Academic Structure {SCOUR-1}


The Academic Structure for Short Courses consists of 11 blocks of information. The fields used in these blocks are identical to the fields in option {SACADO-1}, {SACADO-10} and {SACADO-17}.


This is subject to the user restrictions that may be set up in option {SMNT‑5}, restriction “SAS”. It is therefore, possible to restrict access in this option to the records for a specific department or faculty and campus (according to the validation ‘RV’ in {SMNT‑1}).

Fields in this option:

Block 1:  Approved Qualification Names

Field Type
&
Length		 Description
Academic Year N4 The Academic Year for which this particular qualification is valid.  A qualification may not be offered during 1994 but may be instituted in 1995.  Note:  A record must exist in each Academic Year for which students may be/are registered for this qualification.
Approved Qualification ID A2 Identifies a Formal Qualification. It is mainly used when linking Formal Qualifications to qualifications in option {SACADO-1} Approved Qualifications.
Name A65 This Name will appear on the HEMIS Qualifications File (and STATS Table 1.1), and should be exactly as approved by the relevant Education Department.
Alternate Name A65 This name is required as it forms part of the official STATS magnetic tape and therefore also the STATS Tables.

Example:

Example of Approved Qualification Names


Block 2:  Qualification Information

Field Type
&
Length		 Description
Academic Year N4 The Academic Year for which this qualification is valid
Qualification Code A6 This Code identifies the particular Qualification.  The codes are not used in STATS reports and may be selected purely to satisfy internal needs.
Name A40 This Name will be displayed in the system whenever the applicable qualification code is entered.
Alternate Name A40 This Alternate Name will be used in correspondence to students with an alternate preferred language (see option {SREGB-1}).
Department N4 This code identifies the Department that offers the qualification.  These codes are identified in the General Support System {GCS-4}.  A qualification may be linked to “active” departments only.
Faculty / School N4 This Code identifies the Faculty or School that offers the qualification.  These codes are defined in the General Support System {GCS-3}.  A qualification may be linked to “active” Faculty/Schools only.  The user may change the system defaults to the Faculty to which the Department was linked in option {GCS-4}. These changes are typically required when a qualification is offered outside its “home” Faculty/School.
ID of Approved Qualification A2 This Code links qualifications to Approved Qualifications as defined in Block 1.  The description is displayed.
Excluded from Statutory Reporting
 A1
Registration Dates Updateable (Y / N)
 A1
 Indicate if the start and end registration dates for this qualification can be changed by the user during the registration process in {SCOUR-3} and {SCOUR-5}. Yes will allow the user to change the start and end registration dates to dates within the start and end dates of the academic block.

If the indicator has been changed through this menu, it will be reflected in {SACADO-1} and visa versa.
 

Example:

Example of Qualification Information



Block 3:  Qualification Offering Types

Field Type
&
Length		 Description
Academic Year N4 The Academic Year for which this record is valid.
Qualification Code A6 The Qualification Code as defined in Block 2.
Offering Type A2 Offering Types are defined in the General Support System {GCS-5}.
Active A1 This indicator may take the values (Y)es, (N)o or (P)reviously Enrolled.  Students may be registered for active and previously enrolled qualifications. Previously Enrolled indicates that the student can only register for this combination if he/she was previously enrolled for this combination.  If the indicator is set to (P)reviously Enrolled, all active records in the curriculum for the qualification for the same year and offering type will default to (P)reviously Enrolled. It is important that a record remains on the structure if it should become inactive.
Date Instituted DD-MON-YYYY The Date on which a qualification was initially instituted.  The decision as to whether registrations will be accepted for this qualification or not is based on the Active Indicator above.
Date Phased Out DD-MON-YYYY Should a qualification be Phased Out, that date is entered here.  If the rules of a qualification should change substantially, it may be a good idea to phase out the initial qualification and to introduce a new one, based on the new rules.  This date is kept in the system for record purposes only.  The decision whether new registrations are allowed or not, is based on the Active Indicator above.


Example:

Example of Qualification Offering Types


Block 4:  Qualification Study Period / Quotas

Field Type
&
Length		 Description
Academic Year N4 The Academic Year for which this record is valid.
Qualification Code A6 A Qualification Code as entered in Block 2 above.
Offering Type A2 An Offering Type that has been linked to this qualification under Block 3 above.
Period of Study A1 A Period of Study as defined in option {SCODE-30}.  During registration under option {SREGAR-1}, the system will validate that the student registers for a combination that exists under this option.
Quota N4 The number of students that can be allowed in this group.  If no formal limit applies, this field should be left blank. During registration under option {SREGAR-1}, the system will check against this quota and preclude registration of students beyond this number.  The checking of quotas can however, be switched off by setting the value of “QU” to (N)o under option {SMNT-1}.


Example:

Example of Qualification Study Period / Quotas


Block 5:  Qualification Block Detail

Field Type
&
Length		 Description
Academic Year N4 The Academic Year for which this record is valid.
Qualification Code A6 An existing Qualification Code as defined in Block 2.  The name will be displayed.
Offering Type A2 The Offering Type of the qualification which is active in this block.  The qualification/offering type combination must exist before this combination can be linked to a block code.
Block A2 A valid Block Code as entered under option {SCODE2-1}.  The qualification must be linked to the academic blocks during which the qualification is offered, as well as the examination-only block that may apply.


Example:

Example of Qualification Block Detail


Block 6:  Subject Information

Field Type
&
Length		 Description
Academic Year N4 The Academic Year for which this record is valid.
Subject Code A7 The system does not extract any information from these codes.  They are merely there to identify a subject.
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.
Department N4 A valid (and active) Department Code as defined in the General Support System {GCS-4}.
Faculty / School N4 A valid (and active) Faculty/School Code as defined in the General Support System {GCS-3}.  The user may change the system defaults to 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.
Method of Evaluation
 A1 This indicator is used to show how the subject will be evaluated. Default will be 'O'
  • 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 {SSTUD3-1b1}, 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}).  LOV available for this field.
  • Professional Judgment - a  “P” in the field will indicate that the subject is evaluated on a subjective basis assisted by a  rubric. One of the results linked to the Rubric will be entered for a student.
Registration Dates Updateable (Y / N)
 A1
 Indicate if the start and end subject registration dates for this qualification can be changed by the user during the registration process in {SCOUR-3} and {SCOUR-5}. Yes will allow the user to change the start and end registration dates to dates within the start and end dates of the academic block.

If the indicator has been changed through this menu, it will also be reflected in {SACADO-10} and visa versa.
 


Example:

Example of Subject Information


Block 7:  Subject Offering Types

Field Type
&
Length		 Description
Academic Year N4 The Academic Year for which this record is valid.
Subject Code A7 As defined in Block 6.
Offering Type A2 As defined in the General Subsystem {GCS-5}.
Quota N4 The number of students that may be enrolled for this combination of Subject and Offering Type.  If no quota applies, this field should be left blank.  The registrations for any year and block for this combination under option {SREGAR-1} will be limited to this number if the validation option “SQ” under option {SMNT-1}, TAB - Default Examination Admission and Final Result Criteria is set to (Y)es.


Example:

Example of Subject Offering Types


Block 8:  Subject Class Groups and Lecturers

Field Type
&
Length		 Description
Academic Year N4 The Academic Year for which this record is valid.
Subject Code A7 As defined in Block 6.
Offering Type A2 As defined in the General 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.
Class/Practical or Tutorial Group A2 This two-character field is used whenever 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.
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 Information, will be limited to this number if the validation option “CG” under option {SMNT-1} TAB - Default Examination Admission and Final Result Criteria is set to (Y)es.
Class Group Active A1 (Y)es will indicate if the Class Group is still Active. (at least one must be active).
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 (Y)es or a (N)o 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 previous 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>.


Example:

Example of Subject Class Groups and Lecturers


Block 9:  Subject Block Detail

Field Type
&
Length		 Description
Academic Year N4 The Academic Year for which this record is valid.
Subject Code A7 An existing Subject Code as defined in Block 6.  The name will be displayed.
Offering Type A2 For each valid combination of Subject/Offering Type in Block 7, 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 A2 A valid Academic Block Code as is entered under option {SCODE2-1}.


Example:

Example of Subject Block Detail


Block 10:  Curriculum

Field Type
&
Length		 Description
Academic Year N4 The Academic Year for which this record is valid.
Qualification Code A6 An existing Qualification Code as defined in Block 2.  The name will be displayed.
Subject Code
 A7 An existing Subject Code as defined in Block 6.  The name will be displayed.
Active A1 A subject can be made (A)ctive, (N)on-active, Active for (E)xamination Purposes Only or Active for (P)reviously Enrolled Students.  Subject registration may take place if the Active Indicator = (Y)es or (P)reviously Enrolled (registration will be restricted to students who have previously been registered for this qualification/subject combination) or (E)xams Only (the student will be registered for examination purposes only).  No subject registration may take place if the Active Indicator = (N)o.
Date Instituted DD-MON-YYYY The Date when the subject was first offered by the institution.  This date is not used by the system to control registrations.
Period of Study A2 This column displays all Study Periods defined in {SCODE-30}. The user can scroll through the list and mark the study periods that should be linked to the qualification and offering type combination.
Quota N4 The number of students that may be enrolled for this combination of Qualification and Subject.  If no quota applies, this field should be left blank.  The registrations for any year, block and offering type for this combination under option {SREGAR-1} TAB- Subject Information, will be limited to this number if the validation option “CQ” under option {SMNT-1} is set to (Y)es.
Offering Type A2 This is the valid Offering Type for the subject in this qualification.  If a subject may be taken for more than one offering type in this qualification, a record must be created for each Offering Type.


Example:

Example of Curriculum


Block 11:  Inactive Qualification / Subject / Block

Field Type
&
Length		 Description
Academic Year N4 The Academic Year.
Qualification Code A6 Valid Qualification Code for the Academic Year.
Subject Code
 A7 Valid Subject Code.
Block A2 Valid Academic Block.


Example:

Example of Inactive Qualification/Subject/Block



Processing
Rules		  
  If a new record is created in any of the options below, the user will not be able to create a record on the above blocks. The user must indicate on {FSAM-29} if fee records for this specific combination of ‘key’ fields must be generated. Valid Y/N – The user must indicate if the combination of the ‘key’ fields is a valid combination. That is, if set to ‘N’, fee records will never be created for this combination. All programs that will insert a record into the fee structure will test against this table to validate if the combination is a valid combination or not.
  • {FCSO-21} (Maintain Foreign Currency).
  • Post/Undergraduate - If (Y)es, create a record for post graduate and a record for under graduate for every combination.
  • {GCS-5} (Offering Types).
  • Cash/Terms - If (Y)es, create a record for cash and a record for terms for every combination.
  • {SCODE-30} (Maintain Periods of Study).
  • {SCODE3-5} (Financial Student Type Codes).
  • A Block Code will only become valid on the system if linked to an Examination Type. A student can only be registered for a Block Code if the Block Code is linked to a Exam Type on {SCODE2-2} TAB - Exam Types and Blocks. When records are created for Block Code and Exam Type in the next block, only the records linked in this option need to be created.
  • {SCODE2-2} (Maintain Exam Types/Months/Blocks).
  • Transaction Type (create the next block with the Transaction Type that was entered by the user on Block 1).


See Also:



History of Changes

Date System Version By Whom Job Description
18-Jan-2007 v01.0.0.0 Bea Swart t134068 New manual format.
25-May-2007 v01.0.0.0 Melanie Zeelie t136625 Add financial information.
31-Jan-2008
 v01.0.0.0 Melanie Zeelie t134068 Proofread.
17-Jun-2008 v01.0.0.1 Amanda Nell t150992 Apply Language Editing.
31-Aug-2010 v02.0.0.0 Bea Swart T164727 Change Indicator for Competence to Method of Evaluation
04-Jun-2013
 v03.0.0.0
 Magda van der Westhuizen
 f191321
 Insert Registration Dates Updateable Y / N, and change the images to .gif format.
20-Mar-2015v04.0.0.1Magda van der Westhuizent205922Update SACAD menu's and links to SACADO.