Maintain Subject Structure {SACADP-14} (Pathways)

To update and maintain subject information on the Academic Structure.

The following business rules must be defined before an attempt is made to create a subject:

Internal Subject Types in {SCODE-27}
Faculties in {GCS-3}
Departments in {GCS-4}
Examination Codes in {SCODE-8}
Statuary information

the data in the background table must be populated with a script.
for the South African clients, the background table is populated at installation
this includes Course Level, Row Codes, Major Area, National level and National Sub Field of Learning

Offering Type codes in {GCS-5}
Lecturers in {PBOP-1}
Academic Block codes in {SCODE2-1}
Periods of Study in {SCODE-30}

Update of data in the Academic Structure is controlled by system cycle 'Z' which can be set in {SMNT-2} Tab: Academic Structure and Exams

Restriction SAS:

Users Not Linked Here will have Total Access. This code is used to restrict the maintenance of subject creation on a faculty or departmental basis. When a user has been linked to this type and a given faculty or
department, insert and update of records will be limited.
When a query is executed the system will display all records, but users may insert, update or delete only information to which they have access.

In {SACADP-14} only records in respect of subjects linked to the given faculty or department in the tab 'Subject Information' will be accessible.

AdaptIT have implemented the technical concept of a 'Master / Detail' relationship between the different blocks of the program. The effect of this is:

- when the user queries a record in block one, the related data in the subsequent blocks are automatically queried.

- when a record is queried / committed in the first block, only related records can be created in the subsequent blocks.

- if multiple records are queried in block one, the user can only maintain data in subsequent blocks for the record that has the focus in block one.

- if multiple and unrelated data must be maintained in subsequent blocks, block one must be cleared.

Tab 1: Subject Information

Note: Records in this block cannot be deleted if registration, application or co-operative education records exist for a student.

Field

Type
&
Length

Description

Academic Year

YYYY

The 'Academic Year' for which this record is valid.

Subject Code

A code to uniquely identify a subject in this academic year. The system does not extract any information from these codes.
Please note: A subject code can have different meanings from one year to the next. This practice is not encouraged by AdaptIT.

Load data from External Source

Button

It is possible to load standards (Unit, Achievement etc.) data about from an external body such as the SAQA, NZQA and others. The data must be
in the format as described in {SACAD-18} and can be loaded into the latter option with {SACADR-12}.
The purpose of this button is to enable users to quickly import fields relevant to Standards from this external source table:

The button will only be active when in INSERT mode and when the SOD is set (see next bullet).
The SOD with Code = A1 and Subs = AS on {SMNT-12} must be setup with a value.
When the button is pressed a list of available External Source Standards will be displayed, where the External Source Standards Available field = 'Y'
and the Expiry date is greater than sysdate. When the user selects a standard, the fields described in the table below on {SACADP-14}, Tab - Subject
information page 1,2 and 3, will be populated with the data from the External Source.

External Source Standards
{SACADP-14} Tab - Subject information page 1
Merit Permissible	Type of Evaluation: If the Merit Permissible field is (N)o for Unit Standards (identified with a 'U'), the type of evaluation can only be Competency based i.e. a value of 'C' If the Merit Permissible field is (Y)es for Unit Standards or the standard is not a Unit Standard, the type of evaluation can be anyone of the three evaluation types e.g Competency, Objective evaluation or Professional Judgement. If the Merit Permissible field is (E)xcellence, the type of evaluation can only be Professional Judgement.
Assessment Method	Evaluation Code. The value from the external source must be defined in {SCODE-8}
Standard Type	The standards from the external source must be defined in {SCODE-34}.
{SACADP-14} Tab - Subject information page 2
Level	Level
Credits	National Credit
{SACADP-14} Tab - Subject information page 3
Standard Number	NZQA Reporting Subject Code
Standard Version	NZQA Standard Version
Standard Title
Embedded Literacy / Numeracy Components	{SACADP-14} Tab - Subject information page 3
The fields populated, as described above, can not be updated as it contains values from the external Quality Authority source.

Name

A45

This subject name is used in examination results, academic records, etc.

Alternate Name

A45

This name will appear on correspondence addressed to students with an alternate preferred language.

Full Name

A200

A longer name for the subject can be entered here.

Alternate Full Name

A200

A longer alternate name for the subject can be entered here.

Experiential

This indicator is used to identify in-service training where the facilities, at which the training is done, belongs to the institution.

Registration Dates Updateable Y / N

Indicate if the Start and Registration Dates can be Updated for this Subject during Registration (Y / N) on {SREGAR-11}.

Subject Type

A code, as per option {SCODE-27}, can be entered here to indicate, for example, whether this subject is a module subject, a major, etc. This field is used in {SACADP-6} to
identify main subject and the modules.. The default values are defined on {SSTUD3-1}.

Department

A valid (and active) department code, as defined in the General Support System {GCS-4}.

Faculty / School

A valid (and active) Faculty / School code, as defined in the General Support System {GCS-3}. The faculty to which the department is linked will default in this field. The user
may change the Faculty to which the Department was linked in option {GCS-4}, but these changes are typically required when a subject is offered outside its “home” Faculty or School.

Evaluation Code

Indicate whether a subject is examined internally, externally or in any other way, as defined in the Code Sub-system {SCODE-8}. The field defaults to I (internal) and the description
is displayed. The <LIST> command will show the allowed values for this field.

If Standard Code and the SOD 'A1' for sub system 'AS' in {SMNT-12} is not null, this field will not allow update when in update or insert mode.

Standard Type

This is an indication if this subject is a standard. An LOV is availabled from Standard Types {SCODE-34}.

If Standard Code and the SOD 'A1' for sub system 'AS' in {SMNT-12} is not null, this field will not allow update when in update or insert mode.

In-Service?

The system will default this field to No and it must be changed to a Yes in the case of subjects that are wholly or partially in “In-Service Training”. In-Service training is recorded in the
Co-operative Education System and can only be linked to subjects that are indicated with a (Y)es in this field. In-service subjects in the form of training done by students at external
companies. This training, however, forms part of their curriculum.

Language

If a subject is offered in English only, or an Alternate language, this can be indicated here. If there are no language limitations in offering the subejct, the field should be left as Null.

These values will be used when registration for distance tuition is done through option {SDREGA-1}. The system will default the language for the study guides to this value, rather than
the student's preferred language indicator. If the field is Null, the system will use a student's preferred language to determine the language for the study guides.

Type of Evaluation

This indicator is used to show how the subject will be evaluated. Default will be 'O' and an LOV is available for this field.

Competency - a “C” in this field will mean that the evaluation (result code) will show that the learner is competent or not yet competent. There is no indication of performance. This means that no marks will be entered for this subject. Only the result codes for competency, defined in {SSTUD3-1}, Tab - Default Exam Admmission Criteria, may be used.
Objective - an “O” in the field will indicate that the subject is evaluated on a performance basis, i.e. marks will be entered for a student and full period marks, exam admission and a final mark and result will be calculated if so specified in the calculation criteria (see {SSTUD3-1, SSTUD3-2, SSTUD3-3} and {SSTUD3-7}).
Professional Judgement - a “P” in the field will indicate that the subject is evaluated on professional judgement basis. This means that the assessor will allocate a result to a student. These Result Codes are linked to a Rubric structure. The Rubric Criteria is captured on assessment level in {SSTUD3-7}.

Related Subject

This field can be used to indicate any relationship between this subject and another valid subject, e.g. it can contain the subject code of the “Mother Subject” of modular subjects.

Contact Person

Button

The user will open the Contact Person application {SACAD-9} Tab Academic Contact and this can be used to indicate the contact person for the subject.

Example:

Tab 1: Page 2

Field	Type & Length	Description
Last Revision Date	DD-MON-YYYY	This is the last date on which the contents of this subject were revised.
Internal Credits	N3.3	Enter credits defined by the institution for internal use here. South African users should note that the STATS credit is carried on the curriculum {SACADP-15} and not in this field.
Out of Mark	N5	The mark out of which this subject is examined. This field is only used in the calculation of the Mother subject {SSTUD4-6} and only where the country code is ‘IRL’
Is this Subject Classed as Distinct?	A1	The Yes or a No radio button must be clicked. The concept of distinct subjects was used in the South African SAPSE reporting system and it is no longer used in the South African HEMIS reporting system. This field will be discontinued in the future.
Foundation Course	N5	The mark out of which this subject is examined. This field is only used in the calculation of the Mother subject {SSTUD4-6} and only where the country code is ‘IRL’
External Code	A20	This field may carry a reference code for the subject in an external system. The External Code is not defined in the AdaptIT SMS.
Course Level	N2	This field indicates the course level. The table is supplied with the system and the <LIST> command can be used to obtain the relevant codes. If the following fields or values are NOT NULL, this field cannot be updated: NZQA reporting Subject Code SOD 'A1' for sub system 'AS' in {SMNT-12} is not null this field will not be update allowed. Standard Code
Stats 1.2 Row_code	N10	If the system operation definition 'SR', on {SMNT-12}, is set to 'Y', these row codes will be mandatory. Leading zeroes need not be entered. If the subject is classified as a Major subject in a curriculum {SACADP-15}, the Row_codes allocated must correspond to at least one Major Area allocated to the qualification within whose curriculum this subject falls. Stats 1.2 Row_code can be queried and updated in {SCODE-35}.
Stats 1.3 Row_code	N10	Leading zeroes and decimal point need not be entered.
Stats 2.9 Row_code	N10	Leading zeroes need not be entered.
Stats 2.12 Row_code	N10	Leading zeros need not be entered.
Major Area	N6	The major area of the subject for stats reporting purposes may be entered here. The field is used by the following programs Extract Student Data into HEMIS Tables {HEMIS-1} Extract Staff Data into HEMIS Tables {HEMIS-2} Extract Space Data into HEMIS Tables {HEMIS-7} Extract Data into FETMIS Tables {FETMIS-3}
National Credit	N3.4	The National Credit the student will obtain if this Subject is passed. This field is used by 'Extract Student Data into HEMIS Tables' {HEMIS-1} If Standard Code and the SOD 'A1' for sub system 'AS' in {SMNT-12} is not null this field will not be update allowed when in update or insert mode.
National Level	N1	National Level, as defined by the Department of Education. An LOV will display all valid National Level types. This field is used by 'Extract Student Data into HEMIS Tables' {HEMIS-1}. National Levels are defined in {SCODE3-1} Tab 'National Levels'
National Field of Learning	N4	National field of learning, as defined in {SCODE3-1}, will default if the National Sub-Field of Learning is entered.
National Sub Field of Learning	N4	National sub-field of learning, as defined in {SCODE3-1}.
Exempt from FCCM	A1	Indicator if the subject is exempted from free course cost maxima.
Excluded from Statutory Reporting	A1	Indicator if this Subject must be excluded from Statutory Reporting. This field is used by the following programs Generate SDR Data {RSDR-2} Third Party Payment Calculation Report {FSATPP-5}
Next Moderation Date	DD-MON-YYYY	This is an indicator of when the next Moderation should take place.
Full Period Mark Validity Interval	N2	Enter number of months that obtained Full Period Mark is valid for Exam only registrations.

Example:

Tab 1 Page 3:

Processing Rules for this page:

1. Setup new SOD = A1, Standards Exteral Source, subsystem = AS and Alpha / Date field = NZQA on {SMNT-12}.

Field	Type & Length	Description
Official Qualification	A6	The Official Qualification that the subjects are linked to.
Official Qualification Description	A40	The Official Qualification description.
SDR Reporting Subject Code	A20	The SDR Reporting Subject Code
Embedded Literacy / Numeracy Components	A1	(Y)es or (N)o When the System Operational Definition {SMNT-12} 'A1 - Standards External Source' for Subsystem 'AS' is entered, the field is not updateable, but is defaulted from the External Standard Code and -Version..
Standard Code	A20	Standard Code. This field will be populated when data is loaded with the 'Load Data from External Source' button on page 1.
Standard Version	N2	Standard Version. This field will be populated when data is loaded with the 'Load Data from External Source' button on page 1.
Duration Days	N3	Indication of the number of days it will take to complete the subject.
Total Hours to complete	N5	Indiation of the total hours it will take to complete the subject.
Available in Curriculum (Y / N)	A1	Set this field to yes to allow the academic structure info to be completed and before a subject can be used in the curriculum / students can be registered for the subject.
Accredited by External Body	A1	Will give an indication if it is Accredited by the External Body. This field will only be displayed when the SOD'A1' for sub system 'AS' in {SMNT-12} is NOT NULL.
L1 Core	A10	This is a code representing the standard's contribution to Numeracy and Literacy. This field is used by NZ client.
UE Num	A10	This is a code representing the standard's contribution to UE Numeracy. This field is used by NZ client.
UE Lit	A10	This is a code representing the standard's contribution to UE Literacy. This field is used by NZ client.
Maintain External Standard	Button	When selecting Maintain External Standard Button it will open the External Standard option {SACAD-18}.
View External Curriculum Links	Button	This button will display all the External Curriculums linked to the subject via the assessments. {SSTUD3-7}.
PW Subject Type	A4	This field is used to indicate the subject pathway type . The LOV's will display the avtive = 'Y' Pathway Subject Type as created in {SACADP-27}.
TT Group	N4	This is a grouping of subjects for the prupose of avoiding timetable clashes. Where the subject spans more than one Timetable group, this information can be concatenated with a ','(comma) into this field (ie. 1,2)

Example:

Tab 2: Create Structure

Field	Type & Length	Description
Academic Year	YYYY	The 'Academic Year' for which this record is valid.
Subject Code	A7	Enter the 'Subject Code' for which the offering type and blocks needs to be created.
Clear All	Button	Press the 'Clear All' button to clear the values entered into the fields.
Offering Types:
Offering Type	A2	Values gets populated from the 'Offering Type' tab.
Use	A1	Tick to indicate what offering types have to be created.
Blocks
Block	A2	Values gets populated from the 'Block' tab.
Use	A1	Tick to indicate what blocks have to be created.
Button: Create	Button	When the user click on the 'Create' button records will be created for the year, subject, offering type and block combinations.

Tab 3: Offering Types

In this Block, subjects are linked to offering types.

Note:

A record must be created for each combination of subject and offering type.
If the user wants to link students to Class, Practical or Tutorial groups, the number of periods per week must be specified and must not be 0 (zero). These values can later be updated in {SSTUD3-5}.

Records in this block cannot be deleted if:

any registration or application records exist for the Subject and Offering type combination, or
the year / subject / offering type combination exists in the Student Types block.

Quota:

The 'Quota', 'Type' and 'Value' fields are not mandatory and can be null.
If the user inserts data into the 'Type' field, data must be inserted into the 'Value' field.
If the value of the 'Quota' field changed, the 'Type', 'Value' and 'Application Quota' fields will be set to NULL and must be inserted again.

Field	Type & Length	Description
Academic Year	YYYY	The year for which this record is valid.
Subject Code	A7	As defined in Block 1.
Offering Type	A2	As defined in the General Sub-system {GCS-5}.
Quota	N4	The number of students who may be enrolled for this combination of Subject and Offering Type. If the setting of “SQ” for 'Normal' student application and 'DZ' for Distance student applications, under option {SMNT-1} Tab Validations, is set to No, 'Quota' will be ignored.
Application Quota Type	A1	Insert (P)ercentage or (N)umeric. If no value exists in the 'Quota' field this field cannot be updated.
Value		The value to be used in the calculation of the 'Reserved for Repeating Students Application Quota'. If the 'Type = 'P' allow decimals between 0 and 100. If the 'Type' = 'N' allow integers between 0 and 999.
Quota		This value of the 'Quota' will be calculated as follow: If 'Type' equals 'P', percentage will be used in the calculation. 'Application Quota' = (Quota * Value) / 100 This will be rounded to the nearest integer. If 'Type' = 'N', use the specific number 'Application Quota' equals the 'Quota + QValue. If 'Type' value is null, then the 'Application Quota' equals the 'Quota'.
Reserved for Repeating Students Type	A1	Insert (P)ercentage or (N)umeric. If no value exists in the 'Quota' field this field cannot be updated.
Value		The value to be used in the calculation of the 'Reserved for Repeating Students Application Quota'. If the 'Type = 'P' allow decimals between 0 and 100. If the 'Type' = 'N' allow integers between 0 and 999.
Quota		This value of the 'Quota' will be calculated as follow: If 'Type' equals 'P', percentage will be used in the calculation. 'Application Quota' = (Quota * Value) / 100 This will be rounded to the nearest integer. If 'Type' = 'N', use the specific number 'Application Quota' equals the 'Quota + QValue. If 'Type' value is null, then the 'Application Quota' equals the 'Quota'.
Note: If the number of periods per week is not defined here for the different type of groups, then criteria for the year, subject, offering type and group type cannot be created in {SSTUD3-7} for mark types and assessments.
Number of Periods Scheduled per Week - Class	N2	The number of periods, per week, that this combination of subject and offering type will meet in classrooms, is entered here as a two digit number. This information is used in the Lecturer Timetable Sub-system.
Number of Periods Scheduled per Week - Practical	N2	The number of periods, per week, that this combination of subject and offering type will normally meet in laboratories, is entered here as a two digit number. This information is used in the Lecturer Timetable Sub-system.
Number of Periods Scheduled per Week - Tutorial	N2	The number of periods, per week, that this combination of subject and offering type will normally meet in tutorial sessions, is entered here as a two digit number. This information is used in the Lecturer Timetable Subsystem.
Number of Periods Scheduled per Week - Seminars	N2	The number of periods, per week, that this combination of subject and offering type will normally meet in seminars, is entered here as a two digit number.
Number of Periods Scheduled per Week - Independent Learning	N2	The number of periods, per week, that this combination of subject and offering type should be scheduled for independent learning, is entered here as a two-digit number. Note: When a student is registered, the system will default all students to the “A” practical and / or tutorial group, provided that periods have, in fact, been entered here. Updating of this is done under option {SREGC-6 / SREGC-7}.
Internet Access	A1	Indicator if this subject is accessible on the internet. The following values are allowed: Web Based, Web Enhanced, Web Supported, No Access and Null Internet Access.
Performance Based Research Funding	A1	Indicator if the subject is eligible for performance based research funding.
Allow Update Rubic	A1	Will the update of the Rubric linked to an Assessment be Allowed?
Contact Person	Button	The user will open the Contact Person application {SACAD-9} Tab Academic Contact per Offering Type and this can be used to indicate the contact person for the Subject per Offering Type. This is only used for routing purposes on the student academic appeal system.

Example:

Tab 4: Student Types

In this block Academic Year, Subject Code, Offering Type and Student Type can be linked. Users only need to create records for exceptions where the registration of a subject must be limited to certain combinations of Offering Type and Student Type.

If the subject is not linked to a block code no records will be created in {FSAM-1}.
Link the subject to the curriculum for the Academic Year, Qualification, Offering Type and Study Period. If the subject is not set as active no records will be inserted into {FSAM-1}. When the subject is set as Active a record will be inserted into {FSAM-1}, and only for the Subject / Offering Type / Student Type that was created in the Student Types block.
When a new combination is created in this block only this record will be inserted into {FSAM-1}.
If no records at all was created in the Student Types block, a record for each of the valid student types for the Year / Subject / Offering Type / Block combination will be inserted into {FSAM-1}.
When a record already exists in {FSAM-1} and a record is added in this block the following error message will display: 'Fee records for all student types exists. Please correct manually if needed'.
On the deletion of the last record on the Offering Type / Student Type block all valid combinations will be inserted into {FSAM-1}.
Export facility available for this block.
Records can be deleted.

Field	Type & Length	Description
Academic Year	YYYY	Enter the Academic Year, or it will be populated from the previous block.
Subject Code	A7	Enter the Subject Code, or it will be populated from the previous block.
Subject Description	A40	The Subject Description will display.
Offering Type	A2	Enter the Offering Type, or it will be populated from the previous block.
Offering Type Description	A40	The Description field will be populated.
Student Type	A2	Insert the Student Type. LOV available for this field.
Student Type Description	A40	The Description field will be populated.

Example:

Tab 5: Groups and Lecturers

Group types with group values are linked here 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 {SSTUD3-1} Tab - Default Final Mark and Result criteria to Tab - Default Assessment Mark Result Criteria, 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.

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

Field	Type & Length	Description
Academic Year	YYYY	The Academic year for which this record is valid.
Subject Code	A7	As defined in Block 1.
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.
Class 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 (see below) 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).
Primary	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>.
Group Value Active	A1	Yes will indicate if the class group is still active. (At least one must be active.)
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.
The following 3 fields are relevant to the programmatic allocation of students to groups during the registration process. Note: the Priority field must be completed if the Minimum and Maximum Level fields are used. The registration programs will then ensure that the Minimum levels for all groups are first filled according to the Priority sequence, then to the Maximum levels. Minimum and Maximum levels are mandatory when a priority is used. (Refer to the Processing Rules below for more detail on the application of the rules).
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.
Minimum Level	N5	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.
Maximum Level	N3	This is the maximum number of students that should be allocated automatically to this class group.
Involvement Code	A8	This indicates the role that this person (Group List To) fulfils in this group.
Qualification Code	A6	When the Qualification field is entered, the allocation of groups for the relevant subject, will take place only for the entered qualification. As an example the Class Group – A, for subject AC100A will be allocated only to students registered where the subject forms part of the Qualification ANT. Class Group – B, for the same subject will be allocated to all students registered where the subject forms part of any other Qualification except ANT. Please note that the Quota’s or Priority, Min and Max Level setups can also be implemented together with the qualification code being entered.
Qualification Group	A6	If students from more than one qualification need to be assigned the same group, the Qualification Group Field can be used instead of the Qualification Code field. The user first need to setup a Qualification Group Code and Link this to the relevant Qualifications. A new option SACADP-29 is used to set up the qualification group codes. As an example: • Class Group – A for Subject AC100A will be allocated to all students registered where the subject forms part of Qualification = ANT. • Class Group – B will be allocated to all students registered where the subject forms part of all the qualifications which was linked to the Qualification Group = ANTG1. • Class Group – C will be allocated to all students registered where the subject forms part of all the qualifications not equal to ANT or the qualifications linked to the group ANTG1. Please note that the Quota’s or Priority, Min and Max Level setups can also be implemented together with the Qualification Group being entered.

Example:

Tab 6: Class Group Split

The year / subject / offering type and class group can only be entered on this block if it exists on TAB: Groups and Lecturers. The user can create multiple 'link to group' records for a specific year / subject / offering type / class group combination.

The link to group type have only practical and tutorial group as possibilities. A group value needs to be filled in for each group type.

Field	Type & Length	Description
Academic Year	YYYY	The academic year for which this record is valid.
Subject Code	A7	As defined on tab 1.
Offering Type	A2	As defined in the General Sub-system {GCS-5}.
Class Group	A2	Enter the Class Group Code. LOV displays all valid codes.
Link to Group Type	A1	Only 'Tutorial' and 'Practical' group type will be allowed on this field.
Group Value	A2	Group Value for Tutorial or Practical Group

Tatb 7: Blocks

For each subject record that has been created under option {SACADP-14} Tab - Subject Information, at least one record must be created under this option to indicate a block in which this subject is offered. If a subject is offered more than once per year, more records will be required. A record must be created for each combination of offering type and block.

Records in this block cannot be deleted if an application or registration record exists for the subject, offering type and block combination.

Field	Type & Length	Description
Academic Year	YYYY	The 'Academic Year' for which this record is valid.
Subject Code	A7	An existing 'Subject Code', as defined under Tab - Subject Information. The name will be displayed.
Offering Type	A2	For each valid combination of subject 'Offering Type' on Tab - Offering Type, at least one record must be created here to indicate the block in which this combination is offered. Every combination may be linked to multiple blocks.
Block Code	A2	A valid academic 'Block Code' as is entered under option {SCODE2-1}. During registration, the system will allow registrations only for combinations of blocks, subjects and offering types that have been defined under this option. There should be one record for each possible combination block in which a subject can be taken, including exam only blocks.

Example:

Tab 8: Requisite Types

On this tab, the user may define relationships between subjects in terms of Pre-requisites, Co-requisites, Substitutes, Exposure, Module Substitute, Warning and Illegal.

In respect of each entry, the following information is required:

Field

Type
&
Length

Description

Academic Year

YYYY

The academic year for which this record is valid.

Relation Type

Choose the Relation Type from the LOV. The following Types exist:
(refer to the Processing Rules below for further explanation of the rules and use of SODs and validations)

Pre-requisite:
The Involved Subject must have been passed before the student may register for the Subject. Multiple Pre-requisites are allowed, in which case the student will be expected to comply with all Pre-requisites.

Co-requisite:
The Involved Subject has to be registered for at the same time as the Subject, or must have been passed already. Multiple Co-requisites are allowed.

Substitute:
The Involved Subject is seen as a replacement for the Subject.

Exposure:
The student must at least have been previously enrolled for the Involved Subject, before registration is allowed for a subject.
This relationship is similar to a Pre-requisite except that there is no need for the student to have passed the subject, as long as he was registered for it.

Module Substitute:
When the calculation program {SSTUD4-23} - 'Compute MAIN Curriculum Module Subject Result' is run, the program checks if all the Compulsory Modules are registered or passed and if the Compulsory Module is not found, the check is done on the Module Substitute type.This is done in the package i43pkg.

Warning:
It is only used when validation 'W4 - Override failed subject in same year' is set to 'Yes', and is only applicable to the iEnabler.
Warning records can be the same as Pre-requisites, but it overrides the Pre-requisite check.
Registration for the Subject and the Involved Subject may be done at the same time, as long as it is not for the same block, and the date of the Involved Subject's block ends before the Subject's block starts. If the Block of the Subject starts before the End Date of the Involved Subject's block, the registration is not allowed.

Illegal:
The Involved Subject and the Subject may not be registered for at the same time, i.e. in the same Year.
An Illegal requisite overrules a Warning requisite, so the program always checks for any Illegal requisites first.
If the rule is failed, the following message will be given: '<SUBJECTA> and subject <SUBJECTB> not allowed in the same year.'

Restricted Accross Years:
This requisite is the same as the Illegal requisite mentioned above except that it tests for ALL REGISTRATION YEARS and not only the SAME REGISTRATION YEAR. A current example at MIU would be where Beginners Spanish cannot be taken if Spanish was already PASSED and vice versa. This setup will then be done on R-Restricted across and is as follows:
image of the type of restriction

Subject Code

The Code of the Subject that is being checked during enrolment. The Subject name is also displayed.

Involved Subject

The Code of the Subject on which the test is done. The Subject name is displayed.

Qualification

If a specific combination of requisites is only valid for a specific 'Qualification', the 'Qualification Code' is entered.
If this field is left blank, the combination is true for all 'Qualifications'.

Relation Group

Enter Group pre-requisite belongs to?

Minimum Pass Credits

Enter 'Minimum Cumulative Model Credits' required to progress this subject

Minimum Final Mark

This is the minimum 'Final Mark' that the student should obtain in the Involved subject, in order to qualify to register for the subject.

Typical entries could be:

Type	Subject	Involved Subject	Qualification
P	English II	English I
C	Physics IB	Physics IA
S	English I	Special English
OR
P	English II	English I	BSc
C	Physics IB	Physics IA	BSc
S	English I	Special English	BSc
Please be aware that the Qualification Code refers to the Qualification that the student is registering for.

Example:

Tab 9: External Curriculum

When the user click on the 'OK' button the program will take the user back to the first Tab - Subjects.

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}. 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 the {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 {SACADP-14}. 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.
Requisites	Application of 'Relation Types' (TAB - Requisite Types)
	Requisite testing can be done in two different ways, Inline or with the Validation report. iEnabler registration: Dependent on validations 'WS' - 'WEB Pre / Co Requisites' and 'WU' (Web Distance Ed) the iEnabler check is always done INLINE and is always FATAL. Backoffice registration: Dependent on validations 'PC' - 'Pre-Co Requisites on Subject Registration'' or 'DY' (Distance Ed), and SODs 'I1' - 'Apply inline Pre-, Co-, Exposure test in the Registration Program?' and 'I2' - 'Must the Pre- Co-, Exposure test be (F)atal or a (W)arning in the Registration Program?' The INLINE check is dependent on SODs 'I1' and 'I2': If I1 = 'Y' and 'I2' = 'F' then: If the Requisite is not met, the student cannot register and a message is given: 'Pre-requisite XXXX must be registered prior to that of YYYY' If I1 = 'Y' and 'I2' = 'W' then: If the Requisite is not met, the student can register and a warning message is given: 'Warning: Pre-requisite XXXX must be registered prior to that of YYYY' If 'I1' set to 'N', then no Inline validations will be done during registration. refer to 'Real Time Validations' in the {SREGAR-1} manual, TAB - Subject Information, for further descriptions of 'I1' and 'I2'. The VALIDATION report check is done if 'PC' = 'Yes'. The validation report will automatically run after the subjects were committed on the registration program, e.g. {SREGAR-1}, TAB - Subject Information. The program evaluates the student's subject records after it has been saved and all related processing activities finished (such as raising fees); the records are listed on the Subjects TAB and a requisite problem report is printed. The user then needs to remove the incorrect records from the registered Subjects. In this scenario, the user can override the setting per student BEFORE committing the QUALIFICATION registration, through setting the radio button 'Pre- Co Requisites' = No in the' Validate' block on {SREGAR-1} TAB - Qualification Information. The Validation report and Inline check can be used at the same time. Refer to 'Real Time Validations' in the {SREGAR-1} manual, TAB - Subject Information, for more detailed information.

Date	System Version	By Whom	Job	Description
30-Oct-2015	v03.5.0.0	Rene Genis	t209120	New manual format.
30-Nov-2016	v03.5.0.1	Melanie Zeelie	t218213	Additional restriction detail added and SOD PV removed
03-Oct-2019	v04.1.0.0	Magda van der Westhuizen	T239153	Proofread.