Promotion Ceremony Documents {SCOM4-6}

This option is used to communicate Promotion Ceremony information to students.

All documents (letter, list, label, logfile) must be defined in{GMNT-14} : they must be linked to the group that is used as the stylesheet linked to the menu and option in {USERS-1} Tab: Report Output Formats.

Prompt Text ^{* an item between square brackets [ ] is the default answer}	Type & Length	Comments
Print Letters [N].	A1	Refer to the Operational Manual for Correspondence.
Print Lists [N].	A1	Refer to the Operational Manual for Correspondence.
Print Labels [N].	A1	Refer to the Operational Manual for Correspondence.
Print ASCII [N].	A1	Refer to the Operational Manual for Correspondence.
Send SMS [N].	A1	Refer to the Operational Manual for Correspondence.
Contact Type [PR].	A2	Refer to the Operational Manual for Correspondence.
Address Type.	A2	Refer to the Operational Manual for Correspondence.
Communication Type.	A2	Refer to the Operational Manual for Correspondence.
SMS Communication Type.	A2	Refer to the Operational Manual for Correspondence.
Sort Order [N].	A2	Refer to the Operational Manual for Correspondence.
Document Date.	DD-MON-YYYY	Refer to the Operational Manual for Correspondence.
Is this a Test Document? [N]	A1	Refer to the Operational Manual for Correspondence.
Create a Logfile [Y].	A1	Refer to the Operational Manual for Correspondence.
Calendar Year.	YYYY	The calendar year of the ceremony of the student.
Faculty / School Code or [ALL].	N4	The printing of letters can be limited to students in one faculty only. The allowed values can be viewed by using the <LIST> command.
Department Code or ALL.	N4	The printing of letters can be limited to students in one department only. The allowed values can be viewed by using the <LIST> command.
Qualification Code or [ALL].	A6	The qualification student will be registered or awarded. The allowed values can be viewed by using the <LIST> command.
Include Qualifications with Graduation Ceremony [Y].	A3	Include qualifications with graduation ceremony? (Yes / No / ALL).
Include Qualifications with Certificates [ALL].	A3	Include qualifications where a certificate was issued? (Yes / No / ALL).
Include Students Attending the Ceremony [A].	A3	Include students who attended the ceremony? (Yes / No / ALL).
Include Students Absent from Ceremony?	A1	Include students who were absent from the ceremony? (Yes / No / ALL).
Student Selection. (A)warded or [E]nrolled.	A1	Select students who are enroled {SSTUD7‑2} Students who have qualifications that have been awarded {SSTUD7-12}
Promotion Centre or [ALL].	A6	The promotion centre where the promotion for these subjects is scheduled. The allowed values can be viewed by using the <LIST> command.
Ceremony Date or [ALL].	DD-MON-YYYY	Date on which the ceremony will be held.
Ceremony Time or [ALL].	HH:MM	Time at which the ceremony will be held.
Group Qualifications Awarded per Student [N].	A1	Sort student qualification records together, if more than one qualification.
Sent Letter to [S]tudent or (C)ontractee.	A1	To whom must letters be sent? Student or Contractee. If (C)ontractee, a contractee code must be entered at the next prompt.
Contractee Code.	N9	Enter the contractee code to be used.
Select [B]ulk or Individual Students.	A1	Enter (I)ndividual student numbers on the next block.

Sort Order	Per	Comments
	Postal Code and / or Centre, Qualification, Ceremony Date then the order selected in the program, i.e. (Alphabetical, Numerical) or (Numerical).	Note: The list always works best if not sorted per Postal code.

System Select
	General rules: For Awarded: Academic structure year equal to the qualification awarded year. Input year equal to the qualification awarded year. Student linked to the promotion centre for the input year. Date deceased on biographical is blank. For Enroled: Academic structure year equal to the start year of the qualification. Input year between the start year and end year of the qualification. Only final year students will be selected. Student linked to the promotion centre for the input year. Date deceased on biographical is blank.

System Select

General rules:

For Awarded:

Academic structure year equal to the qualification awarded year.
Input year equal to the qualification awarded year.
Student linked to the promotion centre for the input year.
Date deceased on biographical is blank.

For Enroled:

Academic structure year equal to the start year of the qualification.
Input year between the start year and end year of the qualification.
Only final year students will be selected.
Student linked to the promotion centre for the input year.
Date deceased on biographical is blank.

Fields that will print on the List:

Centre, Qualification Code and Description, Ceremony Date and Time, Student Number, Initials and Surname.

Example List:

Example Log file:

Processing Rules
	No special processing rules.

The tags for this letter are:

	Tag	Comments
	Requesting User	<Requesting_User>
	User First Name and Surname	<Requestor>
	Document Date	<Param_DocDate>
	System Date	<PrettyDate>
	System Time	<PrettyTime>
	System Date and Time	<PrettyDateTime>
	Letter Code	<LetterCode>
	Calendar Year (format “1991”)	<CalYear >
	Campus Name	<CampDesc>
	Ceremony Date	<CeremonyDate>
	Ceremony Time	<CeremonyTime>
	Decision Date	<DecisionDate>
	Date of Document	<DocDate>
	Student Title Initials Surname or Contact Name	<StudORContact>
	Student Number	<StudNumber>
	Student Title Surname	<StudTitleSurn>
	Student Surname Initials Title	<StudSurnInitTitle>
	Student Title Initials Surname	<StudTitleInitSurn>
	Student Email Address	<StudEMail>
	Student Custom Names	<StudCustName>
	Student Address Postal Code	<StudAddrPCode>
	Student Address Line 4	<StudAddrLine4>
	Student Address Line 3	<StudAddrLine3>
	Student Address Line 2	<StudAddrLine2>
	Student Address Line 1	<StudAddrLine1>
	Qualification Description	<QualDesc>
	Campus Address Line 1	<CampAddrLine1>
	Campus Address Line 2	<CampAddrLine2>
	Campus Address Line 3	<CampAddrLine3>
	Campus Address Line 4	<CampAddrLine4>
	Campus Address Postal Code	<CampAddrPCode>
	Campus Code	<CampCode>
	Student First Names	<StudNames>
	Preferred Language	<StudPrefLang>
	Approved Qualification Description	<AppQualDesc>
	Promotion Centre Description (repeating format as used in a table)	<ExamCenName_R>
	Exam Activity Code (repeating format as used in a table)	<ExamActivityCode_R>
	Name of Internal Qualification (as from SACAD-13 tab1 'Full Name')	<QualFullName>
	Awarded Certificate Number	<AwardedCertNo>
	Student Full Names and Surname	<StudFNames>
	Ceremony Date and Time	<CeremonyDateTime>
	Contractee Name	<Contractee>
	Promotion Center Description	<ExamCentreDesc>
	Student Address (Client specific New Zealand)	<NZStudAddr>
	Campus Description (Client specific UKZN)	<CampDesc02>

Date	System Version	By Whom	Job	Description
11-Jun-2008	v01.0.0.0	Amanda Nell	T132243	Create a new manual
05-Nov-2008	v01.0.0.0	Magda van der Westhuizen	T152111	Update manual: Language Editing: Juliet Gillies.
04-Mar-2013	v01.0.0.1	Hermien Hartman	F189129	Updated tags
23-Nov-2020	v04.1.0.0	Sister Legwabe	F247482	Replace GMNT-5 with GMNT-14
19-Feb-2021	v04.1.0.0	Oscar Marandela	F247482	Proof Reading Manual
08-Aug-2023	v04.1.0.1	Sarah Seeletse	T257340	Add SSTUD7-12 to "Student Selection. (A)warded or [E]nrolled"