Class Timetable Download {SCELLTT-1} 


This program is used to create the file to be imported into CELCAT, to enable the generation of a Class Timetable


To effectively use this option the following must be in place:


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.  

Note:  The lecturing timetable of the previous semester or year can be used as a basis for the download file.  


The data is extracted in the following files:

   
File Name
Contents
CT_COURSE  -
 Qualification Information
CT_MODULE - Subject Information
CT_COURSE_MODULE - Curriculum combinations of qualifications and subjects
CT_GROUP  -
 Subject and group information in separate records
CT_GROUP_SUBGROUP - Subject and group combinations
CT_GROUP_STUDENT - Group combinations and registered students' data
CT_STUDENT - Students' information
CT_SPAN - Class Timetable cycles/weeks
CT_EVENT  -
 Subject, group, staff and venue information of an existing ITS Class timetable

 
User Selection Prompt Text
* an item between square brackets [ ] is the default answer 		Type
&
Length		 Comments
  Enter Calendar Year YYYY This is the calendar year of the academic structure and class timetable to be used.

Enter Year for Cycle/Period N4 If timetable cycles and periods change for the following year, use that year as input parameter, else use the same value  as the calendar year.

Do you want to do a full download
 A1
 Indicate Y(es) for a full download/ N(o)  for a partial download of the Class Timetable.

If (NO), the following warning message will appear, before the next prompt.
"Warning: the CT_Event file will not contain valid ID numbers.
User to manually assign valid ID's before importing into CELCAT."

 

When a CELCAT database already exists, additions to the academic structure are made and needs to be imported into the CELCAT database.

The benefit for the partial download enable the institution to ONLY download the missing data.
Only the data related to that specific qualification/subject(s) will be included in the specific files that {SCELLTT-1} creates.

Enter First Timetable Cycle to Include or ALL A3 Timetable cycles as defined on {STIME-4}.

Enter Next Timetable Cycle to Include (x10) or <Enter> to Continue


If ALL,
  • Enter First Timetable Cycle to Exclude (x10) or <Enter> to Continue 


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 Exclude (x10) or <Enter> to Continue 
 N2

Enter First Offering Type to Include or ALL N2

Enter Next Offering Type to Include (x10) or <Enter> to Continue N2

If ALL,
  • Enter First Offering Type to Exclude (x10) or <Enter> to Continue 
 N2

Enter First Faculty Code to Include or ALL N4

Enter Next Faculty Code to Include (x10) or <Enter> to Continue N4

If ALL,
  • Enter First Faculty Code to Exclude (x10) or <Enter> to Continue 
 N4

Enter First Department Code to Include or ALL N4

Enter Next Department Code to Include (x10) or <Enter> to Continue N4

If ALL,
  • Enter First Department Code to Exclude (x10) or <Enter> to Continue 
 N4

Create Events Rec by Combining Equivalent Subjects into One Event A1 If set to 'N' then equivalent subjects will not be created in one event, but be split into multiple events with different event ID’s.

If set to ‘Y’ then the same event ID will be used for equivalent subjects (i.e. subjects with the same equivalence code) and one event created with the same slot (i.e. same Day, Start and End Time).

Create Separate Multiple Periods of Default Events A1

If set to ‘N’ then the Default Events, which are populated on a Sunday, will create one long event from the start to the end time of all the periods, e.g. a double period for 08:00 to 10:00 will be created as one event from 08:00 – 10:00.

If set to ‘Y’ then the Default Events, which are populated on a Sunday, will create a separate event for each period, e.g. a double period as above will be created as events 08:00 – 09:00 and 09:00 – 10:00.

Include Staff in CT_EVENT file  (Y/N) A1 This field will default to Y(es)

Include Venue in CT_EVENT file  (Y/N) A1 This field will default to Y(es)

Include Repeater Students  (Y/N) A1 This field will default to Y(es)

Include Default Events  (Y/N) A1 This field will default to Y(es)

Enter the Filename for:
The file name is defaulted from the directory as set up on {BATCH-7} with the following extention:

CT_COURSE
 A100 Qualification File

CT_MODULE    A100 Subject File

CT_COURSE_MODULE
 A100 Curriculum File

CT_GROUP A100 Subject Combo File

CT_GROUP_SUBGROUP A100 Subject & Group Combo File

CT_GROUP_STUDENT
 A100 Registered Students File

CT_STUDENT
 A100 Students Information File

CT_SPAN
 A100 Cycle File

CT_EVENT A100 Subject, Group, Staff & Venue File

Enter the Concatenation character to use


Underscore (_), Pipe (|)   A1 The data in the file will be concatenated by the chosen character.
 

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


System Select  
Qualification Data

CT_COURSE		 Contains qualification data of the academic structure, campus and offering type of the input calendar year. Includes qualification types where indicated "Include for Interface Export" on {SCODE3-1b1}, as well as block codes as set-up in {SCELMNT-1} for External Body = OTL and External Code = OLB where the qualification is linked to the offering type and block combination on {SACAD-13b5}. Qualifications and Block Codes set up on {SACAD-25} are excluded.
The following data elements are included:
  • Record number (1 to 9999999999)
  • Qualification Code (combination of qual code, offering type and period of study, concatenated by the chosen character)
  • Qualification Description
Subject Data

CT_MODULE		 Contains subject data of the academic structure, campus and offering type of the input calendar year. Includes subjects where the field "Include in Interface Export" is indicated on "Course Level" in menu option {SCODE3-1b2}. Subjects and Block Codes set up on {SACAD-25} are excluded.

The following data elements are included:
  • Record number (1 to 9999999999)
  • Subject (combination of subject code, offering type and block code, concatenated by the chosen character)
  • Subject Description
  • Period of Study (Academic year)
  • Department Name of Subject
  • Faculty Code (displayed in Tag 2)
  • Equivalent Subject Code (where applicable)
  • Auto schedulable = Y(es)
Curriculum Data

CT_COURSE_MODULE		 Contains curriculum combinations of qualification and subjects data. Subject marked as active = Y(es)/P(reviously enrolled) are included. The records are extracted according to all the rules valid for CT_COURSE and CT_MODULE.  The following data elements are included:
  • Qualification Code  (combination of qual code, offering type and period of study, concatenated by the chosen character)
  • Subject (combination of subject code, offering type and block code, concatenated by the chosen character)
  • Compulsory  -  'N' is not compulsory; 'C' if compulsory
Subject Data

CT_GROUP		 Contains subject data with the same selection data as for CT_MODULE, consisting of the following separate records with data elements:
  • Record number for Subject (1 to 9999999999)
  • Subject (combination of subject code, offering type and block code, concatenated by the chosen character, eg. MATH101_FT_1).
  • Subject description
  • Period of Study
  • Department Name of Subject

  • Equivalent Subject Code (where applicable)

  • Schedulable = Y(es)
    And
  • Record number for Group (1 to 9999999999)
  • Group (combination of subject code, offering type, block code, group type (C/P/T) and group value (for e.g. A/B/C etc), concatenated by the chosen character, eg. MATH101_FT_1_C_A) and
    #Group (combination of #qualification, offering type and study period, e.g. #BA0093_7F_2
  • Subject description
  • Period of Study
  • Department Name of Subject
  • Target size of group
  • Schedulable = Y(es)
Subject Data

CT_GROUP_SUBGROUP		 Contains a single record with subject and subgroup data, consisting of the following data elements:
  • Subject (combination of subject code, offering type and block code, concatenated by the chosen character, eg. MATH101_FT_1).
  • Subject and Group (combination of subject code, offering type, block code, group type (C/P/T) and group value (for e.g. A/B/C etc), concatenated by the chosen character, eg. MATH101_FT_1_C_A) 
Subject Data

CT_GROUP_STUDENT		 Contains subject, subgroup and students registered data, consisting of the following data elements:
  • Group (combination of subject code, offering type, block code, group type (C/P/T) and group value (for e.g. A/B/C etc), concatenated by the chosen character, eg. MATH101_FT_1_C_A).
  • Students registered for the Subject and Group combination
Note: When files become greater than 30 000 records, subfiles will be created with the following naming convention:  CT_GROUP_STUDENT_1.csv; CT_GROUP_STUDENT_2.csv,  etc.
Student Data

CT_STUDENT		 Contains students' data which appears in CT_GROUP_STUDENT, consisting of the following data elements:
  • Student number
  • Student surname and initials
Cycles/Weeks Data

CT_SPAN		 Contains cycles/weeks data of the class timetable as per {STIME-4}.  All cycles for the input year will be selected.
The following data elements are included:
  • Record number (1 to 9999999999)
  • User name (hardcoded value for CELCAT)
  • Block, Block Code and Cycle(s) for e.g. Block 0: Cycles 1 - 4
  • Cycle (combination of "Cycle" and cycle code)
  • Weeks (all weeks that belong to the cycle in the same block code as one value, separated by commas, for e.g. 4,5,6,7,8)
  • Access = Y (hardcoded value for CELCAT)
Subject Data

CT_EVENT		 Contains different types of records. The following data elements are included:
  • Event ID = Record number (1 to 9999999999)
  • Day of the week
  • Start time
  • End time
  • Weeks (all weeks that belong to the cycle in the same block code, separated by commas, for e.g. 4,5,6,7,8)
  • Group types (C/P/T)
  • Equivalence Code
  • Department name of subject
  • Module - Subject in the class timetable e.g. ABC101T_A1_1
  • Group - the subject & group combination  e.g. ABC101T_A1_1_C_A
  • #Group –#Qual_OT_SP (indicating the stream of the group) e.g #BA0093_7F_2.
  • Staff - the personnel number
  • Venue - combination of building, floor and room number e.g. 124_1_13-128
Note:  For each record existing in {STIME-2}, four records will be created in the csv-file.  When the input parameters of "Staff" and "Venue" are excluded, only two records, containing the Module and Group records, will be created in the csv-file.
The event-id will be the same for all two/four records, to keep the records together as a unique set.

SOD 'VC / SR' on {SMNT-12} will determine if the 'Clash Number' will be available in the  'Tag 2' column.
  • When the value of the SOD is set to 'Y' the 'Clash Number' will be available.
  • When the value of the SOD is set to 'N' or 'NULL' the clash number will not be available.


Example:

Example of scelltt-1



Processing
Rules
A date and time stamp is now added to the download files name.
If no Class Timetable exist, but all other structures are in place and the Default Group Code is set up on {SCELMNT-1}, then default events will be downloaded according to the class groups’ data in the Academic structure.
Qualification Data for CT_COURSE The academic structure must be set-up correctly and all applicable qualifications must be active.  All applicable qualification types to be included in the file, must be indicated on {SCODE3-1b1} on the field "Include for Interface Export".  All block codes for qualifications to be included, must be set-up in {SCELMNT-1} for External Body = OTL and External Code = OLB.  The applicable qualifications must be linked to the correct offering type and block code combinations on {SACAD-13b5}.
Qualifications and Block Codes set up on {SACAD-25} will be excluded.
Subject Data for CT_MODULE All applicable subjects must be set-up on the academic structure for the input year and be active = Y(es)/P(reviously enrolled) on the curriculum. The course level of all applicable subjects to be included in the file, must be indicated on {SCODE3-1b2} on the field "Include for Interface Export". All block codes for subjects to be included, must be set-up in {SCELMNT-1} for External Body = OTL and External Code = OLB.  The applicable subjects must be linked to the correct offering type and block code combinations on {SACAD-14b5}.

Subjects and Block Codes set up on {SACAD-25} will be excluded.  Once selected, subjects are tested against the class timetable.  If ‘Include Default Events’ = Y(es), and the subjects do not exist on the class timetable, the set-up on {SACAD-14b3} is checked (subject/offering type/number of periods, e.g. MATH101 with Class = 3 periods).  If 0 periods defined, no default event will be created.  Period length is checked on {STIME-5} e.g. 60 min.  A default event for MATH101 will be created e.g. periods 1 – 3 for Class.  If the Class Group(s) on {SACAD-14b4} for subject/offering type/group type/staff/active = Y(es) – this information will be used to create the rest of the event.  If no groups set up on {SACAD-14b4}, the default class group will be used, as set up on {SCELMNT-1} for External Body Code = OTL and External Code Type = OLD, for e.g. default classgroup = XX, to ceate the event.  The block code of the subject is used to create the cycle and week records.  Default Venue / Staff will be included or excluded in the program, according to the input parameter. Default events are created on a Sunday, starting from period 1.
Curriculum Data for CT_COURSE_MODULE Processing rules applicable as for CT_COURSE and CT_MODULE as above.  The applicable qualification and subject combinations on the curriculum must be set-up and correctly marked as compulsory 'Y'(es) or 'N'(o) and be active = Y(es)/P(reviously enrolled) on the curriculum.
Subject Data for CT_GROUP Processing rules applicable as for CT_MODULE above and Period of Study must be set-up correctly as well. Group combinations are extracted as separate records from the existing ITS timetable, for every CT_MODULE record.
If ‘Repeaters’ = Y(es), subjects outside the student’s main qualification/offering type/period of study combination will be included.  If ‘Repeaters’ = N(o), these subjects will be excluded, i.e. only students registered for the correct subjects in the curriculum will be included.
The target size is determined by the count of registered students for the subject, offering type and class group combination (excluding cancelled students).  The value that is downloaded in the Target Size can be controlled using theT4/SR SOD on {SMNT-12}
  • (T)arget then insert the Quota from {SACADO-13}
  • (C)apacity then insert registered students
Subject Data for CT_GROUP_SUBGROUP Processing rules applicable as for CT_MODULE above. Period of Study and Class groups must be set-up correctly as well.
Subject Data for CT_GROUP_STUDENT Processing rules applicable as for CT_GROUP above and students registered correctly for subjects and group combination.
Note: When files become greater than 50 000 records, subfiles will be created with the following naming convention:  CT_GROUP_STUDENT_1.csv; CT_GROUP_STUDENT_2.csv,  etc.
Students Data for CT_STUDENT Students biographical data must be up to date for student number, surname and initials to display correctly.
Cycles/Weeks Data for CT_SPAN Cycles and weeks of the Class Timetable can be used when set-up for the input year on {STIME-4}.  All cycles in the block code for the input year will be selected and selected cycles will be included.  Weeks selected are all weeks that belong to the same cycle as one value, separated by commas, for e.g. 4,5,6,7,8, etc.
Subject Data for CT_EVENT A lecturing timetable must be set-up on {STIME-2} to enable the download of subjects, groups, staff and venue information. When "Staff" and "Venues" are excluded, only subjects and groups will be downloaded.  The event-id will be the same for all two/four records, to keep the records together as a unique set.
If no Class timetable exist, but all other structures are in place and the ‘Default Group Code’ is set up on {SCELMNT-1}, then default events will be downloaded, according to the class groups’ data in the Academic Structure.

If subjects have equivalents set-up on {SACAD-14} TAB: Page 2 and field 'Interface Code', the equivalent code will be displayed in the ‘Tag 3’ column.

SOD 'VC / SR' on {SMNT-12} will determine if the 'Clash Number' will be available from {STIME-2} in the 'Tag 2' column.

  • When the value of the SOD is set to 'Y' the 'Clash Number' will be available.
  • When the value of the SOD is set to 'N' or 'NULL' the clash number will not be available.

See Also:
History of Changes

Date System Version By Whom Job Description
21-Feb-2013 v01.0.0.0 Amanda van Emmenis
 t185829 New manual.
17-May-2013 v01.0.0.1 Amanda van Emmenis t185829 Update manual.
14-Aug-2013 v01.0.0.2 Amanda van Emmenis t185829 Update manual with new download files. Add new image.
09-Dec-2013 v01.0.0.3 Amanda van Emmenis t185829 Update manual.
08-Jul-2014 v01.0.0.4 Charlene van der Schyff t185829 Update Manual with: the following must be in place, 2x Batch prompts, Include Repeater and Processing Rules.
28-Jul-2014 v01.0.0.4 Charlene van der Schyff t185829 Updated Manual with: Additional Information"
26-Jun-2018 v03.0.0.0 Precious Diale t229360 Add new parameters 'Create Events Rec by Combining Equivalent Subjects into One Event' and 'Create Separate Multiple Periods of Default Events'
Add the Equivalent Subject Code to system select for subject data on files 'CT_MODULE', 'CT_GROUP', 'CT_EVENT'.
Amend rules for Subject Data for CT_EVENT processing rules to include the equivalent subject code.
07-May-2019
 v04.1.0.0
 Amanda van Emmenis
 t227685
 Add 'Faculty Code' to CT_MODULE file. Add new image.
11-Mar-2020 v04.1.0.1 Magda van der Westhuizen t240122 Add: SOD ‘VC / SR’ – CELCAT: Must the Timetable clash number be downloaded on {SCELLTT-1}
21-Sep-2021 v04.1.0.2 Esther Nel
 t250486 Add SOD T4/SR for Quota on CT_GROUP
01-Dec-2021
 v04.1.0.3
 Precious Matshaya
t250486
 Add new batch parameter 'Do you want to do a full download?'. Update image.