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Student Connect Account Deactivation

Student Connect Account Deactivation

Owned by Jo Ward
Last updated: Jan 23, 2024
3 min read

From Tuesday the 6th of April 2021, students will have their Connect accounts deactivated upon finalisation of their studies, plus 60 days. This is to prevent ex-students from continuing to receive Connect generated alerts via email.

The process to check/set a student’s Connect account deactivation date is run each morning (6:00am - see Notes below) utilising the SMS data available in the DataWarehouse at the time the process is run (the DataWarehouse is updated once per day, typically overnight, with the latest SMS and LMS data).
Every TQ student is checked and their deactivation date is updated as required.

The following ruleset is used to define a student’s deactivation date. The rules are applied in descending priority, so where a student satisfies the conditions in one row, no further checks will be made.

Deactivation Category Id

Course Stage Cd

Unit Stage Cd

Deactivation Date

Notes

1

ADM (Admitted)

ENR (Enrolled)

Max Unit Availability End Date, or
Max Student Unit Extension Date
+ 60 days

There are rare occurrences of students having ADM/ENR status but with no Unit Availability defined. These rows are ignored.

2

ADM (Admitted)

Anything other than ENR

Today + 60 days.
It is assumed the student will reach either an enrolled status, at which point the previous rule will apply, or they will Withdraw.

This will capture many students in the SMS who require their records to be updated, however it is considered safer to keep them Active based on the data in the SMS, than to try and reinterpret as to who should and shouldn’t be set Inactive.

3

 

COMP (completed) or

COMP (completed)

Where a Grade Applied Date is available, Max Grade Applied Date + 60 days, otherwise
Course Status Effective Date + 60 days.

Students can be be COMP at Course level, but never be graded at Unit level (ie. they were Exempt or Credited in all Units), hence the two methods to ascertain course completion date.

4

WD (withdrawn) or

WD (withdrawn)

Where a Unit Withdrawal Date is available, Unit Withdrawal Date + 60 days, otherwise
Course Status Effective Date + 60 days.

 

5

Anything else

Anything else

CrsSttsEffectiveDt + 0 days

Any other combination of Status will cause the students to be immediately deactivated.
Also includes Students noted as Deceased in the SMS.

-1

Forced Status

Forced Status

‘1990-01-01’ for forced Inactive students
‘2990-01-01’ for forced Active students

These students are held in an exceptions table and their deactivation status is forced either Active or Inactive regardless of their SMS status.
Please log a TAP to have a student added or removed from this table.

Where a student exists in Connect, but does not exist in the SMS, their Connect account is set to be deactivated Today + 7 days (where their deactivation date is presently null).
This captures all accounts that shouldn’t really be in Connect eg. Duplicate students.

Notes:

  • A student account is considered to be any account in Connect with a username consisting entirely of numerals.

  • If the SMS.StudentUnitCourse table is empty (ie. there has been a failure in the SMS DW data import), the process will not run

  • If the total of students to be deactivated is >10000, deactivations will not be processed without manual confirmation.

Monthly Reset

On the first Saturday of each month, we re-process all deactivations for StudentsIds that are even numbers.

On the first Sunday of each month, we re-process all deactivations for StudentsIds that are odd numbers.

This is to override any manual re-activations that may have occurred.

 

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