
Program Structure and Planning subsystem
concurrent processes, 101-1
procedures - subsystem specialists
attaching unit sets to student program
attempts, 4-17
maintaining unit sets, 4-15
setting up unit sets, 4-15
purpose, 4-2
relationships
main data groups, 4-3
note functionality, 4-10
program details, 4-5
program versions and offerings, 4-6
to define program offering options, 4-7
to define program versions, 4-4
to define unit sections, 4-9
to define unit versions, 4-8
user responsibilities, 4-2
Program Structure Planning
procedures
creating unit section waitlists, 85-4
maintaining unit categorization, 72-5
program student targets
definition, 161-2
 overview, 161-2 overview, 45-2
procedures procedures
entering program student targets, 161-3 associating with fees, 204-4
Program Student Targets window creating, 45-3
example, 161-5 Program Types window
Program Sturcture and Planning example, 45-5
procedures Research subsystem, 309-13
creating program group members, 56-4 program unit level history
creating program groups, 56-3 definition, 404-2
creating reference code types, 55-3 overview, 404-2
program transfers procedures
Admissions subsystem, 103-11 displaying, 404-3
advanced standing, 168-27 Program Unit Level History window
definition, 172-2 example, 404-4
generic, 168-27 program unit levels
overview, 172-2 definition, 25-2
procedures overview, 25-2
transferring programs, 172-4 procedures
transferring unit sets, 172-10 assigning, 25-3
transferring units, 172-8 Program Unit Levels window
research students, 168-27, 308-5 example, 25-5
setup, 168-28 program unit note types
program type fee triggers definition, 57-2
definition, 204-2 overview, 57-2
Fee Category Calendar Instance window procedures
description, 203-10 creating, 57-3
Fee Category Fee Liability window Program and Unit Note Types window
description, 204-6 example, 57-4
overview, 204-2 program unit sets
program type groups definition, 68-2
definition, 46-2 overview, 68-2
overview, 46-2 Program Offering Unit Sets window
procedures example, 68-5
creating, 46-3 program version history
Program Type Groups window definition, 405-2
example, 46-4 overview, 405-2
program type history procedures
definition, 400-2 displaying, 405-3
overview, 400-2 Program Version History window
procedures example, 405-4
displaying, 400-3 program version notes
Program Type History window definition, 23-2
example, 400-4 overview, 23-2
program types procedures
definition, 45-2 creating, 23-3

Index-41
 Program Version Notes window categories, 294-3
example, 23-4 maintaining progression rules, 300-3
program version progression configurations maintaining system progression
definition, 296-2 configuration, 295-6
overview, 296-2 progression completion queries
procedures definition, 306-2
maintaining program version progression overview, 306-2
configurations, 296-6 progression outcome decision
Program Version Progression Configurations definition, 305-2
window overview, 305-2
example, 296-8 progression outcome types
program version rules definition, 293-2
definition, 64-2 overview, 293-2
overview, 64-2 procedures
procedures maintaining progression outcome
maintaining, 64-3 types, 293-4
Program Version Rules window Progression Outcome Types window
example, 64-4 example, 293-6
program versions, 4-4, 4-6 progression rule application report concurrent
programoffering pattern notes process, 307-4
procedures progression rule applications
creating, 22-3 definition, 299-2
programs overview, 299-2
procedures procedures
creating, 15-6 maintaining progression rule
programs eligible financial aids applications, 299-4
definition, 61-2 Progression Rule Applications window
overview, 61-2 example, 299-10
procedures progression rule categories
indicating, 61-3 definition, 294-2
Programs Eligible for Financial Aid window overview, 294-2
example, 61-4 procedures
Progression maintaining progression rule
procedures categories, 294-3
maintaining complete student program Progression Rule Categories window
attempts, 298-3 example, 294-6
maintaining organizational unit progression progression rule outcome application report
configurations, 297-6 concurrent process, 307-4
maintaining program version progression progression rule outcomes
configurations, 296-6 definition, 301-2
maintaining progression outcome overview, 301-2
types, 293-4 progression rule summary
maintaining progression rule definition, 302-2
applications, 299-4 overview, 302-2
maintaining progression rule progression rules

Index-42
 definition, 300-2 overview, 164-2
overview, 300-2 procedures
procedures entering recruitment details, 164-3
maintaining progression rules, 300-3 Recruitments window
Progression Rules window example, 164-8
example, 300-6 re-enrollment
Progression subsystem research students, 308-4
concurrent processes, 307-1 reference code types
purpose, 292-2 definition, 55-2
user responsibilities, 292-2 Maintain Reference Code Types window, 55-4
province codes overview, 55-2
definition, 377-2 procedures
overview, 377-2 creating, 55-3
procedures Reference Code Types window
setting up, 377-3 example, 55-4
Province Codes window reference data
example, 377-4 Admissions subsystem, 104-2
Advanced Standing subsystem, 237-5
Assessments subsystem, 243-2
Q disbursement, 198-22
query windows, 330-2 fee assessment, 198-7
Graduation subsystem, 276-2
R Program Structure and Planning
subsystem, 4-15
rating scales Research subsystem, 309-2
definition, 127-2 sponsorship, 198-9
overview, 127-2 unit sets, 4-15
procedures reference types
setting up rating scales, 127-3 definition, 353-2
Rating Scales Setup window overview, 353-2
example, 127-4 procedures
Receivables control maintenance creating reference types, 353-3
definition, 233-2 Reference Types window
overview, 233-2 example, 353-4
procedures Repeatable indicator, 309-17
maintaining, 233-3 report to identify double IDs concurrent
Receivables Control Maintenance window process, 195-11
example, 233-4 reproduce previous fee assessment trace concurrent
recognition types process, 235-41
Credit, 237-7 Requests
definition, 237-7 procedures
Preclusion, 237-7 creating text notes, 17-3
records, graduand, 275-7 entering concurrent process text, 398-3
recruitments Requests subsystem
definition, 164-2 purpose, 397-2

Index-43
required examinations report concurrent
process, 274-18
Research
procedures
creating research milestones, 313-3
creating thesis details, 315-3
recording scholarship details, 314-3
setting up government socio-economic
objective classification codes, 325-3
setting up government type of activity
codes, 327-3
setting up institution-defined socio-economic
objective classification codes, 326-3
setting up milestone statuses, 328-3
setting up milestone types, 318-3
setting up program default research
milestones, 316-3
setting up research calendars, 317-3
setting up research supervisor types, 319-3
setting up research supervisors, 312-3
setting up scholarship types, 323-3
setting up thesis examination types, 321-3
setting up thesis panel member types, 322-3
setting up thesis panel types, 320-3
setting up thesis result codes, 324-3
research calendar configuration
definition, 317-2
overview, 317-2
procedures
setting up, 317-3
Research Calendar Configuration window
example, 317-4
research candidacy details
definition, 311-2
overview, 311-2
Research Candidacy Details window
example, 311-3
research codes, 309-5
Research indicator, 309-17
research milestones
definition, 313-2
overview, 313-2
procedures
creating, 313-3
Research Milestones window
Index-44
example, 313-4
research students
admitting, 308-2
attendance percentages, 310-14
discontinuing research units, 308-5, 309-18
enrolling, 308-2
entering assessment outcomes for, 308-5
load ranges, 310-14
maintaining candidacy details, 308-6
maintaining grading schema for, 309-18
maintaining thesis details, 308-10
monitoring progress, 308-7
monitoring progress with Effective Full Time
Days, 310-2
monitoring progress with milestones, 308-9
monitoring progress with submission
dates, 310-2
recording scholarship details, 308-9
recording supervisor information, 308-8
recording variation in attendance, 308-7
re-enrolling, 308-4
scholarships, 308-9
supervision, 308-8
theses, 308-10
transferring programs, 308-5
withdrawing from research units, 308-5, 309-18
Research subsystem
procedures
admitting research students, 308-2
calculating Effective Full Time Days, 310-2
calculating research Effective Full Time
Student Units, 310-5
calculating submission dates, 310-2
discontinuing research units, 308-5, 309-18
enrolling research students, 308-2
entering assessment outcomes, 308-5
maintaining candidacy details, 308-6
maintaining thesis details, 308-10
monitoring progress, 308-7
monitoring progress with milestones, 308-9
recording scholarship details, 308-9
recording supervisor information, 308-8
recording variation in attendance, 308-7
re-enrolling research students, 308-4
transferring programs, 308-5
 withdrawing from research units, 308-5, responsibilities, user, 4-2, 103-4, 197-2, 237-3, 242-3,
309-18 292-2, 431-2
procedures - subsystem specialists restricted sources
configuring calendars, 309-8 definition, 14-2
configuring date aliases, 309-8 overview, 14-2
establishing admission process, 309-12 procedures
establishing enrollment process, 309-12 maintaining, 14-3
establishing program structures, 309-13 Restricted Funding Sources window
establishing research units, 309-15 example, 14-6
maintaining grading schema, 309-18 result entry control sheet concurrent
setting up reference data, 309-2 process, 274-34
purpose, 308-2 result sheet concurrent process, 274-41
research supervisor types results
definition, 319-2 See assessment outcomes
overview, 319-2 retention schedule
procedures definition, 213-2
setting up, 319-3 retention schedules, 198-19
Research Supervisor Types window definition, 213-2
example, 319-4 overview, 213-2
research supervisors procedures
definition, 312-2 creating, 213-6
overview, 312-2 Retention Schedules window
procedures example, 213-8
setting up, 312-3 review duplicate person records - report concurrent
Research Supervisors window process, 383-6
example, 312-4 review of unit version creation report concurrent
research units process, 101-15
attributes, 309-16 rollover admission period concurrent
achievable credit points, 309-17 process, 166-6
enrolled credit points, 309-17 rollover calendar instances
Override Credit Points indicator, 309-17 definition, 435-2
Override Title indicator, 309-18 overview, 435-2
Repeatable indicator, 309-17 procedures
Research indicator, 309-17 creating rollover calendar instance, 435-3
overview, 309-15 linking rolled-over calendar instance to
unit discontinuation, 309-18 superior calendar, 435-5
reset government reportable indicators Rollover Calendar Instance window
definition, 489-2 example, 435-6
overview, 489-2 rollover calendar report concurrent process, 442-6
procedures rollover program offering pattern concurrent
resetting, 489-3 process, 101-4
Reset Government Reportable Indicator window rollover unit offering options concurrent
example, 489-4 process, 101-5
responsibilities rollover, fee data, 198-24
Student System setup, 429-24 rollover, program, 4-18

Index-45
rollover, unit, 4-18 levels, 198-19, 199-2
rooms payment, 198-18
definition, 465-2 retention, 198-19
overview, 465-2 setting up, 198-18
procedures types, 198-18, 199-2
creating, 465-3 schema translations
rule checking definition, 267-2
program, 168-22 Grading Schema Grade Translations window
program and unit, 168-22 example, 267-5
unit, 168-23 overview, 267-2
Rules procedures
procedures maintaining, 267-3
adding rules, 471-4 schemas
adding rules to rule groups and definition, 266-2
subgroups, 470-4 Grading Schemas window
viewing rule groups, subgroups, and example, 266-7
rules, 470-3 overview, 266-2
rules procedures
definition, 471-2 maintaining, 266-3
overview, 471-2 scholarship details
procedures definition, 314-2
adding, 471-4 overview, 314-2
Rule window procedures
example, 471-6 recording, 314-3
Rules management Scholarship Details window
creating, 469-2 example, 314-4
deleting, 469-2 scholarship types
editing, 469-2 definition, 323-2
viewing, 469-2 overview, 323-2
Rules subsystem procedures
purpose, 469-2 setting up, 323-3
syntax, 469-3 Scholarship Types window
terminology, 469-2 example, 323-4
user responsibilities, 469-3 scholarships
creating, 469-3 research students, 308-9
deleting, 469-3 seating allocation report concurrent
modifying, 469-3 process, 274-20
rules syntax, 469-3 secondary education assessment types
definition, 136-2
overview, 136-2
S procedures
schedule rollover concurrent process, 101-17 entering secondary education assessment
schedules types, 136-3
common features, 198-20 Secondary Education Assessment Types window
encumbrance, 198-19 example, 136-4

Index-46
secondary education schools Source Categories window
definition, 135-2 example, 134-5
overview, 135-2 source types
procedures definition, 361-2
entering, 135-3 overview, 361-2
Secondary Education Schools window procedures
example, 135-4 setting up source types records, 361-3
self service admission application setups Source Types window
definition, 133-2 example, 361-4
overview, 133-2 sources
procedures definition, 54-2
setting up self service admission Funding Sources window
applications, 133-3 example, 54-4
Self Service Admission Application Setup overview, 54-2
window special awards
example, 133-4 definition, 284-2
session details, 168-15 overview, 284-2
set graduand order in presentation concurrent procedures
process, 291-10 entering, 284-3
sets, unit Special Awards window
See unit sets example, 284-4
Setup Overview special consideration application details
introduction, 429-2 definition, 264-2
Setup overview overview, 264-2
Student System setup checklists procedures
OSS setup checklists, 429-3 registering, 264-3
Setups Special Consideration Application Details
procedures window
performing lookups, 430-3 example, 264-6
snapshots, 472-8, 472-12 special consideration categories
socio-economic objective classifications definition, 248-2
definition, 326-2 overview, 248-2
overview, 326-2 procedures
procedures entering, 248-3
setting up, 326-3 Special Consideration Categories window
Socio-Economic Objective Classifications window example, 248-4
example, 326-4 special consideration for students, 242-12
source categories special consideration outcome report concurrent
definition, 134-2 process, 274-32
overview, 134-2 special consideration outcomes
procedures definition, 249-2
setting up source categories for building self overview, 249-2
service application types, 134-4 procedures
setting up source categories for data entering, 249-3
import, 134-3 Special Consideration Outcomes window

Index-47
 example, 249-4 process, 195-8
special need types statistical fee data, 197-8
definition, 369-2 statistics snapshots, 472-8
overview, 369-2 statistics submission process, 472-7
procedures statuses, 198-7
creating, 369-3 statuses, advanced standing, 237-9
Special Need Types window statuses, approval, 275-7
example, 369-4 statuses, graduand, 275-7
special requirements steps
definition, 81-2, 178-2 setting up, 104-15
overview, 81-2, 178-2 student current enrollment report concurrent
procedures process, 194-23
creating, 81-3 student DETYA statistics
entering student program attempt special definition, 491-2
requirements, 178-3 overview, 491-2
Special Requirements window procedures
example, 81-4, 178-4 creating first person statistics records, 491-3
sponsor details Student DETYA Statistics window
definition, 222-2 example, 491-4
overview, 222-2 student enrollments
procedures definition, 170-2
creating, 222-3 overview, 170-2
Record Sponsor Details window procedures
example, 222-4 creating enrollment sessions, 170-18
sponsored student report concurrent entering persons and person details, 170-19
process, 235-29 maintaining student unit attempts, 170-29
sponsorship assignments Student Enrollments window
definition, 223-2 example, 170-33
Direct Assignment of Sponsorships window student examination details
example, 223-9 definition, 263-2
overview, 223-2 overview, 263-2
procedures procedures
direct assignment of sponsorships, 223-3 maintaining, 263-3
sponsorships, individual, 197-5 Student Examination Details window
standard unit discontinuation, 308-5, 309-18 example, 263-5
state codes student examination location report concurrent
definition, 378-2 process, 274-31
overview, 378-2 student examination notification letter concurrent
procedures process, 274-15
setting up, 378-3 student fee sponsor types
State Codes window definition, 220-2
example, 378-4 overview, 220-2
statement of account extract concurrent procedures
process, 235-16 creating, 220-3
statistical details exception report concurrent Student Fee Sponsor Types window

Index-48
 example, 220-4
Student Finance
procedures
associating program types with fees, 204-4
authorizing fee encumbrances, 232-3
creating account classifications, 231-4
creating charge method
apportionment, 216-4
creating disbursement accounts, 225-4
creating disbursement categories, 224-3
creating element ranges, 218-5
creating fee category calendar
instances, 203-4
creating fee disbursement formulas, 226-4
creating fee encumbrances, 214-5
creating fee hold statuses, 230--3
creating fee posting accounts, 201-3
creating fee sponsor statuses, 221-3
creating fee sponsorship statuses, 215-3
creating fee structure statuses, 200-3
creating fee trigger groups, 208-4
creating international currency codes, 228-3
creating journal entries, 227-4
creating payment schedules, 212-7
creating program codes, 206-4
creating program group codes, 205-4
creating retention schedules, 213-6
creating sponsor details, 222-3
creating student fee sponsor types, 220-3
creating student finance external reference
types, 229-3
creating unit codes, 207-4
creating unit set codes, 219-3
defining fee assessment rates, 217-4
direct assignment of sponsorships, 223-3
fee assessment enrollment, 210-4
maintaining contract fee assessment
rates, 209-3
maintaining external charges, 234-3
maintaining fee types, 202-3
maintaining person payment
schedules, 211-4
maintaining Receivables control
maintenance, 233-3
student finance external reference types
definition, 229-2
overview, 229-2
procedures
creating, 229-3
Student Finance External Reference Types
window
example, 229-4
Student Finance subsystem
Admissions subsystem, 198-20
concurrent processes, 235-1
fee processing, 197-5
prerequisites, 197-3
procedures
assessing fees, 197-6
disbursing fees, 197-8
documenting statistical fee data, 197-8
invoicing fees, 197-6
recording fee contracts, 197-5
recording individual sponsorships, 197-5
procedures - subsystem specialists
assigning triggers to fee liabilities, 198-12
creating fee liabilities, 198-11
recording fee posting accounts, 198-23
setting up calculation data, 198-15
setting up calendars, 198-5
setting up data for fee assessment, 198-3
setting up data for fee disbursement, 198-4
setting up date aliases, 198-5
setting up disbursement formulas, 198-23
setting up disbursement reference
data, 198-22
setting up fee assessment reference
data, 198-7
setting up fee categories, 198-11
setting up fee contracts, 198-20
setting up fee types, 198-10
setting up predictive fee assessments, 198-20
setting up schedules, 198-18
setting up sponsorship reference data, 198-9
setting up statuses, 198-7
purpose, 197-2
setup, 198-2
terminology, 197-3
user responsibilities, 197-2
student list concurrent process, 194-27
Index-49
student list-unit concurrent process, 194-28 steps, 429-24
student outcomes users, 429-24
definition, 269-2 student target types
Non-Enrolled Student Outcomes window definition, 158-2
example, 269-5 overview, 158-2
overview, 269-2 procedures
procedures maintaining student target types, 158-3
maintaining, 269-3 Student Target Types window
student program attempt future discontinuation example, 158-4
report concurrent process, 195-4 student unit assessment items
student program attempt history definition, 258-2
definition, 421-2 overview, 258-2
overview, 421-2 procedures
procedures entering, 258-3
displaying, 421-3 Student Unit Assessment Items window
Student Program Attempt History window example, 258-5
example, 421-4 student unit assessment patterns
student program attempt lapsed process concurrent definition, 257-2
process, 194-18 overview, 257-2
student program attempt notes procedures
definition, 171-2 querying, 257-3
overview, 171-2 Student Unit Assessment Patterns window
procedures example, 257-5
entering, 171-3 student unit attempt history
student program attempt update concurrent definition, 419-2
process, 194-6 overview, 419-2
student program attempts procedures
definition, 334-2 displaying, 419-3
overview, 334-2 Student Unit Attempt History window
procedures example, 419-4
displaying, 334-3, 334-6 student unit attempt outcome history
maintaining student program definition, 420-2
attempts, 170-21 overview, 420-2
See program attempts procedures
Student Program Attempt window displaying, 420-3
description, 334-7 Student Unit Attempt Outcome History window
student progression outcome example, 420-4
definition, 304-2 student unit attempts
overview, 304-2 See unit attempts
student progression rule checks student unit outcomes
definition, 303-2 definition, 271-2
overview, 303-2 overview, 271-2
Student System setup procedures
profile options, 429-24 amending, 271-3
responsibilities, 429-24 Student Unit Attempt Outcomes window

Index-50
 example, 271-5 example, 372-4
student unit set attempt history supervision, 308-8
definition, 422-2 supervisors venues
overview, 422-2 definition, 262-2
procedures overview, 262-2
displaying, 422-3 procedures
Student Unit Set Attempt History window allocating, 262-5
example, 422-4 Supervisors to Venue window
student’s program offering options example, 262-9
definition, 176-2 surrendering awards, 275-14
overview, 176-2 syntax, 469-3
procedures system hold effect types
changing, 176-5 definition, 356-2
Student’s Program Offering Option window overview, 356-2
example, 176-7 procedures
students due to enroll/re-enroll concurrent maintaining, 356-3
process, 194-25 System Hold Effect Types window
students with approved deferment report example, 356-4
concurrent process, 166-23 system progression configurations
submission dates definition, 295-2
See theses overview, 295-2
submission intake targets procedures
definition, 159-2 maintaining system progression
overview, 159-2 configuration, 295-6
procedures System Progression Configuration window
entering submission intake targets, 159-3 example, 295-8
Submission Intake Targets window
example, 159-4
submission process, 472-7, 472-23
T
submission snapshots, 472-12 Tacking
sub-unit relationships procedures
definition, 26-2 setting up tracking group members, 392-4
overview, 26-2 targets, intake, 104-23
procedures teaching period codes
creating subordinate unit versions, 26-6 definition, 142-2
creating superior unit versions, 26-5 overview, 142-2
querying unit version relationships, 26-4 procedures
Sub-Unit Relationships window creating, 142-3
example, 26-7 Teaching Period Codes window
suburb postcodes example, 142-4
definition, 372-2 teaching responsibilities
overview, 372-2 definition, 27-2
procedures overview, 27-2
creating, 372-3 procedures
Suburb Postcodes window assigning, 27-3

Index-51
 Teaching Responsibilities window procedures
example, 27-5 creating, 17-3
teaching responsibility history Text Notes window
definition, 410-2 example, 17-4
overview, 410-2 theses
procedures creating examining panel, 308-11
displaying, 410-3 examining, 308-11
Teaching Responsibility History window submission dates, 310-2
example, 410-4 using Tracking subsystem, 308-12
teaching responsibility override history thesis details
definition, 409-2 definition, 315-2
overview, 409-2 overview, 315-2
procedures procedures
displaying, 409-3 creating, 315-3
Responsibility Responsibility Override History Thesis Details window
window example, 315-4
example, 409-4 thesis examination types
teaching responsibility overrides definition, 321-2
definition, 79-2 overview, 321-2
overview, 79-2 procedures
procedures setting up, 321-3
creating, 79-3 Thesis Examination Types window
Teaching Responsibility Overrides window example, 321-4
example, 79-4 thesis panel member types
termination letter concurrent process, 194-16 definition, 322-2
tertiary education level of completion overview, 322-2
definition, 125-1 procedures
tertiary levels of completion setting up, 322-3
definition, 125-2 Thesis Panel Member Types window
overview, 125-2 example, 322-4
procedures thesis panel types
entering, 125-3 definition, 320-2
Tertiary Level of Completion window overview, 320-2
example, 125-4 procedures
tertiary levels of qualification setting up, 320-3
definition, 124-2 Thesis Panel Types window
overview, 124-2 example, 320-4
procedures thesis result codes
entering, 124-3 definition, 324-2
Tertiary Education Level of Qualification overview, 324-2
window procedures
example, 124-4 setting up, 324-3
text notes Thesis Result Codes window
definition, 17-2 example, 324-4
overview, 17-2 Tracking

Index-52
 procedures definition, 387-2
creating tracking items, 385-3 overview, 387-2
creating tracking step, 385-5 procedures
recording tracking item progress, 385-6 setting up, 387-3
setting up tracking group notes, 393-3 Tracking Item Step Notes window
setting up tracking groups, 392-3 example, 387-4
setting up tracking item group membership tracking items
procedure, 394-3 creating, 384-3
setting up tracking item notes, 386-3 definition, 384-2, 385-2
setting up tracking item step notes, 387-3 inquiring about, 384-4
setting up tracking note types, 391-3 overview, 385-2
setting up tracking statuses, 390-3 procedures
setting up tracking type step notes, 389-3 creating, 385-3, 385-5
setting up tracking types, 388-3 recording, 385-6
tracking group notes recording progress of, 384-4
definition, 393-2 Tracking Items window
overview, 393-2 example, 385-8
procedures tracking note types
setting up, 393-3 definition, 391-2
Tracking Group Notes window overview, 391-2
example, 393-4 procedures
tracking groups setting up, 391-3
definition, 392-2 Tracking Note Types window
overview, 392-2 example, 391-4
procedures tracking notes
setting up, 392-3, 392-4 recording, 384-5, 384-7
Tracking Groups window tracking reference data
example, 392-6 setup
using, 384-5 tracking statuses, 384-7
tracking item group memberships tracking types, 384-6
definition, 394-2 tracking statuses
overview, 394-2 definition, 390-2
procedures overview, 390-2
setting up, 394-3 procedures
Tracking Item Group Membership window setting up, 390-3
example, 394-4 recording, 384-7
tracking item notes Tracking Status window
definition, 386-2 example, 390-4
overview, 386-2 tracking steps
procedures Research subsystem, 309-3
setting up, 386-3 Tracking subsystem
Tracking Item Notes window concurrent processes, 395-1
example, 386-4 examining panel, 308-12
tracking item report concurrent process, 395-4 examining theses, 308-12
tracking item step notes procedures

Index-53
 creating tracking items, 384-3 process, 274-7
inquiring about tracking items, 384-4 triggers
recording tracking item progress, 384-4 assigning to fee liabilities, 198-12
recording tracking notes, 384-5 categories, 198-13
setting up reference data, 384-6 definition, 198-12
using tracking groups, 384-5 prerequisites, 198-12
purpose, 384-2 program fees, 199-9
Research subsystem, 308-12, 309-3 types, advanced standing, 237-4
terminology, 384-2 types, graduand, 275-7
theses, 308-12 types, recognition
tracking type step notes Credit, 237-7
definition, 389-2 definition, 237-7
overview, 389-2 Preclusion, 237-7
procedures
setting up, 389-3
Tracking Type Step Notes window
U
example, 389-4 unit assessment item queries
tracking types definition, 254-2
definition, 384-2, 388-2 overview, 254-2
overview, 388-2 procedures
procedures querying, 254-3
setting up, 388-3 Unit Assessment Items Query window
recording, 384-6 example, 254-4
Research subsystem, 309-3 unit assessment items
Tracking Types window definition, 253-2
example, 388-4 overview, 253-2
transcript types procedures
definition, 273-2 entering, 253-3
overview, 273-2 Unit Assessment Items window
procedures example, 253-7
maintaining, 273-3 unit assessment pattern queries
Transcript Types window definition, 256-2
example, 273-4 overview, 256-2
transcripts procedures
definition, 272-2 querying, 256-3
overview, 272-2 Unit Assessment Pattern Query window
procedures example, 256-4
producing, 272-3 unit assessment patterns
Produce Transcript window definition, 255-2
example, 272-5 overview, 255-2
transfer to Receivables interface concurrent procedures
process, 235-45 creating, 255-3
transfers Unit Assessment Patterns window
See program transfers example, 255-7
translate student unit attempt outcomes concurrent unit attempt outcome noticeboard report concurrent

Index-54
 process, 274-28 Unit Deletion Date Increment field, 237-5
unit attempts, 168-12, 168-20, 168-25, 168-35 unit discipline history
attaching assessment items to, 243-9 definition, 408-2
attaching assessment patterns to, 243-14 overview, 408-2
unit categories procedures
definition, 72-2 displaying, 408-3
overview, 72-2 Unit Discipline History window
procedures example, 408-4
creating, 72-4 unit disciplines
maintaining, 72-5 definition, 29-2
Unit Categories window overview, 29-2
example, 72-6 procedures
unit categorizations assigning, 29-3
definition, 28-2 Unit Disciplines window
overview, 28-2 example, 29-5
procedures unit discontinuation, 308-5, 309-18
assigning, 28-3 unit discontinuation date criteria
Unit Categorizations window definition, 185-2
example, 28-4 overview, 185-2
unit clash report concurrent process, 274-29 procedures
unit classes creating unit discontinuation date criteria
definition, 76-2 records, 185-5
overview, 76-2 Unit Discontinuation Dates window
procedures example, 185-7
creating, 76-3 unit enrollment summary concurrent
Unit Classes window process, 194-21
example, 76-4 unit fee triggers
unit conditions definition, 207-2
definition, 33-2 overview, 207-2
overview, 33-2 procedures
procedures creating unit codes, 207-4
entering, 33-3 Unit Fee Triggers window
Unit Repeat Conditions window example, 207-6
description, 33-5 unit field studies
example, 33-4 definition, 31-2
unit cross-reference information overview, 31-2
definition, 35-2 procedures
overview, 35-2 assigning, 31-3
procedures Unit Fields of Study window
entering, 35-3 example, 31-4
Unit Cross-Reference Information window unit internal program level history
example, 35-4 definition, 412-2
unit data report-basic concurrent process, 101-8 overview, 412-2
unit data report-extended concurrent procedures
process, 101-9 displaying, 412-3

Index-55
 Unit Internal Program Level History window unit offering pattern waitlists
example, 412-4 definition, 40-2
unit internal program levels overview, 40-2
definition, 77-2 procedures
overview, 77-2 creating, 40-3
procedures Unit Offering Pattern Waitlist window
creating, 77-3 example, 40-4
Unit Internal Program Levels window unit offerings
example, 77-4 definition, 36-2
unit levels overview, 36-2
definition, 74-2 procedures
overview, 74-2 creating, 36-3, 36-4
procedures Unit Offerings window
creating, 74-3 example, 36-6
Unit Levels window unit placements
example, 74-4 definition, 128-2
unit listing report concurrent process, 101-10 overview, 128-2
unit locations facilities procedures
definition, 34-2 creating unit placement recommendations
overview, 34-2 based on test segment, 128-4
procedures creating unit placement recommendations
assigning, 34-3 based on test type, 128-3
Unit Locations and Facilities window Unit Placement window
example, 34-4 example, 128-5
unit modes unit reference code history
definition, 75-2 definition, 413-2
overview, 75-2 overview, 413-2
procedures procedures
creating, 75-3 displaying, 413-3
Unit Modes window Unit Reference Code History window
example, 75-4 example, 413-4
unit offering notes unit reference codes
definition, 37-2 definition, 30-2
overview, 37-2 overview, 30-2
procedures procedures
creating, 37-3 assigning, 30-3
Unit Offering Notes window Unit Reference Codes window
example, 37-4 example, 30-4, 461-4
unit offering pattern notes unit review report concurrent process, 274-26
definition, 78-2 unit rollover, 4-18
overview, 78-2 unit schemas
procedures definition, 32-2
creating, 78-3 overview, 32-2
Unit Offering Pattern Notes window procedures
example, 78-4 assigning, 32-3

Index-56
 Unit Grading Schemas window defining unit section enrollment limits, 85-3
example, 32-4 unit section enrollments and waitlists
unit section assessment items Unit Section Enrollment Limits and Waitlist
definition, 91-2 window
overview, 91-2 example, 85-5
procedures unit section financial aid eligibility
defining, 91-3 definition, 88-2
Unit Section Assessment Items window overview, 88-2
example, 91-4 procedures
unit section assessments indicating unit sections eligible for financial
definition, 90-2 aid, 88-3
overview, 90-2 Unit Section Financial Aid Eligibility window
procedures example, 88-4
defining, 90-3 unit section notes
Unit Section Assessments window definition, 39-2
example, 90-4 overview, 39-2
unit section credit points procedures
definition, 86-2 creating, 39-3
overview, 86-2 Unit Section Notes window
procedures example, 39-4
creating, 86-3 unit section occurrences
Unit Section Credit Points window definition, 84-2
example, 86-4 overview, 84-2
unit section cross listings procedures
definition, 87-2 creating unit section occurrences, 84-3
overview, 87-2 Unit Section Occurrences window
procedures example, 84-4
creating, 87-3 unit section reference codes
Unit Section Cross Listings window definition, 92-2
example, 87-4 overview, 92-2
unit section details procedures
definition, 83-2 maintaining, 92-3
Find Unit Section window Unit Section Reference Codes window
description, 83-6 example, 92-4
overview, 83-2 unit section repeat conditions
procedures definition, 89-2
creating, 83-3 overview, 89-2
Unit Section Details window procedures
description, 83-7 defining, 89-3
example, 83-5 Unit Section Repeat Conditions window
unit section enrollment limits and waitlists example, 89-4
definition, 85-2 unit section schemas
overview, 85-2 definition, 93-2
procedures overview, 93-2
creating unit section waitlists, 85-4 procedures

Index-57
 assigning, 93-3 Unit Set Fee Triggers window
Unit Section Grading Schemas window example, 219-5
example, 93-4 unit set history
unit section waitlists definition, 415-2
definition, 174-2 overview, 415-2
overview, 174-2 procedures
procedures displaying, 415-3
updating, 174-3 Unit Set History window
Unit Section Waitlist window example, 415-4
example, 174-4 unit set notes
unit sections, 4-9 definition, 43-2
definition, 38-2 overview, 43-2
overview, 38-2 procedure
procedures creating, 43-3
creating, 38-3 Unit Set Notes window
Unit Sections window example, 43-4
example, 38-6 unit set rules
unit set attempts definition, 96-2
definition, 175-2 overview, 96-2
overview, 175-2 procedures
procedures querying, 96-3
maintaining, 175-3 Unit Set Rules window
Student Unit Set Attempt window example, 96-4
example, 175-6 unit set statuses
unit set categories definition, 95-2
definition, 94-2 overview, 95-2
overview, 94-2 procedures
procedures creating, 95-3
creating, 94-3 Unit Set Statuses window
Unit Set Categories window example, 95-4
example, 94-5 unit sets, 168-20
unit set ceremonies academic, 4-12
definition, 279-2 administrative, 4-12
overview, 279-2 attaching to student program attempts, 4-17
procedures encumbrances, 4-17
maintaining, 279-4 functions, 4-12
Unit Set Ceremony window maintaining, 4-15
example, 279-5 reference data, 4-15
unit set fee triggers setting up, 4-15
definition, 219-2 unit statuses
Maintain Unit Set Fee Triggers window definition, 73-2
example, 219-5 overview, 73-2
overview, 219-2 procedures
procedures creating, 73-3
creating unit set codes, 219-3 Unit Statuses window

Index-58
 example, 73-4 venue session availabilities
unit version history definition, 259-2
definition, 414-2 overview, 259-2
overview, 414-2 procedures
procedures entering, 259-3
displaying, 414-3 Venue Session Availability window
Unit Version History window example, 259-6
example, 414-4 venues
unit version notes definition, 467-2
definition, 41-2 overview, 467-2
overview, 41-2 procedures
procedures entering, 467-3
creating, 41-3 versions, program
Unit Version Notes window See program versions
example, 41-4 versions, unit
unit version rules See unit versions
definition, 80-2 view unit placement details
overview, 80-2 definition, 107-2
procedures overview, 107-2
maintaining, 80-3 procedures
Unit Version Rules window displaying unit placement recommendations
example, 80-4 based on test segment, 107-4
unit versions, 4-8 displaying unit placement recommendations
units based on test type, 107-3
Research subsystem View Unit Placement Details window
attributes, 309-16 example, 107-5
overview, 309-15 visa types
unit discontinuation, 309-18 definition, 114-2
units eligible financial aids overview, 114-2
definition, 82-2 procedures
overview, 82-2 creating, 114-3
procedures Visa Types window
indicating, 82-3 example, 114-4
Units Eligible for Financial Aid window
example, 82-4
upload of results, electronic, 242-12, 243-17
W
user responsibilities, 4-2, 103-4, 197-2, 237-3, 242-3, window
292-2, 431-2 Program Annual Load, 9-7
users windows
Student System setup, 429-24 Aboriginal/Torres Codes, 368-4
Academic History Details, 162-5
Account Classification, 231-5
V Activities, 132-13
validation Addresses, 364-6
See rule checking Administrative Unit Statuses, 181-6

Index-59
 Admission Application History, 417-4
Admission Application Note Types, 130-4
Admission Application Status, 112-4
Admission Calendar Configurations, 155-6
Admission Category, 110-6
Admission Codes, 116-4
Admission Conditional Offer Status, 121-4
Admission Documentation Status, 119-4
Admission Entry Qualification Status, 117-4
Admission Fee Status, 113-4
Admission Offer Deferment Status, 123-4
Admission Offer Response Status, 122-4
Admission Outcome Status, 120-4
Admission Period Calendars, 156-5
Admission Period Date Overrides, 157-5
Admission Process Category Detail, 111-5
Admission Program Application Instance
History, 416-4
Admission Program Application Instance Unit
History, 418-4
Admission Test Results, 165-4
Admission Test Types, 126-6
Admission Unit Outcome Status, 118-4
Admissions Import Process, 108-4
Advanced Standing Configuration, 239-4
Advanced Standing Details, 238-11
Alternative Person IDs, 339-5
Applicant Goals, 132-18
Application Detail Codes, 132-20
Application Fee Information, 132-19
Apply Unit Sets to Program Offerings, 44-4
Assessment Item Examination Materials, 252-4
Assessment Items, 251-7
Assessment Type Government Score
Mapping, 137-4
Assessment Types, 244-4
Assessments Calendar Configuration, 250-4
Assessor Types, 247-4
Athletics, 132-14
Authorize Fee Disbursement Journal, 227-5
Authorize Fee Hold, 232-5
Award Ceremony, 278-6
Awards, 52-7
Basic Program Details, 5-5
Basic Unit Details, 24-4
Index-60
Basic Unit Set Details, 42-5
Basis for Admission Types, 115-4
Calendar Date Alias Instances, 4344
Calendar Instance Relationships, 433-8
Calendar Statuses, 441-4
Calendar Types, 432-7
Careers and Related Programs, 60-4
Catalog Definition, 99-5
Catalog Notes, 100-5
Category Procedure Detail, 186-8
Ceremony Graduands, 281-4
Charge Method Apportion, 216-5
Citizenship Codes, 367-4
Class List Query, 173-5
Complete Student Program Attempts, 298-6
Contract Fee Assessment Rates, 209-6
Contribution Payment, 188-4
Country Codes, 365-4
County Codes, 376-4
Credential Ratings, 132-16
Credential Types, 129-4
Credentials Type, 288-4
Date Alias Categories, 440-4
Date Alias Instances, 437-9
Date Alias Offset Constraints, 438-5
Date Aliases, 436-8
Degree Details, 97-4
Delivery Point Codes, 379-4
Dictionary of Occupational Titles, 58-4
Direct Admission, 106-6
Direct Admissions Program, 146-34
Direct Admissions Unit, 147-5
Direct Assignment of Sponsorships, 223-9
Disbursement Accounts, 225-5
Disbursement Categories, 224-4
Discipline History, 406-4
Disciplines, 71-4
Discontinuation Reasons, 191-6
Element Ranges, 218-7
Employment Details, 338-5
End Date for Members, 345-17
Enquiry Characteristic Types, 151-4
Enquiry Information Types, 150-4
Enquiry Source Types, 149-4
Enquiry Status, 152-4
Enrollment Calendar Configuration, 184-6
Enrollment Categories, 189-4
Enrollment Method Types, 190-4
Enrollment Note Types, 193-4
Enrollment Statistics Snapshot Control, 488-4
Establish Fee Contracts, 148-10
Examination Material Types, 246-4
Examination Sessions, 261-4
Examination Supervisor Details, 260-5
Examination Supervisor Types, 245-4
External Charges, 234-4
Faculty Degree Details, 355-4
Faculty Unit Section History, 98-4
Fee Assessment Enrollment, 210-8
Fee Assessment Rates, 217-8
Fee Category Calendar Instance, 203-9
Fee Disbursement Formulas, 226-7
Fee Hold, 214-7
Fee Hold Status, 230--4
Fee Posting Accounts, 201-4
Fee Sponsor Statuses, 221-4
Fee Sponsorship Statuses, 215-4
Fee Structure Statuses, 200-4
Fee Trigger Groups, 208-5
Fee Type Calendar Instances, 202-8
Fee Types, 202-6
Field of Study History, 407-4
Fields of Study, 48-4
Find Person, 144-5
Find Person Query Find, 144-6
Find Unit Sections, 83-5
Funding Source History, 423-4
Funding Source Restriction History, 411-4
Funding Sources, 54-4
Gov’t Contribution Payments, 187-4
Government Aboriginal/Torres Strait Islander
Codes, 484-4
Government Admission Codes, 139-4
Government Basis for Admission Type, 481-4
Government Citizenship Codes, 480-4
Government Contribution Bands, 487-4
Government Country Codes, 476-4
Government Discipline Groups, 479-4
Government Fields of Study, 475-4
Government Funding Source, 478-4
Government Honors Levels, 485-4
Government Institution Codes, 448-4
Government Language Codes, 477-4
Government Level of Completion, 141-4
Government Levels of Qualification, 140-4
Government Permanent Resident Codes, 486-4
Government Program Attendance Modes, 483-4
Government Program Attendance Types, 482-4
Government Program Types, 473-4
Government Secondary Assessment
Types, 143-4
Government Snapshot Control, 490-7
Government Socio-Economic Objective
Classifications, 325-4
Government Special Program Types, 474-4
Government Type of Activity Classification
Codes, 327-4
Grade Conversion, 131-4
Grading Schema Grade Translations, 267-5
Grading Schemas, 266-7
Graduand Approval Statuses, 286-4
Graduand Award Ceremony History, 425-4
Graduand Ceremony Details, 283-4
Graduand Details, 282-4
Graduand History, 424-4
Graduand Statuses, 285-4
Graduation Ceremony, 277-6
Graduation Ceremony Notes, 280-4
Graduation Note Types, 287-4
Group Rules, 470-5
Honors Levels, 289-4
Inquiry Package Items, 153-5
Institution Control Types, 451-4
Institution History, 426-4
Institution Statuses, 449-4
Institution Types, 450-4
Institution Waitlist Options, 182-4
Institutions, 444-6
Insurance Detail Codes, 382-6
Interests, 132-15
Intermission, 177-7
International Currency Codes, 228-4
Job Text, 398-4
Language Codes, 366-4
Load Calendar Structure, 192-14
Index-61
 Location Relationships, 466-5
Location Type, 463-4
Locations, 462-5
Maintain Funding Sources, 54-4
Maintain Reference Code Types, 55-4
Maintain Student Fee Sponsor Types, 220-4
Mandatory Data by Person Types, 375-4
Mark/Grade Entry, 268-7
Mark/Grade Entry Configuration, 265-6
Match Criteria Sets, 362-4
Measurements, 290-4
Media and Equipment, 461-4
Member Types, 456-4
Merge Person IDs, 359-5
Milestone Statuses, 328-4
Milestone Types, 318-4
Military Detail Codes, 382-8
Non-Enrolled Student Outcomes, 269-5
Oracle Student System Lookups, 430-4
Organization Structure Notes, 446-5
Organizational Statuses, 457-4
Organizational Structure Accreditation
Details, 447-4
Organizational Structure Accreditation
Statuses, 460-4
Organizational Structure Alternate ID
Types, 459-4
Organizational Structure Alternate IDs, 445-4
Organizational Structure Note Types, 458-4
Organizational Types, 455-4
Organizational Unit History, 427-4
Organizational Unit Locations, 454-4
Organizational Unit Progression
Configurations, 297-8
Organizational Unit Relationships, 453-7
Organizational Unit Student Targets, 160-8
Organizational Unit Waitlist Setup, 183-5
Organizational Units, 452-7
Outcome Upload File, 270-6
Overseas Secondary Education
Qualification, 138-4
Partial Matching Records, 109-4
Patterns of Study, 66-7
Payment Schedules, 212-10
Permanent Resident Codes, 371-4
Index-62
Person Activities, 163-4
Person Alias Types, 380-4
Person Aliases, 340-4
Person Details, 337-6
Person Health and Insurance Details, 349-4
Person Hold Details, 358-6
Person Hold Types, 357-4
Person ID Group Definitions, 345-9
Person ID Types, 370-4
Person Image, 344-5
Person International Details, 342-4
Person Military Details, 351-4
Person Note Types, 373-4
Person Notes, 343-4
Person Payment Schedules, 211-8
Person Query, 331-5
Person Query Summary, 332-4
Person Reference Details, 354-4
Person Relationships, 346-4
Person Residency Details, 350-4
Person Statistics, 348-4
Person Statistics Codes, 382-10
Person Types, 347-5
Persons Special Needs, 341-4
Private Data Groups, 381-4
Produce Transcript, 272-5
Program Alternative Exits, 6-15
Program and Unit Note Types, 57-4
Program Attempt Administration, 180-4
Program Attempt Contribution, 179-7
Program Attendance Modes, 49-4
Program Attendance Types, 50-8
Program Awards, 7-8
Program Categories, 47-5
Program Categorizations, 12-4
Program Default Research Milestones, 316-4
Program Eligible for Financial Aid, 61-4
Program Enquiry Package Items, 154-4
Program Entry Point Reference Codes, 20-6
Program Fee Trigger, 206-6
Program Field of Study History, 401-4
Program Fields of Study, 13-5
Program Group Membership, 10-4
Program Group Types, 51-4
Program Groups, 56-5
Program Occupational Titles, 59-4
Program Offering Notes, 16-4
Program Offering Option Admission
Categories, 65-4
Program Offering Option Notes, 19-4
Program Offering Option Unit Sets window
example, 70-4
Program Offering Options, 18-5
Program Offering Pattern Notes, 22-4
Program Offering Patterns, 21-6
Program Offering Unit Set Relationships, 69-4
Program Offering Unit Sets, 68-5
Program Offerings, 15-8
Program Ownership, 8-6
Program Ownership History, 402-4
Program Pattern of Studies, 67-8
Program Reference Code History, 403-4
Program Reference Codes, 11-6
Program Stage Types, 63-4
Program Stages, 62-5
Program Statuses, 53-4
Program Student Targets, 161-5
Program Type Groups, 46-4
Program Type History, 400-4
Program Types, 45-5
Program Unit Level History, 404-4
Program Unit Levels, 25-5
Program Version History, 405-4
Program Version Notes, 23-4
Program Version Progression
Configurations, 296-8
Program Version Rules, 64-4
Progression Outcome Types, 293-6
Progression Rule Applications, 299-10
Progression Rule Categories, 294-6
Progression Rules, 300-6
Province Codes, 377-4
query, 330-2
Rating Scales Setup, 127-4
Receivables Control Maintenance, 233-4
Record Admission Enquiries, 105-5
Record Sponsor Details, 222-4
Recruitment Information, 132-22
Recruitments, 164-8
Reference Code Types, 55-4
Reference Types, 353-4
Research Calendar Configuration, 317-4
Research Candidacy Details, 311-3
Research Milestones, 313-4
Research Supervisor Types, 319-4
Research Supervisors, 312-4
Reset Government Reportable Indicator, 489-4
Residency Detail Codes, 382-7
Restricted Funding Sources, 14-6
Retention Schedules, 213-8
Review Duplicate Records, 360-4
Rollover Calendar Instance, 435-6
Rule, 471-6
Schedule Definition, 99-6
Schedule Notes, 100-6
Scholarship Details, 314-4
Scholarship Types, 323-4
Secondary Education Assessment Types, 136-4
Secondary Education Schools, 135-4
Self Service Admission Application Setup, 133-4
Set Up Person Types, 374-4
Socio-Economic Objective Classifications, 326-4
Source Categories, 134-5
Source Types, 361-4
Special Awards, 284-4
Special Consideration Application
Details, 264-6
Special Consideration Categories, 248-4
Special Consideration Outcomes, 249-4
Special Need Codes, 382-9
Special Need Types, 369-4
Special Requirements, 81-4, 178-4
State Codes, 378-4
Student DETYA Statistics, 491-4
Student Enrollments, 170-33
Student Examination Details, 263-5
Student Fee Sponsor Types, 220-4
Student Finance External Reference
Types, 229-4
Student Program Attempt History, 421-4
Student Target Types, 158-4
Student Unit Assessment Items, 258-5
Student Unit Assessment Patterns, 257-5
Student Unit Attempt History, 419-4
Student Unit Attempt Outcome History, 420-4
Index-63
 Student Unit Attempt Outcomes, 271-5
Student Unit Set Attempt, 175-6
Student Unit Set Attempt History, 422-4
Student’s Program Offering Option, 176-7
Submission Intake Targets, 159-4
Sub-Unit Relationships, 26-7
Suburb Postcodes, 372-4
Supervisors to Venue, 262-9
System Advanced Standing Types, 240-4
System Hold Effect Types, 356-4
System Progression Configuration, 295-8
Teaching Period Codes, 142-4
Teaching Responsibilities, 27-5
Teaching Responsibility History, 410-4
Teaching Responsibility Override
History, 409-4
Teaching Responsibility Overrides, 79-4
Tertiary Level of Completion, 125-4
Tertiary Level of Qualification, 124-4
Test Result Information, 132-21
Text Notes, 17-4
Thesis Details, 315-4
Thesis Examination Types, 321-4
Thesis Panel Member Types, 322-4
Thesis Panel Types, 320-4
Thesis Result Codes, 324-4
Tracking Group Notes, 393-4
Tracking Groups, 392-6
Tracking Item Group Membership, 394-4
Tracking Item Notes, 386-4
Tracking Item Step Notes, 387-4
Tracking Items, 385-8
Tracking Note Types, 391-4
Tracking Status, 390-4
Tracking Type Step Notes, 389-4
Tracking Types, 388-4
Transcript Information, 132-17
Transcript Types, 273-4
Unit Assessment Items, 253-7
Unit Assessment Items Query, 254-4
Unit Assessment Pattern Query, 256-4
Unit Assessment Patterns, 255-7
Unit Categories, 72-6
Unit Categorizations, 28-4
Unit Classes, 76-4
Index-64
Unit Cross-Reference Information, 35-4
Unit Discipline History, 408-4
Unit Disciplines, 29-5
Unit Discontinuation Dates, 185-7
Unit Fee Triggers, 207-6
Unit Fields of Study, 31-4
Unit Grading Schemas, 32-4
Unit Internal Program Level History, 412-4
Unit Internal Program Levels, 77-4
Unit Levels, 74-4
Unit Locations and Facilities, 34-4
Unit Modes, 75-4
Unit Offering Notes, 37-4
Unit Offering Pattern Notes, 78-4
Unit Offering Pattern Waitlist, 40-4
Unit Offerings, 36-6
Unit Placement, 128-5
Unit Reference Code History, 413-4
Unit Reference Codes, 30-4
Unit Repeat Conditions, 33-4
Unit Section Assessment Items, 91-4
Unit Section Assessments, 90-4
Unit Section Credit Points, 86-4
Unit Section Cross Listings, 87-4
Unit Section Details, 83-5
Unit Section Enrollment Limits and
Waitlists, 85-5
Unit Section Financial Aid Eligibility, 88-4
Unit Section Grading Schemas, 93-4
Unit Section Notes, 39-4
Unit Section Occurrences, 84-4
Unit Section Reference Codes, 92-4
Unit Section Repeat Conditions, 89-4
Unit Section Waitlist, 174-4
Unit Sections, 38-6
Unit Set Categories, 94-5
Unit Set Ceremony, 279-5
Unit Set Fee Triggers, 219-5
Unit Set History, 415-4
Unit Set Notes, 43-4
Unit Set Rules, 96-4
Unit Set Statuses, 95-4
Unit Statuses, 73-4
Unit Version History, 414-4
Unit Version Notes, 41-4
 Unit Version Rules, 80-4
Units Eligible for Financial Aid, 82-4
Venue Session Availability, 259-6
View Unit Placement Details, 107-5
Visa Types, 114-4
windows Unit Reference Codes, 461-4
write off minor debts concurrent process, 235-10

Index-65
Index-66