General Aspects {SMAIN-4}

General Information

This is the User Manual for the ITS Student Study Records System, also known as the Student Study Records Sub-System. It is one of a series of user and technical manuals that are available for the ITS systems.
The reader is referred to Section 3 for an overview of this Sub-System.
It is assumed that the reader is already familiar with the general operation of the menus and the keyborad. The matters are fully discussed in the "OperationalAspects of ITS Systems - Integrator 1" Manual.
The reader is reminded that the copyright of the ITS systems and documentation remains with ITS, and that users thereof are contractually prohibited from providing information contained therein to third parties, such as other educational institutions.

Overview of Study Record System.

The Study Record Sub-System handles the entry and processing of marks and results. This includes assessment and examination marks in respect of subjects, as well as annual results and graduation details.

The system has been designed in such a way that a centralised office can either handle the processing of marks and results or it can be de-centralised to faculty or department level.
All the calculation criteria can be user-defined at the level of individual subjects and class groups.
This processing of marks and results follows a specific sequence, and the process is discussed in Section 1.3.

Assessment Marks.

Assessments can be processed on two levels i.e. Mark Types and Assessments. Within Mark Types the user can specify Assessment Marks.

A Mark Type is defined as a 2 character code and the user is limited in the number of Mark Types that can be defined per subject only by their own imagination.

The system allows for the definition of up to 99 Assessment Marks per Mark Type.

On the level of assessments, a sub-minimum mark as well as a compulsory indicator in each assessment can be specified. Alternatively, the user may indicate a number of best assessments on the Mark Type level.

Weights for calculating Half and Full Period Marks are specified on the level of the Mark Types.

These weights can be defined at the level of the different Group Types i.e. ‘C’ – Class group, ‘P’ – Practical group and ‘T’ – Tutorial group. The definition of these criteria is entered in {SSTUD3-7}.
Assessment marks can be entered either numerically or alphabetically. Access to assessment marks can be controlled to the level of individual Faculties/Departments and Campus with the facilities under option {SMNT-5}. Duplicate entry of Assessment marks for the purpose of verification is possible on {SSTUD1-3}.
Result codes are calculated or can be entered on the level of Assessment- and Mark Type level.
Group Type Lists detailing the marks entered, as well as the calculated marks, are produced by the system and may be requested in either numerical or alphabetical order.

Examination Marks.

The user defines the number of examination papers per examination type that are to be written in each subject. Papers are defined in {SCODE2-2b1}.

Percentage weights are defined in respect of each such paper, and if required, a sub-minimum mark in each paper can also be specified.

Result criteria must be defined per paper and exam type.
The input of the examination paper marks follows the same sequence as the mark reports, and the user need not enter individual student numbers. Duplicate entry of Examination Marks for purposes of verification is possible, or alternately, a batch total in respect of the list being entered can be used to check on the accuracy of the data. Once all the marks have been entered, they may be amended and the Examination Mark can be calculated. This calculated mark could also be amended if neccessary.
The user may also define the weights of the Full Period Mark and the Examination Mark in determining the Final Mark. The Final Result is in turn calculated from the Final Mark.
Default criteria for the calculation of results and marks are specified, but these can be amended in respect of individual subjects.
The system keeps separate records for the calculated as well as the adjusted values in respect of most marks. A facility for collectively adjusting marks on examination papers is also provided.
In-Service Training can be handled as a subject with its own results. In addition a facility for recording details of employers and type of work is provided.
A number of reports and notices are included in the system as well as a very flexible on-line query facility to do queries on a student or to do counts on subject and qualification enrolments.
Each subject may carry a credit point, which is defined in {SACADO-10}. The institution can then define the total number of credits a student must attain before a qualification can be awarded. This value is displayed in {SSTUDM-1,2} for students with a ‘P’-type result. The total of the subject credit points will be displayed on {SSTUDY-21b2} as the qualification credit point.

Registration for Exam Purposes.

A student can register for various examination types. These are defined under option {SCODE2-2}. Examination types are linked to three categories:

“N”ormal type where a student will be expected to attend classes and to eventually write an exam.
“E”xam only type where a student will not be attending classes but will have automatic entry to an exam.
“A”ttend only type where a student will be attending classes but will not be allowed access to an examination.

In addition it is possible to automatically register a student for a subsequent examination depending on the result of the normal examination according to user-defined rules.

Annual and Qualification Results.

Annual Results

The rules that are applied to determine the progress of a student from one year of study to the next can be entered in this Sub-System and the results can be calculated by the system.

Qualification Results

The rules that apply to obtaining a qualification can be recorded in this Sub-System and reports are available to identify those students that may obtain their qualifications in a particular year. The actual updating of the Qualification Results is done manually after validation outside the system.

Relationship Between Marks and Results.

A diagram which illustrates the above is supplied on the last page of this section.

In-Service Training.

To keep record of all in-service training periods of students in order to determine whether a student has complied with the requirements for his / her diploma / degree. Refer to {SCOOP} or {COOP}, Co-operative Education Sub-System.

The dependencies between the different business processes of evaluation.

Study Records: Marks.

General Aspects.

The following general comments apply to the Study Record Sub-System:

Subject Marks and Results

A variety of information may be kept in respect of each subject for which a student is enrolled. The normal sequence of activities would be:

All marks that are to be used in the calculation of the Full Period Mark (also commonly called a “year mark” or a “semester mark”) are entered into the system as Mark Type (MT) marks via option {SSTUD1-7}.
More commonly, MT marks will be calculated from the lower level Assessment Marks (AM). Several different assessments can be defined for each Mark Type and each subject can have several Mark Types.
Subjects, Mark Types and / or Assessments can be categorized as ‘Competency’ evaluation elements. This means that a student is evaluated against a set of goals that must be achieved. As long as the student has not achieved the goals, the result of the element will be ‘Not yet Competent’. The moment that the student has achieved all the goals, the result must be changed to ‘Competent’. There is no indication of performance and marks cannot be entered for ‘Competency’ elements. Competency elements will be excluded from the computation of marks. Competency elements play a major role in determining the results of Mark Types and subjects.
Institutions using the Assignments Sub-System will enter assignment marks ‘T’-type on {TASKS1-2} and this may be updated on {SSTUD1-2}. Assignment marks will be written away according to the rules defined in the Assignments Sub-System Manual. The user will not be able to enter marks on the level of MT via the Assignments Sub-system
The user may define the rules (criteria) that are to be used in calculating the Full Period Mark from the Mark Type marks in option {SSTUD3-7}. It is similarly possible to calculate a Half Period Mark. Alternatively, Full Period Marks may be entered directly into the system via option {SSTUD2-1/2}. The set up of examination criteria in {SSTUD3-2} will determine how the Full Period Mark is used when the Examination Marks are calculated.
Any number of Exam Paper Marks may be entered in respect of a subject via option {SSTUD2-3/7}. These marks are used to calculate the Exam Mark. The accuarcy of data entered may be verified by using option {SSTUD2-22}.
The user may define the rules (criteria) that are to be used in calculating the Exam Mark from the Exam Paper Marks, option {SSTUD3-2b2}.
The system does not accommodate criteria for the computation of results from marks > 100 in {SSTUD3-2b3}. If users enter Exam Marks or Final Marks > 100, the computation programmes will not insert a Result Code.
Normally both the Full Period Mark and the Exam Mark are used in calculating a Final Mark. Criteria for this calculation may also be defined in option {SSTUD3-2b1}.
Results, such as “Pass”, “Fail”, “Fail but Re-Exam Allowed”, etc., may be defined by the user on {SCODE-23}, as well as the range of Final Marks that will lead to any of these Results. This is done in option {SSTUD3-1b3/4}.
Certain examination results may allow a student to a subsequent examination. Automatic registrations for such examinations are handled via option {SSTUD4-21}. Separate rules for the calculation of results can be linked to each examination type under option {SSTUD3-1b3}
The system keeps a record of both the initially calculated values and any adjustments made to these in respect of most marks and results. This allows the user to adjust marks while still retaining full detail of the calculated marks.

Annual and Qualification Results

The calculation of the annual result for a student (pass or fail in respect of a year of study) can be calculated according to the criteria entered under option {SSTUD3-3b3}. The calculation is activated under option {SSTUD4-7/8/9}.
Extensive reporting under menu {SSTURC,} assists in the determination of students that qualify for a degree or a diploma. The rules that apply are recorded under option {SSTUD3-3b3}.

Format of Marks

All marks that are entered into the system are assumed to be percentages. Decimal places for a percentage may not be entered. Calculated marks will be rounded to the nearest integer value. If the validation ‘CD’ is set to ‘Y’, the calculation programs will compute full period marks, exam marks and the final marks as decimals.

Rules for Calculating Marks

When Assessment results are calculated, the following rules apply:

System Cycle ‘M’ must be open.
The rules for validation ‘PM’ are applied to cancelled students.
Students are excluded for:

Non-Primary Registration.
Exemptions.
Exam only Registrations.

Ignore assessments marked as ‘Competence = Y

When Mark Type marks are calculated by the system, the following rules apply:

System Cycle ‘M’ must be open.
The rules for validation ‘PM’ are applied to cancelled students.
Students are excluded for:

Non-Primary Registration.
Exemptions.
Exam only Registrations.

In cases where the mark is calculated on the basis of weights, only those assessment results that were entered in respect of each student are taken into account. If for instance, four assessments were written and entered in respect of a Mark Type, but a particular student missed out on an assessment and no mark was entered for him / her, his / her mark will be calculated on the basis of three assessments only. If however, a “0” (zero) was entered in respect of the fourth assessment for that student, all four marks (including the zero) will be taken into account in calculating the mark. In all cases the relative weight of an assessment will be determined as a fraction of only those assessments for which marks were entered.
It is also possible to calculate the mark based on a number of best assessments. In this case any weight that might have been entered is ignored, only the best “N” (for any) assessments are identified and the average of their marks is calculated. If fewer marks than this number were entered for a student, the “missing” marks will be treated as zeroes and the student penalized.

When the Mark Type results are calculated, the following rules apply:

System Cycle ‘M’ must be open.
The rules for validation ‘PM’ are applied for cancelled students.
Students are excluded for:

Non-Primary Registration.
Exemptions.
Exam only Registrations.

If any of the Assessments are marked as ‘Competence = Y’ and no result is entered, the result for the MT is not calculated.

When Half Period and Full Period Marks are calculated by the system, the following rules apply:

System cycle ‘M’ must be open for Half Period marks and system cycle ‘E’ must be open for Full Period marks.
Subjects and Mark Types marked as ‘Competence = Y’ are ignored.
Students are excluded for:

Cancellations
Non-Primary Registration.
Exemptions.
Exam only Registrations.

When Exam Admission is calculated by the system, the following rules apply:

System cycle ‘E’ must be open.
Subjects marked as ‘Competence = Y’ are ignored
Students are excluded for:

Cancellations.
Exemptions.
Attend only Registrations.

Exam admission will be set to ‘N’ when any MT

has a result of ‘Fail Sub-minimum’ as defined in {SSTUD3-1b1}.
has a result of ‘Fail Compulsory’ as defined in {SSTUD3-1b1}.
does not have a result.

The full period mark < criteria set for exam admission in {SSTUD3-1b1}.

When Exam Marks are calculated by the system, the following rules apply:

System cycle ‘E’ must be open.
Subjects marked as ‘Competence = Y’ are ignored.
Students are excluded for:

Cancellations.
Exemptions.
Attend only Registrations.
No Exam Admission.

When Final Marks and Results are calculated by the system, the following rules apply:

System cycle ‘E’ must be open.
If any MT result is null (blank), the subject result will be set to null.
For subjects marked as ‘Competence = Y’, all the MT results must be equal to the ‘Competent’ result in {SSTUD3-1b1}. If not, the subject result is set to ‘Not Yet Competent’ as defined in the same option.
If a subject is marked as ‘Competence =N’ and ANY ONE of the MTs has a result of ‘Not yet Competent’, the subject will be allocated the result of ‘Not yet Competent’.
If any assessment has a result of ‘Fail sub-minimum’ or ‘Fail Compulsory’ the applicable result from {SSTUD3-1b1} will be allocated to the subject.
Students are excluded for:

Cancellations.
Exemptions.
Attend only Registrations.
No Exam Admission.

Study Records: Processing Marks and Results.

Define and Set Criteria.

Before Half or Full period marks can be calculated, the user must specify the Mark Type weights that must be used in the calculation of the HP and FP marks.

Before Mark Type Marks can be calculated, the user must specify the assessment weights to be used of the calculation the MT marks.

These criteria are defined in {SSTUD1-7b} per:

Subject.
Offering Type.
Group Type.
Group Value.
Assessment Number.

Normally, the records in option {SSTUD3-7} will be created when a new Subject, Offering Type, Group Type and Lecturer Record is created in the Academic Structure. The program will use the defaults defined in {SSTUD3-1}. If these defaults do not exist, no records will be created for new entries.

Option {SSTUD3-1} “Default Criteria for Calculation”, indicates the default criteria applicable to any subject when created on the Academic Structure, option {SACADO-10}. The user may change these criteria for individual subjects.
Select option {SCODE-23} “Result Codes”. <EXECUTE QUERY> to display existing codes. Define any additional Result Codes required by the institution and <COMMIT>.
Select option {SSTUD1-7} “Mark Type / Assessm Marks Calc Criteria”.

Select <ENTER QUERY>, supply the Year, Subject Code, Offering Type, Group Type, Group Value and Assessment Number and <EXECUTE QUERY>. The system will display the record and the user must enter the applicable Mark Type or assessment weights in the appropriate blocks.
For Mark Types, the user can specify the number of best assessments to be used, but not both (since the number of best assessments will then overwrite the test weights).
The Result Codes for Mark Type and assessment mark are defined in this option.

Select option {SSTUD3-2} “Criteria for Calculation per Subject”. <ENTER QUERY>, supply the Subject Code and <EXECUTE QUERY>.

        Change any examination admission criteria where applicable for the particular subject. Select <NEXT BLOCK>, <ENTER QUERY>,
        supply the Subject Code and <EXECUTE QUERY>. Change any examination paper criteria where applicable. Select <NEXT BLOCK>,
        <ENTER QUERY>, supply the Subject Code and <EXECUTE QUERY>. Change any paper mark result criteria. Select <NEXT BLOCK>,
        <ENTER QUERY>, supply the Subject Code and <EXECUTE QUERY>. Change any Final Mark and Result Criteria where applicable
        and <COMMIT>. Select <NEXT BLOCK>, <ENTER QUERY>, supply the Subject Code and <EXECUTE QUERY>. Change any Final Mark
        and Result Criteria if this is subject to a minimum year mark, and <COMMIT>.

Report {SSTUD3-21} will display the Calculation Criteria entered for the subjects within a department.

Compute Mark Type Marks and Results.

This option can be executed any time of the year. Normally this is done after all the assessment marks for the Mark Type have been entered.
To enter Assessment marks select option {SSTUD1-2}. Complete the selection criteria in block one and press <NEXT BLOCK>.
Enter the student marks and/or results. Press <COMMIT> (Ctrl+S) to save the records.
Select option {SSTUD4-11} and complete the appropriate selection criteria to calculate the Mark Type marks. Note: If the calculation criteria for Half/Full Period Marks are based on “best number of assessments” and fewer assessments than the number specified have been entered, the student will be penalised.
Select option {SSTUD4-13} and complete the appropriate selection criteria to calculate the Mark Type results.
In the same way as assessment marks, the user can directly enter Mark Type marks using {SSTUD1-7}.

Compute Half & Full Period Marks.

This option may be executed at any time during the year. The system will simply take the Mark Type marks entered at that particular stage into account when computing the period mark.

Every time the Half or Full Period marks are re-calculated by the system, any existing values will be overwritten, except when the student was registered for examination purposes (“E”-type exams).

The system uses the System Cycle 'M' (Enter Assessment marks) in option {SSTUDY-1} when Half Period Marks are calculated. When the Full Period Mark is calculated, the system validates against System Cycle 'E' (Enter Exam Marks) in option {SSTUDY-1}.

Select option {SSTUD4-1} “Compute Half and Full Period Marks”.
Enter “H” for Half Period marks to be calculated or an “F” for Full Period marks, and <RETURN>.
Enter the Offering Type, Department Code, Subject Code and Class Group for which the marks are to be calculated.
The system will calculate the marks and enter them on the student’s academic record.
Select option {SSTUDM-1}, “Change Marks and Results”, to see a student’s marks. It is possible to overwrite these marks for any student, either manually or by re-calculating them.

The system will ignore exemptions and exam only registrations as well as cancellations when calculations are done.

If the system is not used to calculate the Full Period Mark, this may be entered directly under option {SSTUD2-1/2}

“Enter Full Period Marks“ as follows:

Enter the Exam Year, Examination Month, Subject Code and Offering Type (and Class Group) and select <NEXT BLOCK>. The system displays all the students for this particular combination. Enter the Full Period Mark, using the <NEXT RECORD> command to select the next student and <COMMIT> regularly.
It is possible to validate the correctness of the entries, using a marks batch total. The marks must be entered and <COMMIT>ted. Press <NEXT BLOCK> and enter the marks batch total. The system will add all committed entries and verify whether this total agrees with the batch total supplied by the user. The computer batch total is displayed. The system will warn the user if the totals do not match.

The Full Period Mark may also be entered directly in option {SSTUDM-1} “Change Marks and Results”.
Report {SSTURL-1} “Class List” will display the Half and Full Period marks of each student entered for that subject.
Report {SSTUR2-21} “Progress Report” will display the Assessment marks and Half Period Marks for a student.

Compute Exam Admission.

This option must only be run after the Full Period marks have been calculated or entered manually. Option {SSTUD2-21} “Completeness Validation - Marks and Examination Admissions” may also be selected to verify that all Full Period marks have indeed been entered. The user must make sure that the calculation criteria has been specified in option {SSTUD3-2} “Criteria for Calculation per subject” before this option is executed.

The system uses the values of System Cycle “E” (Enter Exam Marks) when exam admission is calculated.
Select option {SSTUD4-2} “Compute Exam Admission”
Enter the Exam Year, examination month and department code in respect of which the exam admission is now calculated.
Enter either one Subject Code or “ALL” for all subjects in that department.
The system will take the criteria specified in {SSTUD3-2b1} and the criteria for Sub-minimum and Compulsory Assessments specified in {SSTUD1-7b3} into account and write either a (Y)es or a (N)o in every student’s academic record. This field is displayed as “Exam Granted” under option {SSTUDM-1} “Change Marks and Results”.
It is possible to manually overwrite this indicator for any student.
Only students with a (Y)es in this field will appear on the exam paper list {SSTUR1-1} when generated for exam granted students only. This option may be executed again , and will then overwrite all existing values except for those students who have been registered for “E”-type enrolments. The system ignores exemptions, cancellations and attendance only registrations.
Option {SSTUD2-21} “Completeness Validation for Full Period Marks and Examination Admissions” should be executed to ensure that all students have been attended to.
Reports {SEXAM6-1} “Examination Admissions” or {SEXAM6-2} “Admission Permit” may be used to notify students that they have been admitted to the exam.

Primary Examination Marks Entry.

Select option {SSTUDY-1b2} “System Cycles” and set the correct values for “Examination Marks”. The system will only allow the entering of examination marks in respect of subject enrolments that have an examination month as defined here.
Faculty / Departmental and Campus access control may be activated through options {SMNT-1b1} “Validation Control” and {SMNT-5b2} “User Restrictions”. If no access control was activated the records of all departments can be updated.
Select option {SSTUD2-3}, “Enter Primary Examination Marks”.
Enter the Exam Year, Exam Month, Subject Code and Paper Number for which exam marks must now be entered. The user may generate the examination list per individual examination group by entering the exam group as well. If this is done, each group must be generated separately.
When the user executes the <NEXT BLOCK> action, the program will generate students who have examination admission. Only students with a (Y)es in the “Exam Granted” field in option {SSTUDY-4} “Change Marks and Results” will be generated. Exemptions, cancellations and attendance only subjects will also be ignored. If a student is added to the list of exam admitted students after the first generate process, the student will automatically be added the next time this set of criteria is used.
The students that have admission to the exam will be displayed in the next block in numerical order. Select <NEXT BLOCK> to access the records.
If a student does not appear on the list because the “Exam Granted“ indicator has not been set to (Y)es, the student can be added at the bottom of the examination list by entering his/her number and <COMMIT>ting. Note that the “Exam Granted” indicator must be changed to a (Y)es before the student can be added. It is not possible to delete any records here nor is it possible to regenerate an examination list.
If an exam paper list has already been generated, the user can enter or update existing marks by entering the Subject Code and Paper Number, selecting <NEXT BLOCK> and <EXECUTE QUERY>. (It is also possible to do a specific query on a student number).
Enter each student’s mark, select <NEXT RECORD>, enter the next student’s mark and <COMMIT>. The system will automatically enter the mark in the adjusted mark column as well.
Either the actual mark or the adjusted mark may be updated. When the actual mark is updated the adjusted mark will also be changed, but changing the adjusted mark will not affect the actual mark.
It is possible to use a batch total control to validate the accuracy of the entries as follows:
The marks must be entered and saved by executing the <COMMIT> action. Press <NEXT BLOCK> and enter the marks batch total. The system will add all the saved adjusted marks and verify whether this total agrees with the batch total supplied by the user. The computer batch total is displayed. The system will warn the user if the totals do not agree.
It is also possible to verify examination marks by using option {SSTUD2-4} “Secondary Exam Marks” and validation report {SSTUD2-22}. See the procedures for “Secondary Exam Marks Entry” in the next section.

Secondary Examination Marks Entry.

When it is required that validation be doen against the entry of examination marks, they can be re-entered under this option.

Select option {SSTUD2-4} “Secondary Examination Mark Entry”
Enter the Exam Year, Examination Month, Subject Code and Paper Number as well as Exam Group (if the user wants to verify per group). The exam group is optional).
Press <NEXT BLOCK>, the system will automatically display the list of students for this exam. Note that it is not possible to generate a list of students from this screen.
Enter the examination marks for the students, and <COMMIT> when complete.
Report {SSTUD2-22} “Exam Mark Verification”, will list all cases where the marks originally entered in option {SSTUD2-3} “Primary Exam Marks” differ from those entered here. The incorrect entries must then be queried and rectified under either option {SSTUD2-3} “Primary Exam Marks” or option {SSTUD2-4} “Secondary Exam Marks” this must be done until Report {SSTUD2-22} is clean.
The Adjusted Mark values under option {SSTUD3-3} “Primary Examination Marks” will be used in all subsequent calculations.
Report {SSTUR1-1} “Exam Paper List” will display all examination paper marks obtained by the students for a particular subject.

Compute Exam Mark.

This procedure can only be followed once all the exam paper marks for a particular subject have been entered. Option {SSTUD2-22} “Validate Exam Papers” may be used to ensure that this has indeed been done.

The system validates against the System Cycle “E” (Enter Exam Marks) when calculations are done. Exemptions, cancellations, attendance only and exam granted = (N)o will be ignored. If there are no marks entered for a student, the student will be ignored.

Select option {SSTUD4-3} “Compute Exam Mark”.
Enter the Exam Year, Examination Month, Department Code and Subject Code for which the calculation must be done. The system will calculate the Exam Marks according to the criteria defined in option {SSTUD3-2b2} “Criteria for Calculation”. The calculated values are inserted into the “Calculated Exam Mark” field, and may be viewed via option {SSTUDM-1} “Change Marks and Results”.
This option may be re-calculated, and will overwrite previously calculated values. The user may also manually change the marks. Please note that if the calculation option is executed again, the manually changed marks will be re-calculated according to the specified criteria.
Report {SSTUR1-1} “Exam Paper List” displays the calculated examination mark per subject for every student.

Global Exam Mark Adjuctments.

It is possible to adjust all the students marks for a specific subject and examination paper at a global level.

Select option {SSTUD6-1} “Maintain Exam Paper Mark Adjustments”.
Enter the Exam Year, Exam Month, Subject Code and Paper Number for which adjustments must be made.
Supply the lowest and highest percentages for the range of marks, that must be updated, enter the adjustment percentage, and <COMMIT>.
Select option {SSTUD6-3} “Execute Exam Paper Mark Adjustments”. Supply the Subject Code and the examination paper for which the adjustment must be executed. The system will automatically perform the above adjustment on the “Adjusted Values” fields in the students’ study records. A report is generated displaying the adjustments that have been made.
Report {SSTUD6-21} can be used to verify the mark adjustments, that have been specified.

Compute Final Mark and Result.

Select option {SSTUD4-4} “Compute Final Mark and Result” only after the entire exam marks and year marks have been entered. Option {SSTUD2-23} “Validate Exam Marks, Final Marks, Results” can be used to ensure that all exam marks have been entered.

Enter the Exam Year, Examination Month, and Department Code and Subject Code for which the calculation is to be done.
The system will calculate the final mark and the result according to the criteria in {SSTUD3-2b1/4} “Criteria for Calculation”. It will also take the sub-minimums and compulsory assessments into account. The values will be entered in the academic record of the student, and can be viewed in option {SSTUDM-1} “Change Marks and Results”. It is possible to change these values in the adjusted mark fields, but the calculated mark is not updateable and will only be overwritten if a calculation is done again.
This option may be executed repeatedly. When a re-calculation is done the system will overwrite all existing marks and results and re-calculate according to the criteria available.
Option {SSTUD2-23} “Validation of Exam Marks, Final Marks and Results” should be executed to ensure that all calculations have been done.
Reports {SSTURN-1/2/3/4/5} under “Notice Boards Results Menu” will print the examination results for students according to the selection made.
Reports {SSTURR-1} “Print Examination Results to Postal Address” and {SSTURR-2} “Print Examination Results to Sponsors” may be used to notify students and their sponsors, if applicable, of their examination results.

The following rules are applied when calculations are done:

If Exam Granted = “N” - Calculates Final Mark as NULL (blank) and Result Code as FA (Fail - No admission to exam).
If Exa Granted = “Y” - Use the criteria as specified in {SSTUD3-1b1}
If Exam Granted is NULL - Ignore student completely
If both the Full Period Mark weight and the Exam Mark weight in {SSTUD3-2} are null, the system uses a default value of 40:60.
If the Full Period mark weight is not 100 and both Exam Mark and Final Mark is null, the default criteria in {SSTUD3-1} will apply.
If the Full Period Mark weight is not 100 and any paper mark is below sub-minimum, then the actual Final Mark is calculated but the Result Code is FR (Fail - Sub-minimum).

Global Final Mark and Result Adjustments.

It may become necessary to change the final marks and results for students at a global level.

Select option {SSTUD6-2} “Maintain Final Mark Adjustments”.
Enter the Exam Year, exam month, final mark and the value to which this mark must be changed, and <COMMIT>.
Select option {SSTUD6-4} “Execute Final Mark Adjustments”. The marks may now be updated for a specified selection of students.
Supply the Offering Type or (ALL), the start and end department codes and the start and end Subject Code for which the adjustments must be done.
The user is advised to do a (T)rial run by entering a “T”. The system will produce a list of the students whose final marks and results will be updated, showing the adjusted values.
If the adjustments are correct, the user may execute option {SSTUD6-4} again. This time the user must enter a “U” to actually update the students’ final marks and results. The list will be produced again.

Query and Update of Marks on Academic Record.

It may become necessary to change marks for students or to enter marks manually without using the compute option. This may be done as follows:

Select option {SSTUDM-1} “Change Marks and Results”.
Select <NEXT BLOCK> to select the actual field that is to be updated.
Select <NEXT BLOCK> and <ENTER QUERY> for a specific student and Exam Year, and if necessary the subject as well. It is also possible to query a subject in order to retrieve the records of all students enrolled for that subject.
The cursor will be in the field “ENTER VALUE”, where the desired update can be performed and <COMMIT>ted. When the value is entered here, the system will enter the value in the appropriate field. It is also possible to move the cursor to the applicable field and enter the value directly.

Note that it is possible to enter values only in the “Adjusted” fields only. This means that the calculated value will remain untouched. All calculations and reports will be based on the values in the “Adjusted” fields.

See Also:

Procedures:

None

History of Changes

Date	System Version	By Whom	Job	Description
10-Jun-2007	v01.0.0.0	Magda van der Westhuizen	T137175	New manual format.
05-Dec-2008	v01.0.0.0	Charlene van der Schyff	t151710	Edit language obtained from proof read language Juliet Gillies.
24-Mar-2015	v04.0.0.0	Magda van der Westhuizen	t205922	Convert manual to INT4.0.