Exam Timetable and Invigilators {SEXAMT-1}

This option is used to define the Examination Schedule and consists of three blocks of information in which the user can specify examination- and invigilator schedules.

To be able to use this options the following must be set or defined:

Subjects in {SACADO-10}
Subject Exam Papers in {SSTUD3-2} Tab Examination Paper Criteria.
Open the exam System Cycle 'X' in {SEXAM-1}
Exam codes in {SCODE2-2} Tab Examination Months
Exam days in {SEXAMC-1}
Sessions in {SEXAMC-2}
Set the number of exam seats in vanues in {SEXAMC-3}
Invigilator Types in {SEXAMC-4}

Fields in this option:

Block 1: Block Description

This is a control block where the user must indicate which examination timetable he / she wishes to work. The system will then validate whether the user is allowed to update the records for the specified year, exam code and month according to the system cycle dates.

Field	Type & Length	Description
Year	YYYY	The Year for which the examination cycle is open.
Exam Code	N2	The Examination Code for which the data will be created.
Month	N2	The Month linked to the examination code.
Offering Type	A2	The Offering Type linked to the exam code / month combination.

Example:

Block 2: Examination Schedule

Only information regarding the date and type of examination is entered here. The facilities under options {SEXAMT-2, SEXAMT-3, SEXAMT-4, SEXAMT-5, SEXAMT-6, SEXAMT-7} can be used to create records in this table, but updating can also be done manually.

Field	Type & Length	Description
Year	N4	The Calendar Year examination of the record.
Exam Code	N2	A display field to indicate the cycle currently being used.
Offering Type	A2	A display field to indicate the subject Offering Types involved.
Day	N3	The Day of the exam is entered, as defined in option {SEXAMC-1}. The exam month, code and calendar dates are displayed.
Session	A2	The Session during which this paper is to be written is entered. The starting time of the session as defined in option {SEXAMC-2} is displayed.
Subject	A7	The Subject Code is entered and the name is displayed. Note: If there are records displayed in Block 1, the above six fields will be copied from the record in Block 1 where the cursor is currently situated. This simplifies the entering of data. If this feature is not required, <CLEAR BLOCK> on Blocks 1 and 2.
Month	N2	The Examination Month will be displayed. This is the month linked to the Exam Code and Offering Type selected in the control block.
Paper	N2	The Paper Number defined in option {SSTUD3-2} is entered and the name is displayed.
The button "Count Students" allows the user to count the likely number of candidates for this particular paper. All enrolled students, excluding cancellations, exemptions and attendance only, will be counted irrespective of examination admittance.

Example:

Block 3: Examination Venues

This option allows the scheduling of the venues in which the examinations are to be written. Reports {SEXAMR-2} “Examination Schedule” and {SEXAMR-3} “List of Examination Venues” can be used to obtain the possible number of candidates and the available venues respectively. Option {SEXAMT-10} may be used to create records in this table, but the records may also be entered manually in this Block. The fields in this option are:

Field	Type & Length	Description
Year	N4	The Calendar Year of the examination of the record.
Exam Code	N2	A display field to indicate the cycle currently being used.
Day	N3	The Examination Day is entered and the month and the calendar date are displayed.
Offering Type	A2	A display field to indicate the subject Offering Types involved.
Session	A2	The Session during which the exam is to be written is entered and the starting time is displayed.
Subject	A7	The Subject Code is entered and the name is displayed.
Note: If there are records displayed in Block 1, the above six fields (as well as the Paper Number below) will be copied from the record in Block 1 where the cursor is currently situated. This simplifies the entering of data. If this feature is not required, <CLEAR BLOCK> on Block 1.
Month	N2	This is the Month linked to the Examination Code and Offering Type.
Group	A2	The examination Group to be scheduled is entered. Exam Groups are defined in menu {SEXAM5}. The field will default to “A” but may be updated.
Paper	N2	The Paper Number of the exam is entered, and the name is displayed.
Building / Floor / Room	N4, N2, A7	For this venue, as defined in the Space System {SPOPS-1}. The name of the building, as well as the number of seats for examination purposes will be displayed. 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 only display this Room Number if the Inactive Date > System Date.
Exam Centre	N4	A new display field to indicate the Exam Centre the venue is linked to.
The button "Count Students" allows the user to count the likely number of candidates for this particular paper and examination group. All enrolled students, excluding cancellations and attendance-only enrolments, will be counted irrespective of examination admittance. If offering types are specified, the count will be on offering type/s.

Example:

Block 4: Examination Invigilators

Any number of invigilators may be scheduled for an exam session in this option:

Field	Type & Length	Description
Year	N4	The Calendar Year of the examination of the record.
Day	N3	The Examination Day is entered and the month and the calendar date are displayed.
Exam Code	N2	A display field to indicate the subject Exam Code currently being used.
Offering Type	A2	A display field to indicate the subject Offering Types involved.
Session	A2	The Session during which the exam is to be written is entered and the starting time is displayed.
Person	A7	A valid Personnel Number for the invigilator as per the Personnel System {PBOP-1}. The name will be displayed.
Invigilator Type	A2	The <LIST> function will display all values allowed. Please note that a main invigilator must be scheduled for each venue.
Building/Floor/Room	N4, N2, A7	For this venue, as defined in the Space System {SPOPS-1}. The name of the building is displayed.
Exam Centre	N4	A display field to indicate the Exam Centre that the venue is linked to.
Incident Classification Code	A4	This is a code that will identify an incident that occurded during an exam session where the person was invigilating. Use the <LIST> function to select a code that describes the type of incident. The description will be displayed accordingly. The Incident Classification Code is maintained in {SCODE-32}.
Incident Remarks	A2500	Enter more detail regarding the incident. Only the first 250 characters will be displayed. To see the full desription use the mouse right click action or Ctrl + E to populate or view the full description. The Incident information can be queried but is not connected to any existing reports.

Example:

Processing Rules
	No special processing rules.

Date	System Version	By Whom	Job	Description
09-Jan-2007	v01.0.0.0	Amanda Nell	t133983	New manual format.
08-Nov-2007	v01.0.0.0	Melanie Zeelie	t133983	Corrections.
01-Dec-2008	v01.0.0.0	Magda van der Westhuizen	t151124	Update manual: Language Editing: Juliet Gillies.
19-APR-2010	v01.0.0.1	Karen Carstens	t159174	Update manual with the change "Enter -y- for students to be counted" to button.
23-APR-2010	v01.0.0.1	Karen Carstens	t159174	Update manual with imges {SEXAMT-1 block 2 & 3}
04-Aug-2010	v01.0.0.2	Hermien Hartman	f168368	Move imgs for block 2 and 3 to the correct directory and correct the urls. Add descriptions for Incident Classification Code and Incident Remarks on block 3.
23-Feb-2016	v04.0.0.0	Magda van der Westhuizen	t211822	Change SACAD-14 to SACADO-10.