Maintain Subject Groups and Lecturers {SACADO-13}

In this option Group types with group values are linked to subject / offering type combinations as well as to lecturers. A record is required for every such combination. Separate class lists are produced for each of the group types and groups, as defined in this section.

When a new record is created here, the program will use the default mark type and assessment criteria created in {SSTUD3-1b3-7} to create subject specific mark type and assessment criteria in {SSTUD3-7}. The user must manually change records in the latter option if not all the default criteria are applicable or if more criteria must be added.

For a more in detail explanation of the new Application Development Framework (ADF) functionalities refer to the Operational Manual {main-om}.

Records in this option cannot be deleted if registration records exist for the Offering type, Group type and Group value combination.

Field	Type & Length	Description
SEARCH RESULT PANEL BOX: The table layout fields from Academic Year up to Service Centre is display fields only. The records that display will be according to the 'Search' of the user.
Academic Year	YYYY	Populate the Academic Year.
EDIT PANEL BOX:
Academic Year	YYYY	The Academic Year for which this record is valid.
Subject Code	A7	As defined in {SACADO-10}
Offering Type	A2	As defined in the General Sub-system {GCS-5}.
Group Type	A1	Enter the value of the group type for this combination. Currently, the valid values for this field are ‘C’ – Class croup, ‘P’ – Practical group and ‘T’ – Tutorial group.
Group Value	A2	This two-character field is used when more than one group exists for a combination of subject, offering type and group type. During registration, the system defaults to Class Group “A” for each combination. Additional class groups may be created in order to allocate students to that particular group, rather than to group “A”. A New field has been added for the description for the Class Group.
Group Description	A40	Description gets populated.
Active	A1	Yes will indicate if the class group is still active. (At least one must be active.). The program will allow the deletion of non-active groups and lecturers records if a primary record exists for the combination and students are registered.
Group List To	N9	The personnel number of the lecturer or other staff member who is involved with this class group. The name of the primary person will be printed on Class Lists produced under option {SSTURL-1}. (This need not be the person who is actually involved in lecturing to this group; that information is carried in the lecturing timetable). Note: If a lecturer's service has been ended, the lecturer will not be available for selection on the list of values.
In Service		Indication if the Lecturer is still In Service or not {PBOP-2}.
Timetable Category	A1	This indicator is used together with the class groups to be allocated during the iEnabler registration. See manuals {S00009-2}, {SMNT-12} SOD 'GC / RE' and {SREGC-5} for more information.
Primary Lecturer for this Group?	A1	A 'Yes' or a' No' is entered here to indicate if the particular lecturer is the one to whom the system should address class lists. It is possible to record the involvement of more than one lecturer with a particular class group by creating more than one record for the same Subject / Offering Type / Class Group combination. The system will, however, check that for each such combination at least one (and not more than one) “primary” record exists. This is done: by not allowing the deletion of the primary record if another record exists; and by updating a previously primary record to non-primary if another record has been updated from non-primary to primary. This latter change can be confirmed by doing a query after the initial <COMMIT>.
Involvement Code	A8	This indicates the role that this person (Group List To) fulfils in this group.
Service Centre		For the Alternative registration process the Service Centres linked to Subjects will be used to determine the Offering Type and Classgroup.
Qualification Group	A6	The Qualification Group is used for the allocation of the Subject / Offering Type combination registered for the Qualifications in the Qualification Group to specific group(s). Only qualification groups from {SACAD-29} for the year entered/queried on this block can be used. Do not link a qualification group here if it contains a Qualification already linked to this Subject / Offering Type combination.
Reserve for Repeaters	A1	During assigning of a group (Class, Practical or Tutorial) - the students status should always be used to determine the valid group value. Groups can be assigned to 'repeaters' or 'first time to subject' or Both, were Both will be the default. The students repeat status must also be used to include the student in the correct count when counting the number of students to determine the validity of a group. A repeating student for a subject is a student that was registered for the same subject and the prior exam type was of category 'Both'
ALLOCATION PANEL BOX:
Quota	N4	The quota for the number of students to be accommodated for this class group, if applicable. If no quota applies, this field should be left blank. The registrations for any year and block for this combination, under option {SREGAR-1} Tab - Subject Registration, will be limited to this number if the validation option “CG”, under option {SMNT-1} Tab - Validations , is set to Yes. This is applicable to both the Back Office and the iEnabler. If Quotas are used, Priority / Minimum / Maximum are ignored.
Priority	N5	The Priority used for allocation to different Class Groups for the same Subject / Offering Type combination. The lower this value, the higher the priority. The allocation of students are only done for Group Type ‘C’ (Class Groups). The use of Priority is subject to the validation code "MM" ("W8" for iE), in option {SMNT-1} Tab - Validation Control. Priority cannot be used in conjunction with Quotas. Priority can only be set where the 'Primary Lecturer for this Group' indicator is 'Yes'.
Maximum Level	N3	This is the minimum number of students who should be allocated to this class group automatically. Minimum and Maximum levels are mandatory for the use of Priority.
Minimum Level	N5	This is the maximum number of students that should be allocated automatically to this class group. Add a value in the priority field if the minimum and maximum level fields are used. The registration programs will then ensure that the minimum levels are completed in the correct priority sequence first. The programs will then fill the quotas up to the maximum level once the minimum levels have been reached. This allocation of students is only done for group type ‘C’ students.

Example:

Processing
Rules

Subject Information:

When the data is saved in this block, the following data will be created if default criteria are defined in {SSTUD3-1}. The default data thus created can be changed in {SSTUD3-2} for each individual subject:

The program will populate the

Minimum Full Period Mark for Examination Admission
Full Period Mark Weight
Exam Mark Weight
Repeat all Exam papers

Create subject exam paper criteria for each of the exam types from {SSTUD3-1} TAB - Default Examination Paper Criteria and the Block Examination Paper Criteria
Create subject exam paper result criteria from the same TAB block Exam Paper Result Criteria
Create Final mark and result criteria from the same TAB block Default Final Mark and Result Criteria

If default criteria does not exist, the create process will fail and the user will be informed about this.

Groups and Lecturers:

When the data is saved in this block the following data will be created if default criteria are defined in {SSTUD3-1} and depending the settings of the following two System Operational Parameters:

AG - Create Mark Type Criteria when new Primary Lecturer Created
AF - Create Mark Type Criteria when Primary Lecturer Code changes.

System Operational Definition
AG	AF	SSTUD3-7
N	N	Mark Types not created when new Primary Lecturer is created and / or Primary Lecturer Code changed.
N	Y	Mark Types not created when new Primary Lecturer is created and / or Primary Lecturer Code changed.
Y	Y	Create Mark Type Criteria when Primary Lecturer is created and / or Primary Lecturer Code changed.
Y	N	Create Mark Type Criteria when a new Primary Lecturer is created and / or Primary Lecturer Coded changed.

The default Mark Type and Assessment data thus created can be changed in {SSTUD3-7} for each individual subject:

Create Mark Type Criteria from {SSTUD3-1} TAB - Default Mark Type Criteria block Default Mark Type Criteria
Create Mark Type Result Criteria from the same TAB block Default Mark Type Result Criteria
Create Assessment Mark Criteria from {SSTUD3-1} TAB - Default Assessment Criteria block Default Assessment Mark Criteria
Create Assessment Mark Reuslt Criteria from the same TAB block Default Assessment Mark Result Criteria

If default criteria does not exist, the create process will fail and the user will be informed about this.

The use of Quota or Priority (TAB - Groups and Lecturers):

Use either Quota or Priority, not both at the same time.

For both of these options there has to be at least one active Class Group and it does not have to be Group "A".

Event Code = CG in {STWEBM-7} can be used to define a Default Class Group for use in iEnabler Registration, so that a student is not blocked from registration when all Class Group quotas have been filled, or when Lecturing Time Table clashes occur.

Check Time table Clashes:

For the use of validation 'M1 / WL' = Yes (Check Time table Clashes), Class Groups will only be allocated if it is scheduled in the Time Table in {STIME-2}.
Time table venue clashes are ignored as venue overlapping is allowed between different subjects on {STIME-2}.
If validations 'M1 / WL' are set to No, Class Group assignment only validates against the information in {SACADO-10}.

Quota (uses validation option CG) - The rules described below are applicable to both the Back Office and the iEnabler registration programs:

If the validation 'CG' is Yes and a Quota value exists, students can be registered in the group until the Quota is filled.

If Quota is NULL (blank) and validation CG is Yes, the group will be filled to 999.
If Quota is '0' and 'CG' is Yes, no registration will be allowed.

Priority with Minimum and Maximum:

If Priority = 0 (zero) it is regarded as the highest priority, but Priority doesn't have to start at 0.
Priority = NULL (blank) is regarded as the lowest priority and will be used as long as there are valid Minimum and Maximum levels.

If more than one group exists with Priority equal to NULL, they are used in random order.

If Minimum = NULL or 0 (zero), the Group will be ignored regardless of it's Priority.
If Maximum = 0, the Group will be filled to its Minimum;

if Maximum = Null the Group will be filled to 999.

After the Minimums for all Groups are filled, the program selects the group with the least students (regardless of the Priority), and allocates to it untill it reaches the same student count as the group with the second lowest student count.
Then it alternates the allocation according to the Priority between the groups that has the same lowest count, untill a group's Maximum is reached.
This process is repeated untill all Groups are filled to their Maximum.
When all the Groups are filled to their Maximums and Event Code = CG is not used, no more registrations will be allowed.

in the iEnabler the student will not be registered for the Subject, but if it is the only subject the student enrols for a Qualification registration will still be done.

Date	System Version	By Whom	Job	Description
14-Aug-2014	v04.0.0.0	Magda van der Westhuizen	t196720	New manual format.
26-Feb-2016	v04.0.0.0	Magda van der Westhuizen	t211713	Insert SOD AG and AF rules, and the deletion of non-active groups if a primary record exists / add new field 'Service Centre' / update image.
10-Feb-2016	v04.0.0.0	Magda van der Westhuizen	t200264	Add: Priority can only be set where the 'Primary Lecturer for this Group' indicator is 'Yes'. ATOV: 198668
20-June-2016	v04.1.0.0	Magda van der Westhuizen	t214530	Change field order in the manual.
18-Nov-2019	v04.1.0.1	Magda van der Westhuizen	T239260	Add 'In Service' field and update the image from INT4.1.
09-Mar-2020	v04.1.0.2	Magda van der Westhuizen	t242018	Add new image.
19-Jun-2021	v04.1.0.3	Magda van der Westhuizen	T249318	Insert 'Timetable Category'.