Extract Student Data into Hemis Tables {HEMIS-1}

This option will perform a number of data validations during the extraction process that will be available as a standard output report.  ITS strongly advises clients to correct all reported errors before proceeding with the next steps in creating the HEMIS files and doing the VALPAC validations.

• This menu option consists of a number of C programs that are run one after the other in background mode (Immediate or Deferred Batch).  The reason for using one option to extract all student data is so that consistency can be ensured between all six of the HEMIS student files. All the data required in the HEMIS student files are extracted and stored in the HEMIS sub-system (in ORACLE table RPT.RAUHSD). 

• The fo­llowing sequence of programmes will be executed when this option is run:

• The program (i3rprg.rpt) that updates the FTEN status on the students (see the on-line help on {SREGS-2} for details)
• The program (i4rprg.pc) that updates the Foundation Student field on {SREGB-1p2} (see the on-line help on {SREGS-9} for details)
• The program that generates SAPSE Table 2.14
• The program that does the 2% test, if required
  

1. Adjustment of STATS Credit values to meet the requirements of the so-called 2% Test is done automatically in the system.
2. SAPSE Table 2.14 is first generated using the STATS credits, as entered in the Curriculum Structure {SACADO-17}. We will refer to this credit value as the nominal credit.
3. Sapse Table 2.14 contains statistics on the number of graduates and the total number of Stats Credits accumulated per Approved Qualification for the Stats Year.
4. A special program will then automatically be run to calculate an adjustment factor for each Approved Qualification {SACADO-1} by which the nominal STATS Credits {SACADO-17} for the qualification will be adjusted to ensure that the requirements of the 2% Test is met.
5. SAPSE Table 2.14 is generated again with the 2% factors.

• This so-called “2% test” is presumably applicable to both Technikons and Universities.  It will only be performed for Qualifications where “Do the 2% Test” is indicated with (Y)es in the Qualification Structure {SACADO-1}.
• The “Stats Credit” that is entered for every Qualification / Subject / Offering Type combination in the Academic Structure, (option {SACADO-1}) should be regarded as the “nominal credit”, which is calculated on the basis of the structure of the curriculum only.  The 2% test establishes whether this credit needs to be adjusted and if an adjustment is required, the adjustment factor is calculated.
• A pre-requisite for carrying out the 2% test is that the study records of all students who gained qualifications in the reporting year should be correctly reflected on the system for all years of study for that qualification.  Report {SREGS-5} can be used to compare the nominal credits obtained by each graduate to the minimum formal time for the qualification.  Discrepancies that occur could be caused by incomplete historical records, by exemption subjects that were not entered in the system, or by students who changed from one qualification to another.
• For all qualifications (except masters and doctoral qualifications) the system does the 2% test in the following sequence:
  

1. Those students who obtained qualifications in the reporting year are identified from the entries under option {SSTUD7-2b2}and are grouped per (formal) qualification.
2. The credits obtained by each student towards his / her qualification are summed in the same way as in the validation report referred to above. (Steps 1 and 2 are performed by the system when SAPSE Table 2.14, based on the nominal credit values, is generated.)
3. The user selection parameters allow users to specify whether the calculation should be done per qualification code or per approved qualification id. The difference between the two methods is as follows:

4. The average credit per graduate for a particular approved qualification is determined, and compared to the minimum formal time of the qualification.  An adjustment factor is calculated, which will bring the average credit to just below the 102% limit, if it is applied to the nominal credit.
5. This factor is applied to the nominal credits to calculate “adjusted credits”, which are then used in the CRED-file of the HEMIS Submissions.
6. These adjusted credits are shown in report {STP2A-5} “Adjusted Credits for Table 2.14” (refer sample below).
7. In the case of Master's and Doctoral qualifications, the same procedure is applied, with the following adaptation:
   

• The system may not have been operational throughout the career of the student and the information in respect of the early years may be incomplete or missing.
• A student may have changed his / her qualification and retained credit for some subjects in respect of the new qualification.  These subjects will not automatically be linked to the new qualification and will, therefore, not be counted for this table.
• A student may have been granted exemption for one or more subjects, and the exemption records not entered into the system.
• Although the user can pick up such problems from the Validation of Graduate / Diplomat data for Table 2.14 {SREGS-5}, the STATS generate programs cannot identify such problems and erroneous reporting will result if they exist.
• It is, therefore, important that all the subjects that were taken for a qualification be accurately reflected on the study record and it may be necessary to add exemption subjects to certain students' study records.
• Report {SREGS-5} and option {SSTUD7-1} may be used to correct the records for a student who has changed his / her qualification and has retained credit for those subjects.  The following procedure could be used:
  

• Select option {SSTURC-1} “Print Qualification Candidates”.
• Select option {SSTURA-2} “Academic Record (Detailed)” for each candidate.
• Decide which students are indeed in their final year and update the Final year indicator {SREGC-5} “Update Annual Registration Info”.
• After completion of the examinations, make a final decision as to which students have completed their qualifications and update option {SSTUD7-2b2}  “ Qualification Results”
• Select option {SREGS-5} “Validate Grad / Dipl Info for SAPSE 2.14”
• Make the required changes under option {SSTUD7-1b3} “Maintain Previous Credits”
• Select report {SREGS-5} again to ensure that the information is now correct.
  

1. Credit value null for qualification = BSC EV, subject = ECO011, ot = 50, check Academic Structure means that there is no curriculum record for the Qual / Subject / OT for the reporting year.
2. Student 20020020, no major subjects found OR no active Qual / Offering type combination could mean:
   

• The student did not pass any major subjects for the qualification.
• There is not at least one active record for the qualification that was awarded to the student for the stats year with offering type linked to subsidy type Normal (A) or Distant (B) in {SACADO-1}.

• The major subjects that the student passed were marked as Course Level = 1.
• The major subjects that the student passed were marked as Experiental Training = Y.
• The qualification does not exist on the academic structure for the Stats Year.
• The approved qualification does not exist on the academic structure for the Stats Year.
• Or, the qualification is a non-formal qualification, for instance a short course, but the qualification type is not 1 or 5.

3. Student 200100001 Year 2002  Qual ART3  Subj POT3 : Row not found in RBCTAB could mean:
   

• The qualification type is occasional or 1.
• The Approved Qualification does not exist on the Academic Structure for the Stats Year.
• There is no active record for the qualification {SACADO-1} where the offering type is linked to Subsidy Type A or B.
• The institution is a Technikon and the external code on the qualification is null or the  institution is a university and the external code on the qualification is not null.
  

• With enrolment records spanning the HEMIS year, i.e. the students with a start registration year (IAGCYR) on or before the HEMIS year and an end registration year (IAGECYR) on or after the HEMIS year.
• Where the field "Included for Stats Reporting" is (Y)es or not completed. This field is automaticatty calculated by "Calculate FTEN Status " {SREGS-2} and may be manually adjusted in "Cancel Enrolment" {SREGC-3}
• If there is more than one record for a student, who satisfies the above criteria, the program will use the record with the highest year / qualification number combination.
  

Please Note that for students with more than one qualification registration, the record where the value in the field "Included for Stats Reporting" is (Y)es will be used for reporting. Institutions must ensure that,for such students, the required qualification has (Y)es in the"Included for Stats Reporting"-field. This can be done with { SREGC-3}.

1. Was the student registered for at least one subject where:
   

• The Examination Type is indicated as “B – Both” in {SCODE2-2}.
• The Subsidy Type linked to the Offering Type is not equal to “C – Not Subsidized”.
• The Census Date linked to the Academic Block is in the Reporting Year.
• The registration was not an exemption.
• The subject was not cancelled before the Census Date, and
• The primary subject indicator (IAHPRIMARY) is (Y)es.
  

2. Was the qualification marked as (Y)es in the "Included for Stats Reporting" - field awarded to the student in the reporting year?

• The examination year and month combination is between the start year and month and end year and month specified in the STATS Control File.
• The subsidy type linked to the offering type is not equal to “C- Not Subsidized”.
• The registration was not an exemption, and
• The primary subject indicator (IAHPRIMARY) is (Y)es.
  

• Note that:
• All the relevant subjects for the student in the reporting year (including additional subjects and subjects linked to other qualifications) will still be reported.
• Only valid subjects for the reporting year will be used. This means that the subject was defined on the academic structure for the reporting year, specifically on the subject definition (IALSUB) and the curriculum (IAKSUB).

• There should not be more than one “Pass” result code per student for research subjects.
• There should not be “Pass” result codes for research subjects in years prior to the year in which the qualification is awarded to the student.

• If the qualification has only one major area (indicated in block 2 of  with ‘No’ selected in answer to the question “Is more than one row applicable?”), the first major area for the qualification {SACADO-7} that is found is indicated as the major area of the student.
• If the qualification has more than one major area, the program will use the major area(s) of the intended major subjects of the student for the qualification in the reporting year as major area(s) for the student.
• The intended major subjects for students and applicants can be entered in {SNAPPA-6}.
• If the qualification has more than one major area and no intended major subjects for the student were entered, the program will compare the major areas of the subjects that the student registered for with the possible major areas of the qualification {SACADO-7} and will only include those CESM categories where the subjects match up to the major areas of the qualification. 
• As a last resort, if no major area could be established with the above three procedures, the major area(s) of the subject(s) that the student registered for in the reporting year will be used to determine the major area(s) of the student.

1. The Qualification Codes (reported in the QUAL – file), and the Possible Major Areas for Qualifications (reported in the CESM-file) will use records that were active for offering types not linked to subsidy type “C – Not Subsidized” on the academic structure for the reporting year.
2. The Subject Codes (reported in the CRSE – file) will use records that were active or for examination purposes only for offering types not linked to subsidy type “C – Not Subsidized” on the academic structure for the reporting year.
3. The Credit Values (reported in the CRED – files) will use subjects linked to the reported qualifications where there was at least one record in the curriculum for the subject that is  “A – Active” or “E – Exams Only” for an offering type not linked to subsidy type “C – Not Subsidized” the reporting year.

• Procedures:
• None