Maintain Student History Records {SMNT-4}

This option allows the retrospective entry of historical student data. This may be necessary during the take-on of data onto the ITS system, and also as a high level facility to correct possible errors in the data of previous years.

The entry of data under this option will not generate any debits in the Student Accounts Subsystem, and it is not dependent on the correct setting of System Cycles. For these reasons many of the normal controls in the system do not operate, and access to this option should, therefore, be carefully controlled.

The entry of records under this option is limited to years of study before the smallest current registration year in the system, cycle ‘R’. Current records must be processed with the normal facilities in the system. A logfile is kept in respect of all inserts; deletes and updates made through this option and may be viewed by the report under option {SMNTL-7}.

The data entered here is stored in the same database tables as the normal student records, and will also be taken into account in the calculation of SAPSE Tables. More detail on the various fields in this option can be found in the sections of the manual dealing with the normal entry of this data.

The option contains four Blocks, which will be discussed in turn:

Fields in the option:

Block 1: Qualification Information

This Block is used to enter Qualification records in respect of previous years. The fields are:

Field	Type & Length	Description
Start Year	N4	The start year of the enrolment for this Qualification.
End Year	N4	The end year of the enrolment for this Qualification.
Block Code	A2	The academic block in which this qualification was taken. The <LIST> function will display all valid values.
Primary	Yes/No	Is this the primary qualification for this year? This field will default to “Y”.
Date	(DD-MON-YYYY)	The registration date for this qualification. This field will default to “today’s date”.
Student Number	N9	The student number of a student for whom a biographical record already exists. If a new biographical record must be created, this can be done in Block 3 of this option.
Qualification	A6	The code of the qualification for which this student was enrolled. The <LIST> function will display all valid values.
Offering Type	A2	The applicable Offering Type. The <LIST> function will display all valid values.
Annual Result	A2	The code of the annual result of the student in this calendar year (optional). The <LIST> function will display all valid values.
Credit Point	N6.3	Display the total credits of subjects for the qualification, credit points of subject on {SACADO-10} and the result is blank or leads to a ‘P’ on {SCODE-23}, only if the indicator “Include In Calc For GPA/SWA” on {SSTUD3-3b3} is set to ‘Y’es or is blank.
Overall Mark	N4	The overall mark that a student obtained for this particular year of study (optional).
FTEN Status This Year	A1	The allowable values are: (F)irst Time Entry, (T)ransfer, (E)ntering or (N)on-entering. For Ireland clients: (I)nternal Transfer and Full Time (R)epeat.
Study Period	A1	The period of study of the student during this registration. The <LIST> function will display all valid values.
Qualification Number	N2	The system will allocate sequential numbers to more than one qualification enrolment for the same student in the same year.
Final Year	Yes/No	Was the student in the final year of study towards his qualification during this registration?
Complete In Time	Yes/No	Could the student, when the registration took place, still complete the qualification in the minimum time?
Date Cancelled	(DD-MON-YYYY)	If the student cancelled this enrolment during the calendar year of registration, the date is entered here (optional).
Cancel Reason	A1	The reason for cancellation is recorded against the above cancellation date. The <LIST> function will display all valid values.
Exiting Status	A1	For SAPSE purposes an exiting status is recorded against the above cancellation date. The allowable value is: (G)ood Standing.

Example:

Block 2: Subject Information

This Block can be used to enter subject enrolment records as well as the results in these subjects. Alternatively, existing records can be amended. All the validation checks that operate with the normal registration programs will also be done in this case.

Field	Type & Length	Description
Reg Year	N4	The Registration year for this subject.
Qualification Code	A6	The qualification code for which this subject is valid must be entered here. The Qualification description and number will be displayed.
Subject	A7	The subject code, the description will be displayed. The <LIST> function will display all valid values.
Offering Type	A2	The Offering Type of the subject will default from the previous Block, but can be updated if required. The <LIST> function will display all valid values.
Block Code	A2	The academic block code under which this subject was taken. The <LIST> function will display all valid values.
Exemption	Yes/No	(Exemption) If the student is granted exemption from enrolling for a subject, possibly because of subjects passed previously at other institutions, the default of “N” (for Not exempted) can be changed to “Y”.
Reason	A1	(Exemption Reason) The reason why exemption was granted is entered here. The <LIST> function will display all valid values.
Exam Year	N4	The Examination year for this subject.
Exam Type	A1	The Examination Type will default to “N” for a normal enrolment. Other valid values can be used to indicate attendance only or examination only types. The <LIST> function will display all valid values.
Exam month	N2	The Examination Month, the <LIST> function will display all valid values for the Block Code and the Examination type. The <LIST> function will display all valid values.
Cancel Date	(DD-MON-YYYY)	If the subject was cancelled, the cancellation date is entered here.
Cancel Reason	A1	If the subject was cancelled, the cancellation reason is entered here. The <LIST> function will display all valid values.
F/Per Mark	N4	The Full Period Mark obtained in this subject.
Exam Mark	N4	The examination mark is entered here.
Fin Mark	N4	The final mark on which the result code was based.
Result	A2	The result code is entered here. The indicator that shows the Pass/Fail will be displayed. The <LIST> function will display all valid values.
Primary	A1	The student may have more than one subject record for one registration period. The primary ‘Y’ record will be the active record.
Credit Point	N6,3	Display the credit on {SACADO-10} and the result is blank or leads to a ‘P’ on {SCODE-23}, only if the indicator “Include In Calc For GPA/SWA” on {SSTUD3-3b3} is set to ‘Y’es or is blank.`
Various options for the calculation of marks and results exist in the Study Record Subsystem. For instance, it is possible to calculate Final Marks and Results from Full Period Marks and Examination Marks. These calculations can also be done in respect of records entered in this option, by suitably adjusting the system cycles for examination marks entry.

Example:

Block 3: Quick Biographical Create

This Block allows the creation of an abbreviated biographical record of a student. The operation of this option is fully discussed in respect of option {SREGAR-1b4}, Manual “Registration Subsystem”. Since the existence of a biographical record is a pre-requisite for the entering of qualification or subject records, this Block provides a useful facility for creating such records.

{SREGAR-1} For more on this option.

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
22-Jan-2007	v01.0.0.0	Charlene van der Schyff	t133961	New manual format.
27-Jul-2007	v01.0.0.0	Hermien Hartman	T133961	Edit manual.
16-Jan-2008	v01.0.0.0	Melanie Zeelie	T131916	Edit manual and Proofread
28-Nov-2011	v02.0.0.0	Hermien Hartman	t178947	Added FTEN Status LOV values for Ireland.
24-Mar-2015	v04.0.0.0	Magda van der Westhuizen	t205922	Convert to INT4.0.
05-Mar-2018	v04.1.0.0	Precious Diale	t223902	Remove the reference indicating no validation is done in {SCODE2-2}. This was changed with F214908.