Identify Non-engagement Students {SSENGA-1} 


This program wil identify students that do not engage with the Institution in learning activities.

Care should be taken with the timeline of the engagement evaluation process to ensure that enrolments ending at the end of the year are cancelled or the students are engaged.


Engagement can be measured on 3 levels according to student engagement action groups defined in {SSENGA-4}:
  1. AE - Always engaged - No engagement evaluation
  2. W3 - Withdraw after 3 months - Engagement on student/qualification level
  3. W2 - Withdraw after 2 months - Engagement on (main) subject level.
An engagement status is a status indicating that a student did not engaged in any learning activities on the date the evaluation of engagement was done. This status can then be used to identify students to encourage/prompt to engage.
 
Process to follow to enable the use of this option:
Setup:
Link non-engagement statusses to action 'SS', system 'I' on {SCODE-9}
 
Setup System Operational Definitions on {SMNT-12}:
  • TL for subsystem  - Engagement Grace Period
  • HS - Health School Type (Not used anymore)
  • AB - Engagement: Country of Residence Code indicating Non-Foreign (Not used anymore)
  • N1 - Non Engagement Status 1
  • N2 - Non Engagement Status 2
  • C1 - Cancel reason - dual students non-engagement. This is used for students in action set W2.
  • C2 - Cancel reason - students < 16 non-engagement. This is used for students in action set W3.
  • C3 - Cancel reason - students >= 16 non-engagement This is used for students in action set W3.

  • C4 - Cancel reason - special ed students not ORSS funded (Not used anymore)

  • C5 - Cancel reason - special ed ORSS funded students = 21 non-engagement (Not used anymore)

 
Setup the rules to identify Non-engagement action groups on {SSENGA-4}
 
Operational:
Maintain rules to identify Non-engagement action groups on {SSENGA-4}.
 
Capture student engagement activities:
  • Assessments submitted for evaluation  - recorded in Holding Bin or Bundle on {TASKS1-37} / {SSTUDY-38} / {SSTUD1-4} / {SSTUD1-5}
  • Submission and evaluation of incidental learning assignments on {SSTUD1-5}.
  • Capturing external marks:
    • Special ED Evaluation Score on {SREGMS-4}
    • STAR Evaluation Score on {SREGMS-5}
    • NumPA Evaluation Score on {SREGMS-6}
    • e-ASTILE Evaluation Score on {SREGMS-7}
    • Reading Age Evaluation Score, Probe results on {SREGMS-8}
    • Reading Age Evaluation Score, Running record results on {SREGMS-9}
 
A Student's engagement status can be viewed/displayed in:
  • SREGL-2 - Link Student Status Codes
  • SSTUDY-36 - Lecturer Class List
  • School interface
 

SINCEDATE is used to indicate the date from which the student must have engaged with the institution. It can be determined in a number of ways:

  1. SINCEDATE can be equal to the date of the last run of the engagement process in update mode OR
  2. SINCEDATE can be equal to the last date a non-engagement status was linked (manually) to the student (this will only be the case when there was no previous run in update mode) OR
  3. SINCEDATE can be equal to the primary qualification start registration date plus the engagement grace period that is defined by SOD TL(SR) - In other words, a student must be enrolled for number of days defined by SOD TL before he/she will be evaluated for engagement. 

RUNDATE is the date on which the program was executed.


NOTE: It is advisable that an 'engagement run date' exists for take-on.


 
User Selection Prompt Text
* an item between square brackets [ ] is the default answer 		Type
&
Length		 Comments
  Engagement Run Date DD-MON-YYYY HH24:MM:SS
  Sort Students (A)lphabetic or [N]umeric A1  A / N
  Include Detail in Report A1  Y / N
  Is this the final run for the Academic Year? A1  Y / N
  Is this a [T]rail or (U)pdate run? A1  T / U
 

Sort Order Per Comments
  Faculty Code, Department Code, Qualification Code, Students per user Choice  


System Select  
Include Students that have a primary qualifcation registration on the Engagement Run Date and the run date is between the start and the end registration date.
 

Students registered for at least SOD TL days for the qualification.
 
  Students with at least one active main subject on the Engagement Run Date for the qualification - not cancelled, registered for less than SOD TL days.
 

Students in W2 group: Active subject registration(s) linked to main subject(s) on the Engagement Run Date for the qualification - not cancelled, registered for less than SOD TL days.
 
Exclude Cancelled primary qualifications - cancel date is less or equal to today's date
 

Subjects linked to engagement action set AE.
 


Example:

ssenga-1


Processing
Rules		  
Run mode If the report is run in (T)rail, records in {SREGL-2} will NOT be updated, deleted or inserted and {SSENGA-2} will NOT have the information from the run.

If the report is run in (U)pdate, users can query the records in {SSENGA-2}.
 
Rules of Engagement Engaged student - A student who passed any one of the rules described below. After the first rule that he/she passes, the next student is processed.
Non-engaged student - A student who did not pass any one of the following rules.
 

An assessment (for a primary subject) must have been sucessfully submitted for evaluation between (and including) the SINCEDATE and RUNDATE.
Check for an assignment/submission in {SSTUD1-4} or {SSTUD1-5} or a record in the holding bin in {SSTUDY-38b2}.
An assignment with 'Not attempted' result code, defined by SOD NT, subs SR will not be considered for engagement.
Subjects belonging to an AE action group will be ignored.
 

An Incidental Learning assessment (for a primary subject) must have been evaluated between (and including) SINCEDATE and RUNDATE.
Check for an assessment in {SSTUD1-5}.

An Incidental Learning assessment is an assessment for a Mark Type that is marked in {SCODE-10} with "Mark Type Use" equal to 'I'.
Subjects belonging to an AE action group will be excluded.
 

The following engagement activities cannot be used for students with action set W2 because evaluation/scoring is done on student level.
A record must exist for the student for any of the following external tests with transaction date between (and including) the SINCEDATE and RUNDATE.
  • {SREGMS-4} - Special ED Evaluation Score 
  • {SREGMS-5} - STAR Evaluation Score 
  • {SREGMS-6} - NumPA Evaluation Score 
  • {SREGMS-7} - e-ASTILE Evaluation Score 
  • {SREGMS-8} - Reading Age Evaluation Score - Probe Record 
  • {SREGMS-9} - Reading Age Evaluation Score - Running Record Result
 
Steps

Determine the student's engagement action group based on the qualification registration information.
A student can only belong to 1 engagement action group; activity set W2 cannot be used for some subjects and W3 for other subjects.

Check for action set will be done in the following order:
  1. AE - Always Engaged
  2. W2 - Withdraw after 2 months
  3. W3 - Withdraw after 3 months
AE action If a student belongs to an AE action group the student will be excluded.
 
W2 action Evaluation and reporting for engagement will be done on subject level
 

Each main subjects, together with the modules in the main subject's tree will be evaluated for engagement to determine the engagement of the main subject.
 

Non-engagement status check (to get the possible current status) will be done on main subject level.
 

If the student did engage in ANY modules in the main subject's tree during the time, the non-engagement status (if there is any link to the main subject) will be removed from the main subject - the status end date will be set to the engagement run date.
 

Non-engagement status SOD N1 or N2, subs BI, can be linked to main subjects.
When ALL the modules in the main subject's tree have non-engagement status, the main subject will also have the non-engagement status. 
 

The new engagement status linked to the main subject depends on the previous engagement status of the main subject:
  • if current status is null, new status will be N1.
  • if current status is N1, the new status will be N2.
 

When the main subject is assigned status 2, the main subject and all modules in the main subject's tree will be cancelled, because of non-engagement, reason C1.
 

When ALL the main subjects are cancelled because of non-engagement, the qualification registration will also be cancelled, reason C1.
The qualification will only be cancelled when there are NO uncancelled main subjects - main subjects not used for engagement evaluation must also be counted.
 

The following is a set of examples for different scenarios for engagement:

Student Subject Type Subject Engagement Run 1 Status  Engagement Run 2 Status Engagement Run 3 Status
Student 1 Main MA100
null
N1
null

Module MA101M Not engaged
Not engaged
Not engaged

Module MA102M Engaged
Not engaged
Not engaged

Module MA103M Do not qualify
Do not qualify
Engaged
Student 2 Main MA100
null
N1
Cancelled

Module MA101M Not engaged
Not engaged
Not engaged Cancelled

Module MA102M Engaged
Not engaged
Not engaged Cancelled

Main MA200
null
null
N1

Module MA201M Do not qualify
Engaged
Not engaged
Student 3 Main MA100
N1
Cancelled


Module MA101M Not engaged
Not engaged Cancelled


Main MA200  
 N1
Cancelled


Module MA201M Not engaged
Not engaged Cancelled



W3 action Evaluation and reporting for engagement will be done on student level
 
  Non-engagement status check (to get the possible current status)  will be done on student level.
 

If the student did engage during the time, the non-engagement status (if there is any link to the student) will be removed from the student - the status end date will be set to the engagement run date.
 

Non-engagement status SOD N1 or N2, subs BI, can be linked to the student.
 

The new engagement status linked to the student depends on the previous engagement status of the student:
  • if current status is null, new status will be N1.run date between start and end registration date.
  • if current status is N1, the new status will be N2.
 

When the student has a current status of N2, and during this run there was no engagement, the qualification with all subjects linked will be cancelled with non-engagement, reason C2 and C3.
 


Statusses Students in W2 group: Non-engagement status will be linked against main subject(s) of the student.
Students in W3 group: Non-engagement status will be linked against the student.

A status will have a start and end date. A status will only be linked from the day of non-engagement evaluation till end of registration period

When STATUS 2 is linked STATUS 1 end date is set to STATUS 2 start date.
When Student / Subject is cancelled STATUS 2 end date is set to cancellation date.

Status record(s) can be viewed in
          {SREGL-2}, 
          {SSTUDY-36}:
  • Class List view - Student status
  • Single view - Student status on Qualification page, Subject status on Subject page
  • Multi view - Subject status
  • NOTE: When the 'Status' field on the Query Criteria is set to any one of the engagement statusses, students will be picked up where there is any status record for the student and the specific engagement status, when query date between start and end date.
            School interface:
  • Engagement status for student's Subjects are displayed in business function Non Returners.
NOTE: An engagement status will only be displayed for a student when SYSDATE between status start date and status end date.

  
Cancellation as result of non-engagement Students in W2 group: cancellation reason from SOD 'C1' will be used.
Students in W3 group:
<16 years, cancellation reason from SOD 'C2' will be used.
>15 years, cancellation reason from SOD 'C3' will be used.

When a Qualification is cancelled, all the subjects will also be cancelled. 
When a main subject is cancelled, all subjects (modules and standards) linked to the main subject will also be cancelled (when all modules do not have any results)

The student's finances will be changed accordingly.
Outstanding Study Material Requests for student, qualification or subjects will also be cancelled.
Report:
Layout The input criteria will only be printed on page one of the report; subsequent pages include only heading with program name, date, page number and institution name.
The setup of {SSENGA-4} is also only printed on page one.
The summary will always print on page one.
If the user chooses to print the detail, the detail will be printed on a new page.
 
Breaks Detail:
Falculty, Department (page break)
Qualification (skip line with new headings)
Sub Totals Summary:
Students in W2 group:
Total number of students evaluated as Withdraw after 2 Months set.
Total number of main subject evaluated
Number of subjects identified without engagement
Number of subjects linked to status (SOD N1)
Number of subjects linked to status (SOD N2)
Number of subjects cancelled
Number of students cancelled
Students in W3 group:
Total number of students evaluated as Withdraw after 2 Months set.
Number of students identified as non-engagers
Number of students linked to status (SOD N1)
Number of students linked to status (SOD N2)
Number of students cancelled

Detail:
Total for Qualification, Department, Faculty
Grand Total Summary:
Total records read - No of students with 'qualifying' registrations

Detail:
Total for Report


Display/View of  engagement status(ses):


 The display of a engagement status only serves a purpose when the student still have an opportunity to engage.
  • When the enrollment did not yet reached its end.
  • When the enrolment is not cancelled because of non-engagement.
Only statuses where the current date is between the start and end date of the status will be displayed.

Consider the following examples carefully for the display on 10-MARCH-2013.
(Some of these examples should not be applicable when the process is managed well.)
1 - Previous year enrolment

Start Date End Date Cancel Date
Enrolment 01-JAN-2012 30-DEC-2012 null
Engagement status N1 03-DEC-2012 30-DEC-2012
No engagement status will be displayed (because enrolment reached its end date).
2 - Previous year enrolment:
Cancellation as result of non-engagement

Start Date End Date Cancel Date
Enrolment 01-JAN-2012 30-DEC-2012 03-DEC-2012
Engagement status N2 03-NOV-2012 03-DEC-2012
No engagement status will be displayed (because enrolment was cancelled because of non-engagement).
3 - Enrolment spanning over previous and current year.

Start Date End Date Cancel Date
Enrolment 01-JUL-2012 30-JUN-2013
Engagement status N1 03-DEC-2012 30-JUN-2013
Display engagement status N1.
4 - Enrolment spanning over previous and current year:
Cancellation as result of non-engagement

Start Date End Date Cancel Date
Enrolment 01-JUL-2012 30-JUN-2013 03-FEB-2013
Engagement status N2 03-DEC-2012 03-FEB-2013
No engagement status will be displayed (because enrolment was cancelled because of non-engagement).
5 - Current year enrolment:
Cancellation as result of non-engagement

Start Date End Date Cancel date
Enrolment 01-JAN-2013 30-DEC-2013 03-MAR-2013
Engagement status N2 03-FEB-2013 03-MAR-2013
No engagement status will be displayed (because enrolment was cancelled because of non-engagement).
6 - Current year enrolment:
Cancellation not the result of non-engagement

Start Date End Date Cancel Date
Enrolment 01-JAN-2013 30-DEC-2013 01-FEB-2013
Engagement status N1 03-JAN-2013 30-DEC-2013
Display engagement status N1.
To prevent the display, the engangement status' end date can be set to the cancel date. This will most probably also be needed to prevent the next example!
7 - Current year enrolment:
Uncancel after cancellation NOT as result of non-engagement

Start Date End Date Cancel Date
Enrolment (after cancel) 01-JAN-2013 30-DEC-2013 01-FEB-2013
Engagement status N1 03-JAN-2013 30-DEC-2013
Enrolment (after uncancel) 01-JAN-2013 30-DEC-2013
Display engagement status N1.
Refer to previous example if this should not happen.
8 - Current year enrolment:
Uncancel after cancellation as result of non-engagement

Start Date End Date Cancel Date
Enrolment (after non-engage cancel) 01-JAN-2013 30-DEC-2013 03-MAR-2013
Engagement status N2 03-FEB-2013 03-MAR-2013
Enrolment (after un-cancel) 01-JAN-2013 30-DEC-2013
No engagement status will be displayed.


See Also:
History of Changes

Date System Version By Whom Job Description
14-Oct-2010 v02.0.0.0 Bea Swart
 t161058 New manual.
07-Jun-2012 v02.0.0.1 Magda van der Schyff T173839/T180702 Rules for evaluation for engagement on subject level.
18-Aug-2015 v02.0.0.2 Magda van der Schyff F208749 Update cancel rules for W2