Maintain Exam Groups and Venues {SEXAM5-2}

This option may be used to update the examination groups of students on subject level while simultaneously creating the records in option {SEXAMT-1b3}, “Examination Venues”.

Note that all cancelled students, students registered for attendance purposes only, students with exemptions and where the primary is not 'Y' are excluded.

The Examination Timetable cycle (cycle 'X') must be open on {SEXAM-1} - Tab System Control Cycle - Other.

Panel box 1: Search

Exam Year, Subject Code, Exam month, Exam code, Offering Type and Campus code are mandatory fields:

Field	Type & Length	Description
Exam Year	YYYY	Exam Year.
Subject Code	A7	Select valid subject defined on {SACADO-11} Subject Offering Types and {SEXAMT-1} Exam Timetable and Invigilators.
Exam Month	N2	Enter the 'Exam Month' as defined on {SCODE2-3}.
Exam Code	N2	Enter the 'Exam Code' as defined on {SCODE2-3}.
Offering Types	A2	'Offering Type' linked to the exam code and month as defined on {SCODE2-3}. The 'Offering Type must be valid on {GCS-5} and linked to a campus as defined on {SPOPS-1}.
Campus	N2	The 'Campus Code' that exists on {SPOPS-1} and linked to an offering type on {GCS-5}.
Paper Number	N2	Enter a valid Exam 'Paper Number'. The 'Paper Number' must be defined on {SSTUDE-2} and linked to the examination timetable on {SEXAMT-1}.
Exam Group		Enter the 'Exam Group'.

Panel box 2: Examination Venue Details per Subject

Records will populate existing records from {SEXAMT-1b3} as per the selection parameters on the search panel box.
Users are allowed to create a new record, update existing records or to delete a record.

Field	Type & Length	Descriptions
Exam Year		The 'Examination Year' for the examination timetable is selected from {SCODE2-4}.
Exam Month		'Examination month' as defined on {SCODE2-3} and linked to the timetable.
Exam Code		'Examination code' as defined on {SCODE2-3} and linked to the timetable.
Offering Type		'Offering Type' linked to the exam code and month as defined on {SCODE2-3}. 'Offering Type' must be valid on {GCS-5} and linked to a campus as defined on {SPOPS-1}.
Subject Code		'Subject Code' linked to the examination timetable.
Subject Description		'Subject Description' will be populated from {SACADO-10}.
Exam Group		'Exam Group' from the examination timetable.
Paper Number		'Paper Number' defined on {SSTUDE-2} and linked to the examination timetable.
Examination Paper Description		'Paper Description as defined on {SSTUDE-2} and linked to the examination timetable.
Day Number		The 'Day Number' from the examination timetable.
Session Code		The 'Session Code' from the examination timetable.
Exam Date		'Exam Date' from the examination timetable.
Start Time		'Start Time' from the examination timetable.
Building Number Floor Number Room Number		If the scheduled paper is not yet allocated to a venue, a valid 'Building Code', 'Floor' and' Room Number' as specified in the space sub-system must be entered. When this information is entered, the system will display the number of examination seats for that particular room, as defined in the Space Inventory {SPOPS-1}. If the 'Building', 'Floor' and 'Room Number' have a 'date inactive' < System Date in {SPOPS-1}, the room is no longer active. The LOV will not display this 'Room Number' and the program will not allow an update. However, if the inactive date > System Date, the record will be displayed on the LOV with the date inactive. The room may be used if the date inactive > examination date. If the building is linked to a specific exam centre, it will also be displayed.
Exam Seats		The number of exam seats available is displayed for the combination building, floor and room.
Exam Centre		The 'Exam Centre' is displayed for the combination building, floor and room.
Building Description		'Building Description' as defined on {SPOPS-1}.
Building Name		'Building Name' as defined on {SPOPS-1}.

Example:

Panel box 3: Student Examination Group Assignment

To update the 'Exam Group' of students the user needs to highlight the relevant 'Exam Group' record on the 'Examination Venue Detail per Subject' panel box, add the 'Number of Students to be Allocated' and insert a 'Start Student Number'. Then
click on the 'Start Allocation of Students' button. Or by entering values manually on the 'Number of Students to be Allocated'.

Field	Type & Length	Description
Number of Students Allocated		This is the 'Number of Students Allocated' to an exam group.
Number of Students Not Students that have been cancelled will be available on the list but the exam group cannot be updated.Allocated		This is the 'Number of Students Not Allocated' to a exam group.
Number of Students to be Allocated		Enter the 'Number of Students to be Allocated' to an exam group.
Start Student Number		Enter a 0 (zero) for the first group of students to be updated. The system will prompt the user with the next student number to be entered when a subsequent group must be created. This student number will be displayed in the report of the allocation action. The user can enter a single student number as well if only one student needs to be allocated to a exam group.
Button: Start Allocation of Students		This button will start the allocation of students to groups and will open the batch prompt menu to run the report.

Panel box 4: 'Students Linked to the Examination Venue'

All the students according to the search criteria will be populated.

Exempted subjects will not be displayed.
Students that have been cancelled will be available on the list but the exam group cannot be updated.
The exam group of the primary subject registration will be updateable.

Field	Type & Length	Description
Student Number		Student Number will populate from the subject registration record on {SREGAR-11}.
Student Name		The 'Student Name' will be populated from the biographical record on {SREGB-1}
Gender		The 'Gender' of the student will be populated from the biographical record on {SREGB-1}
Registration Year		The 'Registration Year' of the student as on the subject registration {SREGAR-11} will be populated.
Block Code		The 'Block Code' of the subject registration as on {SREGAR-11} will be populated.
Exam Year		The 'Exam Year' of the subject registration as on {SREGAR-11} will be populated.
Exam Month		The 'Exam Month' of the subject registration as on {SREGAR-11} will be populated.
Offering Type		The 'Offering Type' of the subject registration as on {SREGAR-11} will be populated.
Offering Type Description		The 'Offering Type Description' of the subject as defined on {SACADO-10} will be populated.
Date Cancelled		When the student has been cancelled on {SREGC-3 / SREGC-4} for the subject the date will be populated. Cancelled students will not be included in the updated or allocation to exam groups.
Exam Type		The 'Exam Type' of the student will be populated from the subject registration record on {SREGAR-11}.
Exam Type Description		The 'Exam Type Description' will be populated from {SCODE2-2}.
Subject Code		The 'Subject Code' will be populated from the students subject registration record on {SREGAR-11}.
Subject Number		The 'Subject Number' will be populated from the students subject registration record on {SREGAR-11}.
Qualification Code		The 'Qualification Code' will be populated from the students subject registration record on {SREGAR-11}.
Qualification Number		The 'Qualification Number' linked to the qualification will be populated from the students subject registration record on {SREGAR-11}.
Exam Group		The user will be allowed to update the 'Exam Group' manually. This will
Class Group		The 'Class Group' will be populated from {SREGC-6} if a record exists.
Practical Group		The 'Practical Group' will be populated from {SREGC-6} if a record exists.
Tutorial Group		The 'Tutorial Group' will be populated from {SREGC-6} if a record exists.

Batch prompts to run program for the allocation of the groups to students:

Verify Parameters

The system will display the prompts and pre-populate the values. The user will be able to change the values.

The user needs to tab until the 'Run / Batch' buttons become available. If the user click on 'Run' the 'View' button become available. When the user click on 'View' the output file as in the example below will open with the student numbers

that have being updated. If the user click on 'Batch' the program will close the menu option and return to the 'landing page' and run the program under the 'Batch Jobs'.

The system will also advise the user of the next student number to start within the updating of subsequent examination groups.

If there is more than one paper for this subject, each of the exam groups should be linked to the applicable venues under option {SEXAMT-1b3}.
All changes to exam groups are written away to a logfile and can be viewed in {SMNTL-2}.

Output of the program (students updated):

History of Changes

Date	System Version	By Whom	Job	Description
02-Mar-2007	v01.0.0.0	Bea Swart	t133973	New manual format.
08-Nov-2007	v01.0.0.0	Melanie Zeelie	t133973	Corrections.
01-Dec-2008	v01.0.0.0	Magda van der Westhuizen	t151124	Update manual: Language Editing: Juliet Gillies.
05-Jun-2013	v02.0.0.0	Amanda van Emmenis	t183442	Add reference to logfile {SMNTL-2}.
25-Mar-2015	v03.0.0.0	Katlego Modikoe	t203148	Add Seats and Exam Center, replaced image for block3, corrections.
23-Mar-2016	v03.0.0.0	Charlene van der Schyff	t203148	Proof read
07-Jun-2016	v03.0.0.1	Charlene van der Schyff	t213832	Inserted image
13-Aug-2019	v04.1.0.0	Magda van der Westhuizen	t235248	Program has been converted to ADF. Update the manual and images.
30-OCT-2019	v04.1.0.1	Esther Louw	t240155	Add missing image