Student Co-operative Record {COOP-5}


This option will help the user to keep record of the actual in-service training of a student at an employer.


The following check can be done by the system, provided that the validation have been set to (Y)es in option {SMNT-1b1}:

"CR" - Create Co-op. Without Acad. Reg. The validation will check if the student is registered for the Approved qualification, qualification, year and block, when validation is set to 'N'.

Fields in the option:

Block 1:  Student Co-Operative Record

When the student number is entered, a pop-up screen appears:  it displays the following information of record for the student with a placement status:

The user has to select the applicable record concerning the student's in-service training. Once the record has been selected all fields below will default in respect of  the student.


Field Type
&
Length		 Description
Student Number N9  Enter the number of the student placed at an employer for in-service training.
The Initials and Surname will be displayed.
Academic Year YYYY The applicable year for the student's in-service training must be entered here.
Block Code A2 Enter the Block Code for which the student's in-service training is applicable
Placement Date DD-MON-YYYY The date on which the student was placed at the employer.
Approved Qualification A2 The Approved Qualification ID indicates the area of study of the in-service record.
Type of Workstation A4 The type of workstation needed for this student. The program will validate that the employer offers a workstation of this type.  Approved Qualification ID, Year and Block.
The name will be displayed.
Active field will display Y, if the Type of Workstation is valid and active on {COOP-4} Tab Page3
The following academic registration information will be displayed for a student:
  • Year and Block of latest registration.
  • Qualification Code and description of latest qualification.
  • Approved Qualification ID and description of qualification.
  • Department code and description of the Qualification Code displayed.
  • Registration date.
  • Primary registration Y/N.

Example:

Example of coop-5b1

 


Block 1:  Page 2

The next fields will display the values as on the previous:


Field Type
&
Length		 Description
Start Date DD-MON-YYYY The start date of employment cannot be later than the placement date for the year, Block Code and employer code.
  • If the start or end date falls between the start and end date of an unavailability period, the program will issue a WARNING that the date falls within an unavailability period and will display the reason code and description.
  • If the start and end date falls between the start and end date of different unavailability periods, the program will issue a WARNING informing the user of this situation.
  • If the start and end date falls between the start and end date of the same unavailability period, the program will issue a FATAL ERROR and the user will have to change the dates accordingly.
End Date DD-MON-YYYY  The end date has to be entered according to the information provided for the duration of employment, as defined on
"Workstations offered" for the employer, year, block and workstation type.  This field can be updated.  
The rules for unavailability are the same as for the Start Date above.
Session N2 The session is a system-calculated counter, which will indicate the occurrence of an employment record of a student for the same year and Block. The latest record will always have the largest session number.  This field can not be updated by the user.
Cancel Date DD-MON-YYYY The co-op. record will be cancelled when:
  • the user enters a date
  • the student's subject enrolment is cancelled
  • the placement record is cancelled.  When a new placement record is created,  a new co-op. record will be created
Subject A7 The subject entered must be an in-service subject, subject indicated on {SACAD-14} on field "In-Service" as 'Y'es.
Validation on {SMNT-1} "CR"  - Create Co-op. Without Acad. Reg. This validation will check if the student is registered for the Approved qualification, qualification, year and block, when validation is set to 'N'. If the validation is set to 'Y' then the student don't need an Academic Registration to create a record here.
Note: The student must have a 'Placed' status on {COOP-4} for the Qualification under which the specific Subject belongs.
The <LIST> function will display the codes that are available and the description will be displayed.
Monthly Salary N8.2 The user can enter the monthly salary of a student at an employer during the in-service training period.
Total Payments N8.2 The total payments received by a student can be entered.
Number of Projects  N2 The number of projects that the student is expected to complete during the period of in-service training at the employer.
% Completed N3.2 This will be calculated from the above field and the projects in the projects session Block, which is indicated as percentage completed.
Mentor N9 This is the person linked to the employer {COOP-3b3}; the person must be defined as such for the employer. The <LIST> function will be available.
Co-ordinator/Tutor N9 This is the personnel number of the staff member from the institution; the person must be in service on the date the record is created.  When the student's record is queried, a warning will be displayed if the staff member has resigned.   

Example:

Example of coop-5b1p2

 

Block 2:  Student In-Service Projects

This block will allow the user to enter marks for the Section of a Project more that once and wil indicate what sequence of the section should be used for the calculation.

In the following blocks, only Mark Type values can be used where the Mark Type use in {SCODE-10} is indicated as a 'Y' or a 'P'. Please read the manuals, as indicated for an explanation of the 'Y' and 'P' values.


Field Type
&
Length		 Description
Student Number N9 The student number will default from the first Block and the student's name will be displayed. This field cannot be updated.
Session N2 The tuition session will default from Block 1.  Whenever a co-op- record is cancelled, the project record already created will be cancelled and must be recreated for the session number of the new non-cancelled co-op record for the year and Block.
Year  YYYY This will default from Block 1. No update is allowed.
Block Code A2 This will default from Block 1. No update is allowed.
Examination Month N2 The exam month will be displayed from the student's enrolment record for the subject,  year and exam month.
Subject A7 The Subject Code and description will default from Block 1. No update is allowed.
Group Type A1 The Group Type must be entered here. The <LIST> function will display the valid values: C(lass); P(ractical) or T(utorial). The Group Type for the subject has to be set-up on {SACAD-14b4} - 'Groups and Lecturers' for the chosen Group Type.

The two following fields will display from the student's academic registration record:
  • Group Value - Student's academic registration information
  • Offering Type - Student's academic registration information
Mark Type  A2 Enter the Mark Type for which this project mark will be valid. The <LIST> function will only display values for the student's Offering Type and Group Type and Group Value as defined in {SSTUD3-7b3}. 
Project Number N2 The number of the project.  This number corresponds to an Assessment Mark Number. The project mark will be copied to this Assessment Mark Number. The <LIST> function will only display Assessment Numbers defined for the values entered above for Group Type, Group Value, Offering Type and Mark Type, if it does exist on the criteria in {SSTUD3-7b3}

Note: on <COMMIT> of the Project Mark or Result Code, the Mark Type and Assessment Recdords will be created and can be viewed in {SSTUDY-21}

A maximum of 99 projects can be defined for a specific subject, year and Block, if the criteria are defined for the Offering Type, Group Type, Group Value and Mark Type in {SSTUD3-7b3}.
Project Title A80 Enter the project title for the specific project number.
Institution Mark Weight  N3 The weight of the institution mark in terms of calculation the project mark.
Employer Mark Weight N3 The weight of the employer's mark in terms of calculating the project mark.
Topic Code  A4 The topic code and description will default from Block 1. No update is allowed.
Submission Date DD-MON-YYYY The date on which the student submits this project.
Note: The Submission Date must be entered, before any calculation can be done.
Calculate Marks A1 The values for this field are: Y - Yes to calculate from sections, N - No calculation, P - to calculate the project mark.

The rules are as follows:
  • Y - Calculate from sections: 
NOTE: Will calculate the "Institution Mark", "Employer Mark", "Project Mark" and "Result"  for Type of Evaluation O(bjective Evaluation)
Will calculate the only "Result" for Type of Evaluation C(ompetency Based Evaluation)
NO calculations will be done for Type of Evaluation P(rofessional Judgement Evaluation)
    • The "Institution Mark" and "Employer Mark" will be calculated from the sections entered on block 3 with weights entered at {COOPC-22}. "The Institution Mark" and "Employer Mark" can not be entered. 
    • The calculation of the "Project Mark" will be done with the weights entered on block 2. 
    • The cacluation of the "Result" will be done with the data on {SSTUD3-7b4} where the "Project Mark" is between "Low%" and "High %" for subjects with Type of Evaluation O(bjective Evaluation)
    • The calcuation of the "Result" for subjects with Type of Evaluation C(ompetency Based Evaluation),
      • only sections (on Tab Student In-service Project Sections) that is marked as "Include Calc" is marked as Y(es) will be included
      • if ALL results for Sections mentioned above has the result of "Result for Competence" on {SSTUD3-1} then the Result on Tab Student In-service Projects will have the "Result for Competence" on {SSTUD3-1}
      • if ANY of the results for Sections mentioned above has the result of "Result for not yet Competent" on {SSTUDY3-1} then the Result on Tab Student In-service Projects will have the "Result for not yet Competent" on {SSTUDY3-1}
    • The "Project Mark" and "Result" can be changed after calculation. 
    • The "Project Mark" and "Result" will be written to the student's subject record when the "Date Completed" is entered.
  • N - No Calculation: 
    • Will perform no calculation at all. 
    • The "Institution Mark", "Employer Mark" and "Project Mark" can be entered for Type of Evaluation O(bjective Evaluation). 
    • The "Project Mark" and "Result" will be written to the student's Assessment record, when the "Date Completed" is entered. 
  • P - Calculate Project Mark 
NOTE:Will calculate the "Project Mark" and "Result"  for Type of Evaluation O(bjective Evaluation). An error message will display for Type of Evaluation C(ompetency Based Evaluation) and P(rofessional Judgement Evaluation) "WARNING: Project may not be calculated for Competency or Professional Judgement YES Subjects"
    • The "Institution Mark" and "Employer Mark" can be entered for Type of Evaluation O(bjective Evaluation).
    • On commit the program will calculate the "Project Mark" and "Result"; but note that the "Project Mark" cannot be updated. 
    • The "Project Mark" and "Result" will be written to the student's subject record, when the "Date Completed" is entered.
Institution Mark  N3 The mark awarded by the institution.  No mark can be entered for a cancelled project.
Not updateable for Competence Evaluation Assessments
NOTE: Marks can only be entered if the student is registered for the subject 
Employer Mark N3 The mark awarded by the employer.  No mark can be entered for a cancelled project.
Not updateable for Competence Evaluation Assessments
NOTE: Marks can only be entered if the student is registered for the subject 
Project Mark N3 NOTE: on <Commit> of the "Project Mark" and/or "Result Code", the Mark Type and Assessment Record will be created and can be viewed in {SSTUDY-21} Tab Mark Type and Assessment Detail. Marks can only be entered if the student is registered for the subject 
  • For O(bjective Evaluation) Assessments, this mark is a calculated with the Institution Mark Weight and Employer Mark Weight and may be updated.  It will be calculated on commit when both the institution mark and employer mark is entered.  The calculated mark will also be populated in the field "Calculated Mark".  Any changes made by a user will be written to a log file.
  • For C(ompetence Evaluation) Assessments, Not updateable.
  • For P(rofessional Judgement Evaluation) Assessments, Not updateable.
Result Code A2 Result Code for the Project. The "Result Code" will be used to determine the Pass/Fail indicator on {SCODE-23}
<LIST> function will display the values with the following rules:
  • For O(bjective Evaluation) Assessments the criteria should be entered on {SSTUD3-7} Tab Assessment Result Criteria with the Project Mark. If no "Result Code" is set up on {SSTUD3-7}, an error message will be displayed: "No result ode associated with this mark",
  • For C(ompetence Evaluation) Assessments the only values that is valid are on {SSTUD3-1} at fields "Result for Competence" and "Result for not yet Competent"
  • For P(rofessional Judgement Evaluation) Assessments the valid values are found on {SSTUD3-26} for the Rubric Code linked to the Assessment on {SSTUD3-7} Tab Assessment Mark Criteria
NOTE: COMMIT record on this field to generate the Assessment and Mark Type Records
Date Completed DD-MON-YYYY This field will indicate whether the project was completed.  
When this field is completed and saved, the program will write the "Project Mark" and "Result Code" to the appropriate assessment record and can be viewed/changed in {SSTUD1-2}.
Cancel Date DD-MON-YYYY The co-op record will be cancelled when:
  • the user enters a cancellation date
  • the student's subject enrolment is cancelled
  • the placement record is cancelled.  Whenever a new placement record is created,  a new co-op record will be created.

Note: If the Cancel Date exist, the 'PM' validation on {SMNT-1} will be check. If the value is set to Y(es), Marks and Results can be entered. If the value is set to N(o), Marks and Results cannot be entered.
Calculated Mark N3 The calculated project mark will be populated in this field. It may not be updated and will be displayed only.  Marks can only be entered if the student is academically registered for the subject. No update is allowed.
Comments  A60 Any remarks / comments regarding the student's in-service projects can be entered here.

Example:

Example of coop-5b2

 

Block 3:  Student In-Service Projects

NOTE that NO records should be entered here for Professional Judgement Assessments
Field Type
&
Length		 Description
Student Number  N9 The student number of the student will default from the previous block and the student's name will be displayed. This field cannot be updated.
Session Number N2 This field will default from the previous block, to indicate placement/co-op, records for one session only or for all sessions in the year and Block.
Year YYYY The year of the placement/co-op, record it will default from the previous block. No update is allowed.
Block Code  A2 The Block Code of the placement/co-op, record will default from the previous block. No update is allowed. 
Examination Month  N2 The exam month will be displayed from the student's enrolment record for the subject, year and exam month.
Subject A7 The Subject Code and description will default from the previous block. No update is allowed. 
Group Type A1 The Group Type and description will default from the previous block. No update is allowed. 
Mark Type A2 The Mark Type and description will default from the previous block. No update is allowed. 
Project Number N2 The number of the project. This number corresponds to an assessment mark on the student's academic record and will default from the previous block. The project mark will be copied to this assessment mark number. A maximum of 99 projects can be defined for a specific subject, year and block.
Section N4 The valid section code by which to define the finer details of the project must be entered here. The <LIST> function will display the section codes available, as created at {COOPC-22}.
Note: Sections can be deleted only if no "Project Mark" and/or "Result Code" exist on block 2
Institution Mark N3 The institution mark must be entered here.
Not updateable for Compenence Evaluation Assessments
Employer Mark N3 The employer mark must be entered here.
Not updateable for Compenence Evaluation Assessments
Competence Result A2 Not updateable for Objective Evaluation Assessaments
The field is used only for Competency Reuslt Codes. The <LIST> function will display the valid Result Codes for Competency subjects, as set up on {SSTUD3-1}.
Section Mark Seq  N3 Students can hand in a section of work more than once. The Section Mark Sequence is only the sequence in which the re-submissions were entered. This sequence will help with the calculation of the correct section marks for the section of the project.
Include in Calc A1 To indicate with a (Y)es or (N)o if the sequence (in the previous field) should be used for calculation. Only one record per Section can be Calculated (Y)es. 


Example:

Example of coop-5b3

 

Processing
Rules		  
  No special processing rules.


See Also:



History of Changes

Date System Version By Whom Job Description
06-May-2007 v01.0.0.0 Amanda Nell t134885 New manual format.
18-Mar-2008 v01.0.0.0 Bea Swart t134885 Testing and proofread system owner.
13-Oct-2008 v01.0.0.0 Magda van der Westhuizen t152108 Update manual:  Language Editing:  Juliet Gillies.
31-Aug-2010 v02.0.0.0 Bea Swart T164727 Change to allow Mark Type with Type of Evaluation P
03-Oct-2012 v02.0.0.1 charlene van der schyff t182059 Bookout by mistake
13-Feb-2015 v03.0.0.0 Bea Swart t205071 Add Result Codes and processing rules.