Exam Timetable Download {SCELETT-1}

This program is used to extract a file tthat can be imported into CELCAT, to enable the generation of an Exam Timetable.

To effectively use this option,

the academic structure must be up to date,
students correctly registered,
exam paper criteria set-up,
exam days and sessions set-up,
staff with active service records must exist and
venue information indicating the number of stations and/or exam seats must be defined.

A number of files are created when this program is executed. The directory is predefined on {BATCH-7} under System = STUD and Function = CELCAT. The path- and file name of each of these files are defaulted from {BATCH-7}, according to the CELCAT specifications.

The data is extracted in the following files:

File Name>	Contents
CT_STUDENT	Student Biographical Information
CT_ES_ENROLMENT	Student Enrolment Information
CT_ES_EXAM	Subject Details
CT_CS_CONSTRAINTS	Constraints Information

Prompt Text ^{* an item between square brackets [ ] is the default answer}	Type & Length	Comments
Enter Examination Year	YYYY
Enter Examination Month	N2
Enter First Campus Code to Include or ALL	N2
Enter Next Campus Code to Include (x10) or <Enter> to Continue	N2
If ALL, Enter First Campus Code to Excluds (x10) or <Enter> to Continue	N2
Enter First Offering Type to Include or ALL	N2
Enter Next Offering Type to Include or <Enter> to Continue	N2
If ALL, Enter First Offering Type to Exclude (x20) or <Enter> to Continue
Enter First Block Code to Include or ALL	A2
Enter Next Block Code to Include or <Enter> to Continue	A2
If ALL, Enter First Block Code to Exclude or <Enter> to Continue	A2
Enter the Filename for:		The file name is defaulted from the Directory as set up on {BATCH-7} with the following extention:
- Student Biographical Information	A100	CT_STUDENT
- Student Enrolment Information	A100	CT_ES_ENROLMENT
- Subject Details	A100	CT_ES_EXAM
- Constraints Information	A100	CT_CS_CONSTRAINTS
Enter the Concatenation character to use
Hash (#), Underscore (_), Pipe (\|)	A1	The data in the file will be concatenated by the chosen character.
Extract from Registrations or Academic Structure (R/S)	A1	This value defaults to R(egistrations)

Sort Order	Per	Comments
	No specific sort order is applied in any of the output files.

System Select
Student Data CT_STUDENT	Contains biographical data of all students who will attend the specified exam, as per input year and exam month, with the following data elements: Student number Student surname and initials If “Extract from Academic Structure” is chosen, no student data is selected.
Enrolment Data CT_ES_ENROLMENT	Contains the subjects and student numbers for all students eligible for the requested exam year, exam month and other parameters provided, with the following data elements: Subject - this is a concatenated value which consist of the subject code, "P", exam paper number and campus code Student number The student number field will be a zero (0), if extracted from the Academic Structure.
Exam Data CT_ES_EXAM	Contains the subject and paper information, with the following data elements: Record number (1 to 9999999999) Subject - this is a concatenated value which consist of the subject code, "P", exam paper number and campus code Subject description Paper duration Tag1-Populating all study periods for subject from the curriculum {SACADO-17} Campus name Department name of Subject
Constraint Data CT_CS_CONSTRAINTS	Contains the information of students with the same subject and exam paper, on different campuses, as well as subject/paper information linked to a scheduling group on {SSTUDE-2}, with the following data elements: Constraint code = 98231 (hardcoded value for CELCAT) Entity type 1 = Exam (Entity types 1 & 2 = Exam is to indicate that this is an exam paper constraint and not for e.g. a venue constraint) Subject 1 e.g. STAT101_P_1_1 (This is a concatenated value which consist of the subject code, "P", exam paper number and campus code - campus 1) Entity type 2 = Exam Subject 2 e.g. STAT101_P_1_5 (This is a concatenated value which consist of the subject code, "P", exam paper number and campus code - campus 5) Preference = 100 (The preference value of 100 is to indicate that this contraint is mandatory in CELCAT) Record number (1 to 9999999999)

Example:

Processing Rules	A date and time stamp is now added to the download file name. The SOD = PS/SR ‘Scheduled indicator Null’ on {SMNT-12} is used to test against the field “Schedule Paper on Exam Time Table?” on {SSTUDE-2}. If ‘N(o)’ and “Schedule Paper on Exam Time Table” field is NULL, the subject / paper combination will not be selected in the exam files download,for CT_ES_ENROLMENT and CT_ES_EXAM. If ‘Y(es)’ and “Schedule Paper on Exam Time Table” field is NULL, the subject / paper combination will be selected in the exam files download. NOTE: If file records are > 50 000, the files are split into 2 or more files
Student Data	If “Extract from Registrations” is chosen, students registered for the specified exam year and month will be selected. If “Extract from Academic Structure” is chosen, no student data is selected. Subjects are extracted for block codes and exam type(s) as defined on {SCODE2-2} for the input exam year and month.
Enrolment Data	Exam papers are defined per exam type and a subject can have multiple exam paper records. If the exams for the different exam types takes place during the same exam opportunity, the different exam type paper definitions must be exactly the same.
Exam Data	Criteria for exam papers and the duration thereof must be set up correctly in {SSTUDE-2} and the field "Schedule Paper on Exam Timetable" = Y(es) or NULL. If this field is marked as N(o) and the subject is set up for an exam paper(s), this subject and paper combination will not be downloaded.
Constraint Data	Subjects marked with the same group code in the "Scheduling Group" field, will be handled as a contraint, in order to schedule these subjects together on the exam timetable. Students with the same subject and exam paper, on different campuses, are also handled as a constraint to ensure that the specified subject is scheduled on the same day and session, but in different venues, as applicable to the different campuses.

Date	System Version	By Whom	Job	Description
25-Jan-2013	v01.0.0.0	Amanda van Emmenis	t185829	New manual.
17-May-2013	v01.0.0.1	Amanda van Emmenis	t185829	Update manual.
03-Dec-2013	v01.0.0.2	Amanda van Emmenis	t185829	Update manual.
08-Jul-2014	v01.0.0.3	Charlene van der Schyff	t185829	Updated Manual with Missing Information as: Extraction Batch prompt and Processing Rules.
28 jul 2014	v01.0.0.3	Charlene van der Schyff	t185829	Updated Manual in Processing Rules with for CT_ES_ENROLMENT and CT_ES_EXAM and additional NOTE:
31-Mar-2016	v03.0.0.1	Precious Diale	t207358	Add info regarding the block code parameters.
14-Oct-2020	v04.1.0.0	Rofhiwa Nemauluma	t244126	Adding new image and Tag1 element on the CT_ES_EXAM