Introduction - ANU · Web viewThe purpose of this document is to provide detailed support information on the Manage My Degree Coursework eForm for administrators and support staff

MANAGE MY DEGREE COURSEWORK EFORM SUPPORT GUIDE

Version 1

8 May 2023

IntroductionThe purpose of this document is to provide detailed support information on the Manage My Degree Coursework eForm for administrators and support staff. The guide outlines the key functionality as well as possible errors which may be triggered on each page. This may be referred to for trouble-shooting and end-user support. To navigate this guide, first identify the page on which the error occurs and follow the link to the page from either the full contents list or the lists organised by action type below. Note that some pages are only visible on certain forms and under specific user inputs. The guide also provides information on the email escalations sent during the eForm process and information on the documentation and storage of files during the process.

The MMD Coursework eForm combines several key functions which are utilised by selecting an Action from the Action selection page. Selecting an Action causes the form to activate only the functions and pages which are applicable to that Action. The form approval process is also directed by the Action as each Action requires a different approval chain. A list of the Actions and the functions they utilise are shown below:

Leave – Application for Leave, Drop Course (where applicable), ECOE extension (where applicable)

Reduced Study Load – Reduce Study Load, Enrolment History (Drop Course), ECOE extension (where applicable)

Late Withdrawal – Enrolment History (Drop Course), Application for Late Withdrawal, ECOE extension (where applicable)

Overload – Application to Add Course, Application to Overload Third Attempt – Application to Add Course Voluntary Discontinuation – Drop Course (where applicable)

Contents1 Manage My Degree Coursework eForm Structure........................................................................6

2 eForm Access and Functionality....................................................................................................6

3 eForm Approvals Workflow...........................................................................................................7

3.1 Apply for Leave......................................................................................................................7

3.2 Late Withdrawal....................................................................................................................8

3.3 Overload / Third Attempt......................................................................................................8

3.4 Reduced Study Load..............................................................................................................9

3.5 Voluntary Discontinuation.....................................................................................................9

4 General eForm Components........................................................................................................10

5 eForm Pages................................................................................................................................11

5.1 Introduction Page................................................................................................................11

5.2 Student Details Page............................................................................................................14

5.3 Action Selection Page..........................................................................................................16

5.4 Introduction (Approver) Page..............................................................................................18

5.5 Application for Leave Page...................................................................................................20

5.6 Reduced Study Load Page (International students only).....................................................23

5.7 Enrolment History Page.......................................................................................................27

5.8 Application for Late Withdrawal Page.................................................................................31

5.9 Electronic Confirmation of Enrolment Extension Page (If ECOE extension is selected. International students only)............................................................................................................34

5.10 Application to Add Course Page...........................................................................................36

5.11 Application to Overload Page..............................................................................................39

5.12 Submission Page..................................................................................................................42

5.13 Next Steps Page...................................................................................................................45

6 Email Workflow...........................................................................................................................60

6.1 Email Workflow Diagrams....................................................................................................60

6.2 Email Details........................................................................................................................65

7 Output Documents and File Storage............................................................................................69

Leave Pages5 eForm Pages................................................................................................................................11





5.5 Application for Leave Page...................................................................................................20



5.12 Submission Page..................................................................................................................42

5.13 Next Steps Page...................................................................................................................45

5 Email Workflow...........................................................................................................................60

Late Withdrawal Pages5 eForm Pages................................................................................................................................11






5.8 Application for Late Withdrawal Page.................................................................................31


5.12 Submission Page..................................................................................................................42

5.13 Next Steps Page...................................................................................................................45

Apply for Overload / Third Attempt Pages5 eForm Pages................................................................................................................................11






5.10 Application to Add Course Page...........................................................................................36

5.11 Application to Overload Page..............................................................................................39

5.12 Submission Page..................................................................................................................42

5.13 Next Steps Page...................................................................................................................45

Reduced Study Load Pages5 eForm Pages................................................................................................................................11





5.6 Reduced Study Load Page (International students only).....................................................23



5.12 Submission Page..................................................................................................................42

5.13 Next Steps Page...................................................................................................................45

Voluntary Discontinuation Pages5 eForm Pages................................................................................................................................11






5.12 Submission Page..................................................................................................................42

5.13 Next Steps Page...................................................................................................................45

1 Manage My Degree Coursework eForm Structure

2 eForm Access and FunctionalityThe Student logs into ISIS and navigates to > ISIS > Degree Management > Manage My Degree. They then select MMD – Coursework from the list and click ‘Apply’.

On clicking the Apply link, the Student will be redirected (via single sign on) to the eForms website with a new instance of the Manage My Degree Coursework eForm.

The form should begin on the Introduction page as displayed in section 5.1.

All users are given the opportunity to save the form in order to complete it later. To save the form, click on the save button and enter a description into the text box.

To continue filling out a saved form, the user must log into the eforms website: eforms.anu.edu.au/ and find the saved form under “Forms Assigned To Me”

http://eforms.anu.edu.au/

Support Guide

3 eForm Approvals WorkflowAs the MMD Coursework form is combining several forms into one package, the approvals process of the form varies depending on what Action is selected by the student, as well as the circumstances of the student. E.g. Australia Awards Students must have approval from the Australia Awards Team. The diagrams below show the approvals process for each action type and the conditions which require additional approvers.

3.1 Apply for Leave

Version 1 - September 2016 pg. 7

Support Guide3.2 Late Withdrawal

3.3 Overload / Third Attempt


Support Guide3.4 Reduced Study Load

3.5 Voluntary Discontinuation


Support Guide

4 General eForm Components There are several components which are common to each eForm. These aid in navigating the eForm system and moving to the different pages on the eForm. General eForm Components are shown in the figure below:

1. Home: returns to the eForms system home.2. Log Out: logs out of the eForms system.


Support Guide3. Navigation Menu: links to pages within the eForm. These can be used to navigate around the form by ‘jumping’ to selected pages.4. Form Body: the information and actions for each page are displayed in this section.5. Form ID: a unique identifier used to identify the form within Insight reporting and within the eForm system database. Visible on the introduction page.6. Help Button: opens the Student Administration eForms support page. 7. Save Button: allows the form progress to be saved (with comments) to be completed at a later date.8. Navigation Arrows: used to step through the form pages in sequential order

5 eForm Pages5.1 Introduction Page

Action: All ActionsVisible to: Student OnlyPurpose: Provides an introduction and summary on the MMD Coursework form functionality to the student. Allows student to choose which program the

application relates to.Loads: Within this page the form collects data from the following web services based on parameters sent to the form from ISIS:

CS Occupation Service Personal Contact Details (for Student) Current Academic Program (inc. Program, Program Owner) Forms Approval (for ADEA and AUTH for the Student’s current academic program/plan) Academic Program Details (for Current Academic Program) Residency Visa Details Student Scholarships Enrolments (+ Class Details for each line of the enrolment record) Academic Term Details Class Details (For Add Course)


Support Guide5.1.1 Student View

5.1.2 Function TableDisplay 1. Form ID – e.g. 1000005825 unique identifier for the form, which can be used to track the form within Insight reporting and also used to

request backend form management functionality, e.g. cancelling a form.2. Introduction:


Support Guidea. New form : information will be displayed regarding the MMD Coursework form functions.b. Form returned to a previous state : If the form has been returned to the student for further information by an approver, the comments

entered by the approver will be displayed here.3. The student selects the program this form relates to from a dropdown list

5.1.3 Errors / Validatorsa)

Trigger: Displayed if the details passed to the eForm from ISIS indicate there is no active Academic Career or that the Academic Career passed to the form does not match the requirements of the form.Potential Solutions: Ensure that the student’s record indicates that they are enrolled as an Undergraduate (UGRD), Postgraduate (PGRD) or Non-Award (NAWD) student. If they are a Research (RSCH) student then they should be using the Manage My Degree – HDR eForm. If details appear to be correct, request that the student close the eForm/ISIS, start up a new browser session, login to ISIS and start a new form. Escalate to next tier in the support chain if this does not resolve the problem.Warning Text: “You do not have the appropriate educational affiliation with the ANU to complete this form. Please contact your Local Student Administrator for further information.”

b)

Trigger: The student has selected a program which has no College/School owner.Potential Solutions: Confirm that the student is selecting a program from the drop-down list provided. If the program selected should have an owner, contact Student Central who should be able to route your request to the relevant party within DSA. Once these details are updated, ask the Student to refresh the form and they should be able to proceed. Escalate to next tier in the support chain if required.Warning Text: “WARNING: You have selected a Program containing a plan that does not have a College/School owner. Please select another option to continue, or contact Student Central.”

c)

Trigger: The student has selected a program which is not currently active. Allowed Program status codes are as follows: AC, AD, AP, LA, PMPotential Solutions: Ask the student to select an active program for the form to apply to. If the program is incorrectly listed as inactive, contact Student Central to ensure the student’s enrolment is up to date. Once these details are entered, ask the user to reload the form. Escalate to next tier in the support chain if required.Warning Text: “You have selected a Program that is registered as inactive. Please select another option to continue, or contact Student Central.”

d)

Trigger: Displayed if there are no details passed to the eForm regarding the Delegated Authority (AUTH) group for the Plan within in the SAS Forms Approval table.Version 1 - September 2016 pg. 13

Support GuidePotential Solutions: Information will be displayed to the user regarding the Academic Career, Academic Organisation, Research Organisation and Program/Plan. Review the Forms Approval table and ensure that there is an appropriate listing for the Delegated Authority group and that the details match the details indicated on the form. If there is no listing, College administrators will have to setup the group in AD groups. Once these details are entered, ask the user to reload the form. Escalate to next tier in the support chain if required.Warning Text: “You do not have a Delegated Authority group registered with the college(s). Please contact Student Administration in order to proceed with this form.”

e)

Trigger: Displayed if there are no details passed to the eForm regarding the Associate Dean (ADEA) group for this Plan within the SAS Forms Approval table. Potential Solutions: Information will be displayed to the user regarding the Academic Career, Academic Organisation, Research Organisation and Program/Plan. Review the Forms Approval table and ensure that there is an appropriate listing for Associate Dean. If there is no listing, College Administrators will need to enter these details in the Forms Approval table. Once these details are entered, ask the user to reload the form. Escalate to next tier in the support chain if required.Warning Text: “You do not have an Associate Dean registered with the college(s). Please contact Student Administration in order to proceed with this form.”

f)

Trigger: Compulsory form fields are not completed. Applies to: “Select Program” drop down list. Potential Solutions: Confirm that user has selected a program from the drop down list. If no value is available from the list, check the student’s enrolment status. Escalate to the next tier in the support chain if all fields are complete but the form will not progress.Warning Text: “This is a required field“

5.2 Student Details PageAction: All ActionsVisible to: Student OnlyPurpose: Provides further details on the student including contact details, citizenship information, and program details for reference.




Support Guide5.2.2 Function Table

Display 1. Student Details – displays the student’s: Name, Phone, and Address.2. Citizenship Information – displays the student’s: Citizenship Status, Residency, and Visa Status.3. Program Details – displays the student’s: Program name, Enrolment Type, Program Status, Scholarship Information (if applicable), College /

School, Program Commencement semester, and Academic Load.

If any of the program details listed above are incorrect, the student must contact their Local Student Administrator.

5.3 Action Selection PageAction: All ActionsVisible to: Student OnlyPurpose: For the student to select which form functions to use by selecting an Action. The student is also asked to indicate for what reason they are choosing to

voluntarily discontinue their enrolment if that option is selected.



5.3.2 Function TableDisplayStudent

1. Radio button list to select which action the student wishes to apply for. Note: Only the actions applicable to the student based on their enrolment are visible. a. Apply for Leave – Only available for International students, Honours students and Medical Coursework students.b. Apply for Reduced Study Load – Only available for International students.c. Apply for Late Withdrawal – Available to all students.d. Overloading – Available to all students.


Support Guidee. Third Attempt Enrolment – Available to all students.f. Voluntary Discontinue – Available to all students.

2. If voluntarily discontinue is selected : the student must select a reason from the dropdown list.


Trigger: The student has a VVR negative service indicator which indicates that they have not verified their visa details with ASQOPotential Solutions: Ask the student to update their visa details with ASQO. Once ASQO have resolved the underlying issue with the student’s visa information they will clear the negative service indicator. Once these details are updated, ask the student to reload the form. Escalate to next tier in the support chain if required.Warning Text: “You must verify your current visa details with the Academic Standards and Quality Office before you can use this form.”

b)

Trigger: Student has not selected an action from the listApplies to: “I want to:” radio button listPotential Solutions: The student should select an action from the list in order to proceed. Note: Some actions are only available under certain conditions which are dynamically calculated from the student’s details. If the student is unable to find/select the action that they wish to undertake, it is likely that the application contravenes policy or procedure. Contact Student Central for further information if required. Warning Text: “Please select an action to continue.”

c)

Trigger: Compulsory form fields are not completed. Applies to: Reason list, Description field when “Other” is selected as ReasonPotential Solutions: Confirm that user has selected a reason from the drop down list when they select Voluntary Discontinuation. If “Other” has been selected, ensure that a Description has been entered by the user. Escalate to the next tier in the support chain if all fields are complete but the form will not progress.Warning Text: “This is a required field“

5.4 Introduction (Approver) PageAction: All ActionsVisible to: All ApproversPurpose: Provides details on the student including name, citizenship information, program details, unofficial transcript comments and service indicators for


Support Guidereference.

5.4.1 Approver View


Support Guide

5.4.2 Function TableDisplay Approver 1. Indication of the Form action

2. Student name and UID3. Citizenship Information including: Citizenship Status, Residency, Visa Status, and Visa #4. Program Details including: Program name, Enrolment Type, Program Status, Scholarship Information (if applicable), College / School,

Program Commencement semester, Academic Load, Maximum program end date (calculated field only), Units completed, and Grade Average.

5. List of Unofficial Transcript Comments and list of Service Indicators associated with the student’s enrolment

5.5 Application for Leave PageAction: Apply for LeaveVisible to: StudentPurpose For the student to provide details on their leave including dates, reason for leave, additional information, and supporting documentation.





DisplayStudent

1. Calendar selectors for Start and End Date2. Dropdown indicating reason for leave 3. Textbox to input additional information. (Compulsory for Military Service)4. ECOE warning and checkbox indicating if the student wishes to extend their ECOE (international students only)5. Supporting documentation upload checkbox. (Compulsory for Military Service)


Trigger: Student has entered a Start Date for their leave which is in the past. Applies to: Start Date calendar entryPotential Solutions: Remind the student that backdating leave is not allowed and they must select a start date in the future. Warning Text: “Start date for leave must be today or in the future.”

b)

Trigger: Student has entered an End Date for their leave which occurs before their Start Date. Applies to: End Date calendar entryPotential Solutions: Ask the student to check their start and end dates and ensure that the start date comes before the end date. Warning Text: “Leave end date must be greater than the start date.”

c)

Trigger: Displayed when the student tries to apply for leave after their program end dateApplies to: Start Date calendar entryPotential Solutions: Check the Student’s leave dates and program end dates. The Student must begin their leave before the program end date. If their program end date is incorrect, contact Student Services to update this field and ask the student to reload the form once this is updated.Warning Text: “Leave start date must be before the program end date. See enrolment details for further information.”


Support Guided)

Trigger: Student has applied for more than 2 years leave (when considered in 6 monthly, Study Period ‘segments’)Applies to: Start and End Date calendar entry combinationPotential Solutions: Remind the student that they can only apply for 2 years leave using this form and ensure the End Date is less than 2 years after the Start Date. If their reason for leave is for compulsory military service (international students only), they may apply for 3 years leave. Please note that leave for Coursework students is considered in 6 monthly segments based on Study Periods (1/1 – 30/6 or 1/7 – 31/12), and the 2 or 3 year leave period is calculated using these study periods, not the exact dates as entered by the Student. Warning Text: “Students can only apply for leave up to a period of 2 years via this form.”

Trigger: Student has applied for more than 3 years leave when indicating the reason for leave as Military Service (international students only) Applies to: Start and End Date calendar entry combinationPotential Solutions: Remind the student that they can only apply for 3 years leave using this form and ensure the End Date is less than 3 years after the Start Date. This only applies if their reason for leave is for compulsory military service (international students only). Please note that leave for Coursework students is considered in 6 monthly segments based on Study Periods (1/1 – 30/6 or 1/7 – 31/12), and the 2 or 3 year leave period is calculated using these study periods, not the exact dates as entered by the Student.Warning Text: “Leave for a period greater than three years cannot be applied for via this form.”

Trigger: Compulsory form fields are not completed. Applies to: Start and End Date entry, Reasons list, Description field when “Other” is selected, Comments field, additional information text area (when Military Service is selected), Supporting Documentation (when Military Service is selected)Potential Solutions: Confirm that user has provided a valid input for all required form fields. Note the extra fields required if Military Service is selected. Escalate to the next tier in the support chain if all fields are complete but the form will not progress.Warning Text: “This is a required field“

5.6 Reduced Study Load Page (International students only)Action: Reduced Study LoadVisible to: StudentPurpose: For the student to provide details on their application to reduce their study load




Support Guide


1. Information on Reduced Study Load conditions2. Drop down list to indicate which year the form applies to3. Drop down list to indicate which study period the form applies to (visible after year is selected)4. Drop down list to indicate the study load which the student is requesting (study period is selected). Options are 0, 6, 12, or 18 units


Support Guide5. ECOE extension checkbox6. Yes / No radio button to indicate if the student would like to drop courses (If Yes: the Enrolment History page is active) 7. Text area for the student to provide supporting comments8. Document upload for supporting documentation


Trigger: Student has selected a study period for which the end date has passed.Applies to: Ensure that the student selects a study period with an end date that is in the future. Potential Solutions: Confirm that the student selects a valid option. Escalate to the next tier in the support chain if required.Warning Text: “You have selected a study period that has passed. Please select a future study period before proceeding.”

b)

Trigger: “0” load is selected in the Study Load selector.Applies to: Study Load selector.Potential Solutions: Confirm that the student does not intend to enrol in the semester and if so advise them to apply for leave if required. If the student does intend to ensure, advise them to select a different value in order to continue. Escalate to the next tier in the support chain if required.Warning Text: “If you are not going to enrol for the selected study period - you must apply for leave. Please return to the Action Selection page in this eForm and change your selection.”

c)

Trigger: The value selected by the student on the Study Load selector exceeds the current enrolment load for that Student for that Study Period and the student has selected not to drop courses as part of the application. Applies to: Study Load selector, combined with the “drop courses” selector.Potential Solutions: Confirm the Study Load that the student wishes to undertake. If they intend to reduce their study load lower than the total of their enrolments for that Study Period, then advise to select “Yes” to the drop courses radio button and drop enough courses on the following page to match the selected study load for that study period. Escalate to the next tier in the support chain if required.Warning Text: “Records indicate that your current enrolment does not match your selected 'Study Load'. You need to select 'Yes' to drop courses before continuing.”


Support Guided)

Trigger: Compulsory form fields are not completed. Applies to: Year selector, Study Period selector, Drop courses radio button, Study Load selector, RSL Drop Courses selector.Potential Solutions: Confirm that user has provided a valid input for all required form fields. Escalate to the next tier in the support chain if all fields are complete but the form will not progress.Warning Text: “This is a required field“

5.7 Enrolment History PageActions: Student: Reduced Study Load (If drop courses option is selected), Late Withdrawal

Approvers: All ActionsVisible to: Student, ApproversPurpose For the student to indicate which courses they will be dropping as a result of their action. For the Approvers to view the student’s enrolment history




Support Guide5.7.2 Approver View


1. Information on Drop Course conditions.2. List of courses including:

a. Drop course checkbox, b. Course Code and Title, c. Semester / Session, d. Class #, e. Course Dates, f. Grade (if completed), g. Unit Value. h. If a course is being dropped :

Start Date,


Support Guide Census Date, Last date to Drop before WD grade, and Last date to drop before Fail WN grade.

Display Chair of Panel and Delegated Authority

1. List of courses including: a) Course Code and Title, b) Semester / Session, c) Class #, d) Course Dates, e) Grade (if completed), f) Unit Value. g) If a course is being dropped as a result of the student’s action:

Start Date, Census Date, Last date to Drop before WD grade, and Last date to drop before Fail WN grade.


Trigger: Student is required to drop courses however has not selected any courses to drop. Applies to: Drop Course checkboxes Potential Solutions: Confirm which action the student is undertaking that has resulted in them being require to drop course(s). Ensure that the student does actually need to drop courses and if so advise them to select one of the “Drop” options selected (tick boxes on the left-hand side of the screen). If there are no courses to drop then the student is not eligible to drop any courses that they are currently enrolled in. Escalate to the next tier of the support chain if required.Warning Text: “You have applied to drop courses, please select at least one course to continue or alternatively change your selected actions for this form.”

b)

Trigger: Student is required to drop courses as part of a Reduce Study Load application, however the number of courses selected results in a Study Load exceeding the value requested for that Study Period. Applies to: Drop Course checkboxes when applying to reduce study load.Potential Solutions: Confirm what Reduced Study Load the student has applied for and for which Study Period the application is. Ensure that the student selects


Support Guideenough courses to drop within the selected Study Period (6 month period) to result in a study load that matches or is less than the Study Load applied for. If there are no courses to drop then the student is not eligible to drop any courses that they are currently enrolled in. Escalate to the next tier of the support chain if required.Warning Text: “Records indicate that you need to select courses to drop before continuing. The study load selected previously does not match the number of units resulting from your selection above.”

5.8 Application for Late Withdrawal PageAction: Late WithdrawalVisible to: StudentPurpose: To provide information to the student on the conditions of Late Withdrawal, and provide an opportunity for the student to detail their reasons for Late

Withdrawal and upload output documentation




Support Guide


Support Guide


1. Information on the Late Withdrawal conditions2. Text area for the student to provide a statement outlining the reasons for their Late Withdrawal (they should not provide personal

information in this text area.)3. If the Late Withdrawal application is more than 12 months after the completion of the course, an additional statement is required in the text

area provided.4. Document upload area for supporting documentation5. ECOE extension checkbox


Trigger: Mandatory entry fields / document uploads not completed. Applies to: Reasons comments box, Justification comments box when course > 12 months in the past, Supporting documentation fieldPotential Solutions: Confirm that user has entered valid details into all required text areas and has uploaded supporting documentation. Warning Text: “This is a required field“

5.9 Electronic Confirmation of Enrolment Extension Page (If ECOE extension is selected. International students only)Action: Leave, Late Withdrawal, Reduced Study LoadVisible to: StudentPurpose For the student to provide details regarding their ECOE extension if required.





Display Student 1. Visa details provided for reference2. Text area for student to provide details on their ECOE extension.

5.10 Application to Add Course PageAction: Overload, Third Attempt EnrolmentVisible to: StudentPurpose: For the student to apply to add courses which cannot be added through ISIS, i.e. courses which cause the student to overload or courses which they have

already attempted twice.





DisplayStudent

1. Information on the Add Course conditions2. Course Selection field:

a. Dropdown list to select the Session to which the course will be added.b. Search box to select which course will be added (visible once the Session is selected).c. Class Number (visible once the Course is selected). d. Unit value. Note: this is editable for courses which can count for a variable number of units. E.g. Internships and projects.

3. Text area to provide additional information regarding the third attempt request. (Third Attempt Only)4. Supporting Documentation upload section (Third Attempt Only)


Trigger: When a variable unit course is selected, a negative unit value has been entered. Applies to: Unit Value text entry box.Potential Solutions: Advise the student to enter a value greater than 0. Warning Text: “Please enter positive values only”

b)

Trigger: When a variable unit course is selected, a value greater than 24 units has been entered. Applies to: Unit Value text entry box.Potential Solutions: Advise the student to enter a value less than or equal to 24. Warning Text: “Maximum number of units is 24”

c)

Trigger: Student has selected to enrol in a course for a third time, however has selected a course that they have not attempted unsuccessfully twice previously.Applies to: Course SelectionPotential Solutions: All courses selected must have been unsuccessfully attempted twice previously. The student must remove any courses which do not meet this condition. Escalate to the next tier in the support chain if required.Warning Text: “At least one course selected has not been attempted twice previously.”


Support Guided)

Trigger: Student has selected to add the same course twice for the same Session (applies for all “add” actions).Applies to: Course SelectionPotential Solutions: The student can only select the same course in the same session once. Advise student to either remove one of the courses by selecting the checkbox and hitting the “–“ button, or select another course using the Course Selector if applicable. Warning Text: “You can only select to add one instance of each unique course per enrolment period.”

e)

Trigger: Mandatory user-selection/user-data entry field not completed. Applies to: Session Selection, Course Selection, text area (Third Attempt)Potential Solutions: Confirm that user has selected courses.Warning Text: “This is a required field“

5.11 Application to Overload PageAction: Overload Visible to: Student OnlyPurpose To assess whether the Student meets the requirements to overload to either 30 or 36 units. If not, the student is provided with an opportunity to indicate

that they are in their final semester and will complete their program via overloading.



5.11.2 Function TableDisplay Chair of Panel

1. Display of overload conditions which must be met in order for the student to overload2. Checkbox for the student to indicate that they are in their final semester (visible when conditions to overload are not met)3. Text area for the student to provide comments to support their application4. Document upload area checkbox for supporting documentation.


Support Guide5.11.3 Errors / Validators

a)

Trigger: Student does not meet the requirements to overload to 30 units and has not indicated they are in their final semester.Applies to: Application to OverloadPotential Solutions: Confirm whether the student meets the overload requirements (these differ for UGRD and PGRD students). If these are not met, the student can only overload in their final semester and must select the checkbox provided. If these are not met, the student will not be able to apply to overload using this eForm.Warning Text: “Students must satisfy academic criteria in order to apply for an overload to 30 units, or indicate that they are in their final semester.”

b)

Trigger: Student does not meet the requirements to overload to 36 units.Applies to: Application to OverloadPotential Solutions: Confirm that the student meets the overload requirements (these differ for UGRD and PGRD students). If these are not met, then the student will be unable to apply using the eForm. Advise the student of alternatives if any are available (e.g. 30 unit overload, paper-based application process etc.). Warning Text: “Students must satisfy academic criteria in order to apply for an overload to 36 units.”

c)

Trigger: The student has added courses that result in a study load exceeding 36 units for at least one Study Period.Applies to: Application to OverloadPotential Solutions: Advise the student to reduce the number of courses that they are applying to add. This can be done by selecting the relevant courses to remove from the “Application to Add Course” page and clicking the “-“ button at the bottom of the page. Warning Text: “Students are not able to apply to overload beyond 36 units.”

d)

Trigger: Student indicated that they wished to overload, however after adding courses they have 24 units or less for that Study Period.Applies to: Application to OverloadPotential Solutions: If a student can add courses without reaching the overload condition, they may be able to add courses using ISIS instead of using this form. Otherwise, suggest the student adds more courses to reach 30 or 36 units. Warning Text: “You have nominated to add a course that results in you overloading, however your selections do not result in an overload for any enrolment term. Please go back and amend your selections.

e)

Trigger: Mandatory user-selection/user-data entry field not completed.Version 1 - September 2016 pg. 41

Support GuideApplies to: Final Semester check-box (if 30 unit overload and required academic criteria are not met), Comments text box, Supporting Documentation (if upload supporting documentation selected).Potential Solutions: Confirm that user has entered valid details into all required text areas and has uploaded supporting documentation. Escalate to the next tier in the support chain if all fields are complete but the form will not progress.Warning Text: “This is a required field“

5.12 Submission PageAction: All ActionsVisible to: Student OnlyPurpose: To provide a summary of the actions undertaken by the form and any courses which will be affected. A note on Personal information and a Declaration

from the student is also displayed.




Support Guide


1. Action Summary provides details on the form actions and the courses which are affected by these actions2. A note on the disclosure of personal information provided by the student3. A declaration from the student with a checkbox indicating that the student agrees with the summary and declaration. Note: There is an

additional checkbox confirmation when the student applies for Voluntary Discontinuation. The student must tick both of these checkboxes to submit the form.

4. Submission button indicating the next approver in the process. This only appears after the student has indicated they agree with the summary and declaration via the checkbox.


Trigger: Student has not selected a mandatory tick box.


Support GuideApplies to: Student declaration tick-box, Voluntary Discontinuation confirmation tick-box (if student is applying to Voluntarily Withdraw).Potential Solutions: Ensure that the student has read the relevant declarations on the submission page and understands their content before advising to select the relevant tick-boxes to continue. Escalate to the next tier in the support chain if all fields are complete but the form will not progress.Warning Text: “This is a required field“

5.13 Next Steps PageAction: All ActionsVisible to: All ApproversPurpose: To provide a summary of the student’s application and an opportunity for the approver to: Approve, Decline or send the form back to the student for

more information. This is the main action page for approvers.


Support Guide5.13.1 College Delegated Authority / Associate Dean / Australia Awards Team View – Leave, Overload, Third Attempt,

Reduced Study Load


Support Guide


Support Guide5.13.1.1 Function Table

Display College Delegated Authority, Associate Dean, Australia Awards Team – Leave, Overload, Third Attempt, Reduce Study Load

1. Action Summary: Outlines the action requested by the student and the courses affected by this action2. Leave / Overload / Third Attempt / Reduced Study Load Details: Reasons for the request as provided by the student with supporting

documentation. The courses added by the student are also shown for Overload and Third Attempt.3. ECOE details: the student’s visa details and ECOE extension details are provided where applicable.

a) Radio Buttons to indicate whether ECOE is required (College DA stage only)b) Drop-down list to indicate to which date the ECOE will be extended (College DA stage only)

4. Endorsement / Approval: the approver may choose to:a) Approve the application: the form is sent to the next approver b) Require more information: the form is sent back to the student. A text area is provided for the approver to detail what additional

information they require c) Decline the application: the form process is terminated and the student notified. A text area is provided for the approver to indicate why

they declined the application, this text is provided to the studentd) Australia Awards Team approver has the option to upload supporting documentation.

5. Summary of previous Endorsement / Approvals (Not visible to the first approver)6. Submission button indicating the next approver in the process. This only appears after the approver has selected one of the endorsement /

approval options.


Support Guide5.13.2 ASQO View – Late Withdrawal


Support Guide


Support Guide

5.13.2.1 Function TableDisplay ASQO – Late Withdrawal

1. Late Withdrawal Details: Outlines the action requested by the student and the courses affected by this action. The reasons provided by the student and supporting documentation are available here.

2. ECOE details: the student’s visa details and ECOE extension details are provided where applicable.a) Radio Buttons to indicate whether ECOE is requiredb) Drop-down list to indicate to which date the ECOE will be extended

3. Late Withdrawal Classification: Radio buttons are provided for ASQO to indicate whether the reason for Late Withdrawal is Compassionate and Compelling, or Academic. If Academic is selected: a document upload section is activated for the approver to upload the required supporting documentation from the College

4. Endorsement / Approval: the approver may choose to:a) Approve the application: the form is sent to the next approver b) Partially approve the application: ASQO may select which courses they would like to approve and decline for late withdrawal. Selecting

this option activates section 5 below.c) Require more information: the form is sent back to the student. A text area is provided for the approver to detail what addition

information they require d) Decline the application: the form process is terminated and the student notified. A text area is provided for the approver to indicate why

they declined the application, this text is provided to the student5. Partial Approval section (when selected):

a) A text area is provided where ASQO indicates why they partially approve the applicationb) A list of the courses selected by the student for Late Withdrawal is shown with Yes/No radio buttons for ASQO to indicate which courses

to approve or decline for Late Withdrawal.c) A dynamic summary of the courses shows which have been approved or declined.

6. Submission button indicating the next approver in the process. This only appears after the approver has selected one of the endorsement / approval options.


Support Guide5.13.3 Australia Awards Team View – Late Withdrawal


Support Guide

5.13.3.1 Function TableDisplay Australia Awards Team – Late Withdrawal

1. Late Withdrawal Details: Outlines the action requested by the student and the courses affected by this action. The reasons provided by the student and supporting documentation are available here.

2. ECOE details: the student’s visa details and ECOE extension details are provided where applicable.3. Late Withdrawal Classification: The classification of the Late Withdrawal request by ASQO is shown here. If the reason is academic, the

supporting documentation provided by ASQO is available here.4. Endorsement / Approval: the approver may choose to:

a) Endorse the application: the form is sent to the next approver b) Require more information: the form is sent back to the student. A text area is provided for the approver to detail what addition

information they require


Support Guidec) Decline the application: the form process is terminated and the student notified. A text area is provided for the approver to indicate why

they declined the application.d) Australia Awards Team approver has the option to upload supporting documentation.

5. Summary of previous Endorsement / Approvals is provided for reference.6. Submission button indicating the next approver in the process. This only appears after the approver has selected one of the endorsement /

approval options.

5.13.4 Student Central View – Late Withdrawal


Support Guide



Display Student Central – Late Withdrawal 5.13.4

1. Date the application was submitted for reference.2. Late Withdrawal Details: Outlines the action requested by the student and the courses affected by this action. The reasons provided by the

student and supporting documentation are available here.3. ECOE details: the student’s visa details and ECOE extension details are provided where applicable.

a) Radio Buttons to indicate whether ECOE is required (College DA stage only)b) Drop-down list to indicate to which date the ECOE will be extended (College DA stage only)

4. Late Withdrawal Classification: Indicates whether ASQO has classified the reasons for Late Withdrawal as Compassionate and compelling, or Academic. Supporting documentation can be downloaded here where applicable.

5. Endorsement / Approval: A summary of the approval decisions relating to the Late Withdrawal request. If the application is partially approved, a list of the approved and declined courses selected by ASQO is provided. A list of previous approvers is also shown.

6. Once the student details have been updated in the student administration system, this checkbox / radio button may be checked and the form submitted to ERMS using the submit button. This completes the form process. Note: Student Central has the opportunity to pass the processing on to STAR using the radio button provided.


Support Guide5.13.5 STAR, Student Central View – Leave, Overload, Reduced Study Load, Voluntary Discontinuation



Display STAR, Student Central – Leave, Overload, Third Attempt, Reduce Study Load, Voluntary Discontinuation 5.13.5

1. Date the application was submitted for reference.2. Action Summary: Outlines the action requested by the student and the courses affected by this action.3. Leave / Overload / Third Attempt / Reduced Study Load / Voluntary Discontinuation details: Reasons for the request as provided by the

student are shown here. Supporting documentation may be downloaded here where applicable. 4. ECOE details: the student’s visa details and ECOE extension details are provided where applicable. 5. Summary of previous Endorsement / Approvals. Note: for Overload, this section is included in the Overload details.6. Once the student details have been updated in the student administration system, this checkbox / radio button may be checked and the

form submitted to ERMS using the submit button. This completes the form process. Note: Student Central has the opportunity to pass the processing on to STAR using the radio button provided.


Trigger: Approvers have not completed all the compulsory fields. STAR or Student Central have not indicated that the changes have been manually processed Applies to: eCOE Extension Application: Student eCoE assessment radio button (Yes/No), eCoE extension month drop-down (if eCoE extension is required) Late Withdrawal Application: Reason tick-box selector (Academic / Compelling & Compassionate), AQSO Supporting Documentation (if Academic Reasons are

selected) Reduced Study Load Application: Reason tick-box selector (Academic / Compelling & Compassionate) Group/User specific questions:

o ASQO: Application assessment radio-button (Approve/Partially Approve (Late Withdrawal Only)/More Info/Not Approve) Approve assessment radio button for individual courses (Yes/No) (Partial Approval only) Comments (Partial Approval / More Info / Not Approve)

o GPO: Application assessment radio-button (Approve/More Info/Not Approve) Comments (More Info / Not Approve)

o Delegated Authority (College 1 & 2): Application assessment radio-button (Approve/More Info/Not Approve) Comments (More Info / Not Approve)

o Associate Dean (College 1 & 2):Version 1 - September 2016 pg. 58

Support Guide Application assessment radio-button (Approve/More Info/Not Approve) Comments (More Info / Not Approve)

o Australia Awards Team: Application assessment radio-button (Approve/More Info/Not Approve) Comments (More Info / Not Approve)

o Student Central: Processing complete radio-button (Actioned / Requires action by STAR)

o STAR: Processing complete tick-box (Actioned)

Potential Solutions: Ensure all required questions have been answered and comments entered. Escalate to the next tier in the support chain if all fields are complete but the form will not progress.Warning Text: “This is a required field“

b)

Trigger: Approver has selected “Partial Approval” however has selected “Yes” to all available options. Applies to: Approve assessment radio button(s) for individual courses (ASQO only)Potential Solutions: Advise user to change their selections by either selecting one value that is “No” or changing their original Application Assessment to “Approve”. Escalate to the next tier in the support chain if required.Warning Text: “Approval has been granted for all the courses in the list above. Please select 'approve this application' rather than 'partially approve this application' under the 'Endorsement / Approval' section”

c)

Trigger: Approver has selected “Partial Approval” however has selected “No” to all available options. Applies to: Approve assessment radio button(s) for individual courses (ASQO only)Potential Solutions: Advise user to change their selections by either selecting one value that is “Yes” or changing their original Application Assessment to “Not Approve”. Escalate to the next tier in the support chain if required.Warning Text: “All courses have been declined in the list above. Please select 'do not approve this application' rather than 'partially approve this application' under the 'Endorsement / Approval' section”


Support Guide6 Email Workflow6.1 Email Workflow Diagrams6.1.1 Apply for leave


Support Guide6.1.2 Apply for Late Withdrawal


Support Guide6.1.3 Apply for Overload / Third Attempt


Support Guide6.1.4 Reduced Study Load


Support Guide

6.1.5 Voluntary Discontinuation


Support Guide6.2 Email Details6.2.1 Student Stage / Approver Stage to the next Approver Stage

Trigger Purpose Email Subject Sent To Sent From AttachmentsSent when a student submits an action or an Approver approves an action, unless that approver is the final approver.

For approval For approval: Coursework change application (Action Type) for Student Name(UID)

Next Approver Student Stage or previous Approver Stage

Supporting Documentation

Sent 2 days and 4 days after Approver receives a request for action if no action is taken.

Reminder For Action: Reminder - Coursework change application (Action Type) for Student Name (UID)

Approver eForms None

Sent 1 week after Approver receives a request for action and every week for 10 weeks if no action is taken

Reminder For Action: Reminder - Coursework change application (Action Type) for Student Name (UID)

Approver eForms None

6.2.2 Student Stage Return for InformationTrigger Purpose Email Subject Sent To Sent From AttachmentsSent when Approver requests further information

Request for more information

For Action: Coursework change application (Action Type) for Student Name (UID) further information required

Student Approver Stages None

Sent 2 days and 5 days after request for more information

Reminder For Action: Reminder - Coursework change application further information required

Student eForms None


Support Guide6.2.3 Approver Stage to the STAR or Student Central Stage

Trigger Purpose Email Subject Sent To Sent From AttachmentsSent when the final Approver before the STAR / Student Central Stage submits their approval

Action request For action: Approved coursework change application (Action Type) for Student Name (UID)

STAR / Student Central

Final Approver Stage before STAR / Student Central

Manage My Degree Coursework Change Record

Supporting Documentation

Sent 5 days after to STAR or Student Central receives a request for action and every week if no action is taken

Reminder For Action: Reminder - Approved coursework change application (Action Type) for Student Name (UID) requires processing

STAR / Student Central

eForms None


Support Guide6.2.4 Approve / Decline emails

Trigger Purpose Email Subject Sent To Sent From AttachmentsSent when STAR / Student Central complete the form (excluding Late Withdrawal and Voluntary Discontinuation)

For Information For information: Coursework change application (Action Type) outcome

Student STAR / Student Central Stage

None

Sent when STAR / Student Central complete the Late Withdrawal request with no declined withdrawals

For Information For information: Coursework change application Student Name outcome for Student Name


Approved Withdrawal Letter

Sent when STAR / Student Central complete the Late Withdrawal request with a mixture of approved and declined withdrawals



Approved Withdrawal Letter

Declined Withdrawal Letter

Sent when STAR / Student Central complete the Voluntary Discontinuation request

For Information For information: Student Name (UID), your application for withdrawal is complete


None

Sent when an Approver declines the request and terminates the form (excluding Late Withdrawal)

For Information For information: Coursework change application Student Name declined

Student Declining Approver stage

None

Sent when ASQO fully declines the Late Withdrawal request and terminates the form


Student ASQO Stage Declined Withdrawal Letter


Support Guide6.2.5 Non-Student Notifications

Trigger Purpose Email Subject Sent To Sent From AttachmentsSent when the Australia Awards Team declines the request and terminates the form

For Information For information: Coursework change application Student Name for Student Name (UID) declined by the Australia Awards team

Approvers preceding the Australia Awards Team

Australia Awards Team Stage

None

Sent when Leave or Overload requests are approved for International Students

For Information For information: Coursework change application (Action Type) approved for Student Name (UID) (International)

ASQO Final Approver Stage before STAR / Student Central


Sent when Overload or Third Attempt requests are approved for US Financial Aid recipients

For Information For information: Coursework change application (Action Type) approved for Student Name (UID) (US Financial Aid)

ASQO Final Approver Stage before STAR / Student Central


Sent when an International Student applies for Voluntarily Discontinuation.

For Information For information: Student Name (UID) has withdrawn from their program

ASQO Student Stage None

Sent when an Australia Awards recipient applies for Voluntary Discontinuation.

For Information For information: Student Name (UID) has withdrawn from their program

Australia Awards Team

Student Stage None

Sent when an International student under the age of 18 submits a form.

For Information For information: Student Name (UID) (International under 18) has applied for a change to their enrolment using the eForm

Access and Inclusions

Student Stage None


Support Guide

7 Output Documents and File Storage The Output Documents generated by the form, and the Supporting Documents uploaded during the form process are stored in the Electronic Records Management System (ERMS). All documents are stored within the Student File on the system. Students cannot access the files directly but can request for a file to be retrieved by their supervisor. For detail on how to access the files, refer to: https://services.anu.edu.au/information-technology/software-systems/electronic-records-management-system. NOTE: The Form ID and the student ID is included in the title of each document. For Supporting Documentation the Form ID is appended with an ‘A’ . These may be used to search for records within the system.

7.1.1 Output Documents and Attached Supporting DocumentationDocument Title Uploaded By ActionsForm ID Manage My Degree - Coursework Action Type UID Student Name Form Generated Document All (Form ID)A Manage My Degree - Coursework Action Type – Supporting Documentation UID Student Name

Student All Actions except Voluntary Discontinuation

(Form ID)A Manage My Degree - Coursework ASQO – correspondence to College UID Student Name

ASQO Late Withdrawal

(Form ID)A Manage My Degree - Coursework Withdrawal Letter (ASQO Approved) UID Student Name

Form Generated Document Late Withdrawal

(Form ID)A Manage My Degree - Coursework Withdrawal Letter (ASQO Declined) UID Student Name

Form Generated Document Late Withdrawal

(Form ID)A Manage My Degree - Coursework Withdrawal Letter (Declined) UID Student Name Form Generated Document Late Withdrawal(Form ID)A Manage My Degree - Coursework Australia Awards Team approval – Supporting Documentation UID Student Name

Australia Awards Team All Actions except Voluntary Discontinuation


7.1.2 Sample Output DocumentThe Output Documents generated by the eForm are built on the same template. Sections are visible or hidden depending on the type of Action as well as inputs provided by the users.

Manage my degree – Coursework change recordAPPLICATION DATE Application Date

COMPLETION DATE Date

TYPE Action Type

OUTCOME Outcome

FORM ID Form ID

Student DetailsName Student Full NameUID Student UIDStudent type International / DomesticProgram or degree Program NameCollege/Research area(s)

College List

Enrolment load Academic Load

Visa DetailsCountry of birth Country Of BirthPassport number Passport NoCitizen status Citizenship StatusVisa number Visa NumberVisa status Visa Status

THE AUSTRALIAN NATIONAL UNIVERSITY | Student Full Name

https://services.anu.edu.au/information-technology/software-systems/electronic-records-management-system

Application Details: LeaveLeave dates From: Date To: DateCourses dropped List of Courses Dropped

Student responses:Reason(s) for application Reason for leave:

Reason

Additional information for application

Additional Info

Supporting documentation uploaded to ERMS

Documentation Uploaded

Extension of eCoE requested No, an extension has not been requested / Yes, an extension has been requested.

Supporting information:

Application Details: Late withdrawalDropped course(s) Course(s) dropped after the census date (ASQO Approved):

List of coursesCourse(s) dropped after the census date (ASQO Approved):List of courses

Course(s) dropped after the census date (ASQO Declined):List of coursesCourse(s) dropped after the census date (ASQO Declined): List of courses

Approver responses:Classification of application Late Withdrawal ReasonSupporting documentation uploaded to ERMS

Uploaded Documentation


Student responses:

Reason(s) for application Late Withdrawal ReasonsReason(s) provided for course(s) more than 12 months after completion

Late Withdrawal Reasons

Supporting documentation uploaded to ERMS


Extension of eCoE requested No, an extension has not been requested. / Yes, an extension has been requested.


Application Details: Reduced study loadEnrolment period Enrolment PeriodDropped course(s) Course(s) dropped before the census date:

List of courses

Course(s) dropped after the census date:List of courses

Approver responses:Classification of application Reasons

Student responses:Reason(s) for application ReasonsSupporting documentation uploaded to ERMS


#International Extension of eCoE requested

No, an extension has not been requested. / Yes, an extension has been requested.


Application Details: OverloadingAdded course(s) Added Courses




Application Details: Third time attemptAdded course(s) Added Courses



Application Details: Voluntary discontinuationCommencing from From: Date

Student responses:Reason(s) for application Reason for voluntary discontinuation:

Reason description:


Workflow HistoryUser Workflow Step CompletedUser List List of Steps Completion Date

Approvals/actionsApproved by ASQO? Yes / Partially Approved / NoJustification:

Approved by Australia Awards team? Yes / NoJustification:

Approved by College Delegated Authority 1? Yes / NoJustification:

Approved by College Delegated Authority 2? Yes / NoJustification:

Approved by Global programs? Yes / NoJustification:

Approved by College Associate Dean 1? Yes / NoJustification:

Approved by College Associate Dean 2? Yes / NoJustification:

Reassigned by Student Central to Student Administration and Records (STAR): Yes / NoActioned by Student Administration and Records (STAR): Yes / NoActioned by Student Central: Yes / No


7.1.3 Withdrawal Letter ASQO Approved This letter is emailed to the student upon a successful request for late withdrawal. Note: some sections are visible / hidden depending on the student’s circumstances and form inputs. Eg. Sections which refer to ECOE extension.

Date

Ref: Student UID

Student Central

135 ANU (135 268)

[email protected]

Canberra ACT 2601 Australia

www.anu.edu.au

CRICOS Provider No. 00120C

Student Full Name

Student Email

Dear Student Full Name,

Program Name: Student Program NameProgram Code: Student Program Code

RE: Application for Late Withdrawal – eForm ID: eForm ID

<Dynamic Content> - This letter will be subject to change and is a legislative document.

Yours sincerely,

Academic Standards and Quality Office

Division of Student Administration
