Overview of the Student iEnabler System

The Student iEnabler System is one of the Self-Service (iEnabler) modules of the ITS Integrator System and has been developed to allow prospective and current students to obtain institutional, programme and personal information via either the Internet or the Intranet of the Institution.

The following functionality is available

Academic Application - Returning Students

{S00000-1} to guide students through an application process
Returning Students Application {S00000-31

Academic Application - Prospective Students

Application Wizard

For prospective students (applicants), the "Interested in Studying Here" - link will present a facility whereby they can apply for Academic Admission to study.

Refer to the iEnabler Applications Operational Manual for more information.
This link will not require authentication (i.e. a Login and PIN), as it is intended for use by possible applicants that does not yet have a Student Number.

Student Administration {S00000-3} to enable students to may maintain personal and other details
Financial Aid Application {S00003-13} to enable students to capture a bursary application
Student Enquiry {S00000-4} that allows students to view information

E-Payments {S00000-5} to allow Students to make Card Payments, where an agreement between the Institution and a Service Provider exists
Academic Registration {S00000-9} to guide applicants through an academic registration process
Residence Application {S00000-10}

Residence Registration

Set-up

The System is fully dependent on the Integrator Student System {MAIN-1} being operational.

The System also depends on {FPMM-21} to generate quotations for study guides items.

Refer to the Overview of iEnabler Systems for set-ups that is generic across all iEnabler Modules

For new Applicants to submit Academic Applications, or for existing Students to view and update their Biographical Information {SREGB-1}, the Dynamic iEnabler Application {STWEBM-5} must be used to set-up the available fields. Refer to the Student iEnabler Biographical Information {S00001-5} and Load Table into Dynamic iEnabler Application {STWEBM-6}.

Student System Control Cycles {SMNT-2}

Control cycles allow the user to limit the use of specific functions within the system to certain time windows during the year, and form an important part of the security of the system.
Even during the time of interval between the specified dates the user will be limited to creating records in respect of the specified years and academic blocks only.
This aspect is discussed throughout the student manuals whenever the input of data is affected by System Cycles.

The following System Cycle types are applicable to the Student iEnabler System:

SYSTEM CYCLES	FUNCTION NAME
P	Residence Application
T	Lecturing Timetable (View)
U	Qualifications Awarded (View)
W	Web Registration
V	Web Application
E	Suppress Exam Marks Viewing
Y	Secondary School Results
F	Change Marks and Results

Validation Control {SMNT-1}

AH	Residence Application on Academic Application - Subsystem Application The system will not allow the Residence Application of any students unless they were entered through option {SNAPPA-1} or admitted to the institution through option {SNAPPA 3}.
WA	Academic Registration on Residence Registration - Subsystem Registration If this validation is switched on, no residence registration {SREG-4} will be permitted unless the student has been registered academically.
CO	Coop System Users This validation indicates to the system that the Client uses the Co-operative Education system. If validation is set then the system will stop registrations of the same subject and block where the year of the record in {COOP-5} less than the year of the subject registration.
WT	Check External Excluded Students - Subsystem Registration If this validation is switched on, the system will check during application and registration, which students who have been excluded by another institution are not allowed to register at this institution. If the validation is set to (N)o, the system will still give a warning, but if the validation is set to (Y)es the records cannot be <COMMIT>ted.
WI	WEB SA Identity No Validation If the validation is set on, the system does not check on the control digit in the number, but checks that such a number does not already exist in respect of an existing or past student. A check will also be made that the number does not exist in the table for "Students Excluded Elsewhere". The check on the ID number is done on the first 10 digits. An algorithm check will also be done to indicate the validity according to a formula supplied by Internal Affairs.

The following table compares the validations applicable to the different Registration Programs. The definition of the validation is previously described. There are standard 'STD' validations that have been duplicated to be Student iEnabler specific. If it is a Dist ED WEB registration the Dist ED Validations have been used or alternatives created.

DESCRIPTION	SUBS	Dist ED	STD	Web DistED	Web	DESC	WHERE WEB
Academic Registration	R	EB	AR			WEB Academic Reg Required
Check External Excluded Stud	R	DB	EX	WF	WT	WEB External Exclusions	W03PKG,W16PKG, S0009REG_ADMIT
Residence Admission	R	EC	HA
Matric Subjects Pre-Requisites	R	DD	MS	WH	WM	WEB Matric Subj Pre-Requisites	W16PKG, S0009REG_ADMIT
Copy Residence to Study Addr	R	DE	RA
Registration Dates	R	DF	RD
Upd Alum Postal Addr via REG	R	DG	UA
Upd Reg Postal Addr via ALUM	R	DH	UR
Academic Admission	R	EA	AA		WC	WEB Academic Admissions
Only First Qualification (AA)	RQ	DI	AF
Multiple Registrations	RQ			WK	W2	WEB Multiple Registrations	W16PKG, S0009REG_ADMIT
Gen. All Subj / Modules For Year	RQ	DK	GA				W16PKG
Gen. Subj / Modules For Same BLK	RQ	DL	GB				W16PKG
Gen. Compulsory Subj / Modules	RQ	DM	GC				W03PKG
Qual. Pre-Requisite / Substitute	RQ	DN	QP	WN	WQ	WEB Qual Pre-Req/Substitute	S0009REG_ADMIT, W16PKG
Canc Resid when Prim Qual Canc	RQ	DO	QR
Check Quota Per Qual / O-type	RQ	DQ	QU				S0009REG_ADMIT, W16PKG
Check Subject Reg Attempts	RS	DR	CA				W16PKG
Check Quota Class Groups	RS	DS	CG				W16PKG
Check Quota Per Curriculum	RS	DT	CQ				W16PKG
Examination Timetable	RS	DU	ET	WO	WX	WEB Examination Timetable
Lecturing Timetable	RS	DV	LT		WL	WEB Lecturing Timetable
Classgroups Timetable Clashes	RS	DW	M1				W16PKG W03PKG,W16PKG
Load Classgroups	RS	DX	MM				W03PKG,W16PKG
Pre-Co Requisites	RS	DY	PC	WU	WS	WEB Pre / Co Requisites
Check Quota Per Subj / O-Type	RS	DZ	SQ				W16PKG
						WEB Card Table Population
				WY	WD	WEB Planned Subject Registration	W03PKG,W16PKG, S0009REG_ADMIT
				W1	WI	WEB SA Identity Number Validation	S0002APPLY, S0009REG_ADMIT
				W3	W3	WEB Allow OT Selection
					WZ	Test Calc WRS - MinWRS	W16PKG
Stop Academic Reg Without COOP	CO		RC				W16PKG
Allow Overlapping Registrations	RQ	DJ	AO	WW	W6	WEB Overlapping Registrations	W16PKG
				W7	W7	WEB Issue Study Guides via iEnabler	W16PKG

System Parameters entered in External Conversion Codes {GOPS-21}

General system configuration

External Body: WEB
External Code Type: ORA

Internal/External Code	Description	Usage
WEBADM	Email Address of System Administrator	This Email address is used by some of the iEnabler Programs to automatically notify the System Administrator that errors was encountered by an end user due to incorrect or incomplete set-ups. This is done as end users using the iEnabler generally does not know who to inform when they encounter errors.
PATH	/u/itsvi03/	Home-Directory of the Integrator System on the Application Server.
FININD	1	Default financial indicator. This financial indicator gives an indication of the financial status of a student regarding the issuing of study material.

Application configuration

External Body: WEB
External Code Type: APL

Internal/External Code	Description	Usage
MAIL	its.its@its.co.za	An e-mail address for the iEnabler system administrator. Utilized for communicating various system information, e.g. errors on application.

Registration configuration

External Body: WEB
External Code Type: REG

Internal/External Code	Description	Usage
MAIL	its.its@its.co.za	An e-mail address for the iEnabler system administrator. Utilized for communicating various system information, e.g. errors on registration.

Upload of Documents to the Integrator Document Storage and Retrieval System

Refer to the Overview of iEnabler Systems

Financial Status Codes {FSAC-1} and Academic Application or Registration

A status with action code = AA is linked to a student when the biographical information is created on Student iEnabler. When students' account is credited with the amount specified in the status code structure, this record linked to the student will automatically lift.

Tip: On {FSAC-1} when '(W)eb' or '(B)oth' are inserted in the Insert field. On the Student iEnabler during generation of the biographical record, action AA record is created on {FSAO-12 } and could also be removed there. If an action WR (with B or W in the insert field) was set up on {STWEBM-8} this record will also be viewed on {FSAO-12} but can only be removed (Student level) on {STWEBM-9}.

In other words:

When a Biographical record is created via the Student iEnabler system, a financial status record is created on the students account on {FSAO-12} for the action 'AA' (Stop Academic Application), if a status has been setup on IGUFST for type 'B'(Both) or 'W' (Web). If the status has been setup and placed on the record, the student is then forced to make a % or minimum payment as defined on {FSAC-1} for this action to be lifted. Once the payment is successful and the balance or percentage rule has been successfully compiled with, the status will be lifted and the student may proceed with his academic Application / Registration.

Display of Institutional Rules and Regulations and record that Students acknowledged it

Letter Documents{SLLL-1} for the Process Events {STWEBM-7} in the table below must be defined. For each Process Event, two letters may be defined, one in the System Language (e.g. English) and one in an Alternate Language. Display will depend on the Preferred Language in the Biographical Information {SREGB-1} of the Student and the existence of a Letter Document in the Alternate Language.
Where indicated, the code of a Certificate/Indicator {SCODE-22} must be entered in the "English Code" - field of the Associated Process Event for Certificate / Indicator. Where the student views the Document, a Certificate/Indicator {SREGB-8} will be inserted for the Student. to record it. If the Student accepts the Rules in the Document, the Certificate/Indicator - record will be marked with (Y)es in the "Seen" - field.
Note - Where no Associated Process Event is indicated in the table below, certificate codes will not be inserted.
To enforce acceptance of Rules and Regulations, the Relevant Business Function Process must be marked as "Mandatory"

Process Event Code	Description	Associated Process Event for Certificate / Indicator
A2	Academic Application Rules and Regulations	"A1 - Adacemic Application Certificate Indicator"
A3	Academic Application Contract Letter
A4	Proof of Registration Letter
A5	Registration Rules and Regulations	"A7 - Registration Certificate Indicator"
A6	Registration Contract Letter
B1	Residence Application Rules and Regulations	"B2 - Residence Application Certificate Indicator"
B3	Residence Application Contract Letter
B4	Residence Registration Rules and Regulations	"B5 - Residence Application Certificate Indicator"
B6	Residence Registration Contract Letter

To include a pdf-document in a letter, see the example letter set-up below (In particular, lines 20, 21 and 22)

Display of Descriptive Textual Data for Qualifications in the Academic Application and -Registration

Textual Remarks {SACADT-1} will be displayed for the relevant Qualifications where the Textual Data Type {SCODE3-8} is "WEB"
Textual Information {SACADT-6} will be displayed in the "View Calendar Information" function inside the processes.

Other Process Events {STWEBM-7}

Code	Description
LA	Number of unsuccessful login attempts (both English and Alternate codes must be entered with the number of times the student can unsuccessfully try to login, after this number has been exceeded the student's login will be "locked"). The logging could be reset at {STWEBM-13}. (If no record 3 are used).
ET	Expiry time: Represents the period of time before your web session will expire e.g. 3min - units in minutes. (No record 10 min are used).
R0	Default student iEnabler exam type: For application the exam type will default from {SNAPPA-11}.
AT	Default Application Type on iEnabler Application. An application type is linked to this event and used during the Student iEnabler applications, to default the application type on the application. If this application type is restricted on {SCAO1-25} to a number of applications for the application type, the applicant will be notified on the iEnabler that the number of applications allowed has been exceeded once the applicant reaches the maximum number of applications.
RC	Register All Compulsory Subject. To indicate if the compulsory subjects must be automatically selected on the iEnabler subject registration .
AB	Proof of Application Document Code. To indicate the ‘Proof of Application’ based on a document code defined for the Quote on the Student iEnabler.
CD	Which credit must be displayed (I)nternal, (N)ational of (S)tats. To indicate which credit must be displayed next to each subject on the Student iEnabler Application and Registration.
AA	Account Address Type. To indicate the address type to be used for the account address on the Student iEnabler.
NL	Number of Lines for Multi-row Update Forms . To indicate the number of rows to be displayed on a multi row form on the Student iEnabler, e.g. matric subjects.
WS	Minimum School Leaving Subjects for Application. To indicate the minimum school leaving subjects necessary for academic application on the Student iEnabler.
ET	Expiry Time. To indicate the time expire a session with no activity on the iEnabler.
EV	Exam Marks View Number. To define the columns to be displayed when viewing the exam marks on Lecturer iEnabler . Values can be 1, 2 or 3. If 2 the exam mark field is displayed. If 3, the exam mark, final mark, result code and description and pass/fail indicator are displayed

Date	System Version	By Whom	Job	Description
12 Jun 2009	v01.0.0.0	Magda van der Westhuizen	t159938	New manual format.
13 Jul 2009	v01.0.0.0	Melanie Zeelie	t159938	Add Event rules
22 Sep 2009	v01.0.0.0	Brilliant Tleane	t159921	Add rules for "I accept" button.
13 Oct 2009	v01.0.0.0	Melanie Zeelie	t159929	Add rules.
02-Sep-2013	v03.0.0.0	Frans Pelser	f193479	Move rules applicable to all iEnabler to main-ie.html (Maintain PIN in Back Office, Reset Login, Request or Change PIN, DSR in iEnablers) Add reference and hyperlink to main-ie.html Add references and hyperlinks to main Student iEnabler Business Functions Move set-ups that is specific to the Academic Registration Business Function Process to the manual dealing with it (s00009-2.html) Move set-ups specific to the Dynamic Biographical to the manual dealing with it (s00001-5.html) Make sure set-ups for General Routing Email is in Routing Manual and remove
03-Nov-2015	v03.0.0.1	Tebogo Sekoaila	f210172	Add {FPMM-21} as a new set-up step to generate quotations for study guides Items.
29-Apr-2016	v03.0.0.2	Melanie Zeelie	f213123	Add detail on event AT - application type to default on iEnabler Applications
29-Jan-2018	v04.1.0.0	Clinton Naidu	t226540	Added link to Financial Aid Application manual
12-Aug-2017	v04.1.0.1	Precious Diale	t223377	Add Returning Students Application link.