Register Additional Subjects {SREGAR-12}

If a student must be registered for additional subjects, i.e. subjects that cannot be taken towards the qualification for which she / he is registered, this option is available for such registrations. The student will already have been registered for his / her normal qualification and a search can be done on student number and academic year. Note that the registration of additional subjects is subject to the registration cycles as defined under option {SREG-1}. If validation is active, the entire quota tests for registration apply to the registration of additional subjects as well.

Search Panel Box:

Search on the start year and student number. Both fields are 'Required' (Mandatory)

Panel Box 1: Additional Subject Information

Field	Type & Length	Description
Qualification	A6	The code of the Qualification in which the additional subject is taken. This cannot be the same as the qualification for which the student is currently registered. Using the LOV will display all the Qualifications
Date	DD-MON-YYYY	The field will display the System Date of the registration. This will be recorded automatically.
Subject	A7	The subject code of the Additional Subject. The description will be displayed. The system will validate that the subject can be taken within the curriculum of the above qualification. The LOV function will display valid values.
Offering type	A2	The Offering Type of the subject. The LOV will display valid values.
Block	A2	The Academic Block in which the student will be taking this subject. The LOV will display valid values.
Start Registration Date	DD-MON-YYYY	The program will default and validate the mandatory 'Start Date' This date will default from the 'Start Date' of the academic block definition for the block entered. Academic block definitions are maintained on {GOPS-1}. When the 'registration dates update indicator' is set to 'Y' on the subject academic structure {SACADO-10}, the users will be allowed to update the 'Start Date'. It can only be changed to a date within the 'Start and End Dates' of the academic block and must be earlier than the end date. Users will not be allowed to change the registration 'Start Date' and to differ from academic block's 'Start Date' when the subject's registration dates update indicator is set to 'N'.
End Registration Date	DD-MON-YYYY	The program will default and validate the mandatory 'End Date'. This date will default from the 'End Date' of the academic block definition for the block entered. Academic block definitions are maintained on {GOPS-1}. When the 'registration dates update indicator' is set to 'Y' on the subject academic structure {SACADO-10}, the users will be allowed to update the 'End Date'. It can only be changed to a date within the 'Start and End Dates' of the academic block and must be later than the 'Start Date'. Users will not be allowed to change the registration 'End Date' when the subjects registration dates update indicator is set to 'N'.
Exam Type	A1	This field will default to (N) indicating a normal enrolment. It is possible to update the field to any other Examination Type that was defined for this block under option {SCODE2-2 }. The LOV will display valid exam type values. If the Exam Type is defined as a normal attendance, the system will check that the subject is active on the curriculum {SACADO-17}. If the Exam Type is defined as an exam-only attendance, the system will check that the subject is either active or active for exam purposes only on the curriculum {SACADO-17}. Note: Additional subjects are frequently registered for attendance purposes only and that a suitable exam type should then be entered. If Exam Type field on {GCS-5} <> Null for the Offering Type on which the student will be registered on the subject level, the Exam Type will be populated with the value as entered on {GCS-5} for the auto-generation and manual entry of subjects. The LOV on Exam Type will only display the value as linked to the Offering Type and the value may not be updated to another value.
Exam Year	YYYY	The year the student will write examinations in. The system will default, the Exam Year and Month, as defined at {SCODE2-3} with the same Block and Exam Type (that you want to register the subject for) and the year greater or equal to the start year with the smallest sequence. The field can be changed.
Exam Month	N2	The number of the month in which the examination for this subject will be written will be displayed in this field. The LOV will display valid values.
Class Group	A2	This will default to (A) but may be updated to any other valid class group linked to the subject on {SACADO-13}
Payment Agreement	A4	For Term payments: The 'Payment Agreement' will default from the value linked to the year and block code combination defined in {FSAM-25}. The user is allowed to update the 'Payment Agreement', if the default is not the applicable code for the registration e.g. if the student is paying for tuition on terms and wants to pay over a period of six months, then the user can select the applicable code to indicate the number of payments. When an 'Agreement Code' is not defined for the contract's student payee type - other valid 'Agreement Codes' can be used. The LOV will display all valid agreement codes for the academic year, currency and payment combination, as created with option {FSAM-24b2}. For Cash payments: The 'Payment Agreement' will default from the cash agreement code that is set up by the user in the Alpha field of the SOD 'SF' (Current Year) or 'SH' (Next Year). These SOD's are for subsystem 'SD' in {FCSM-1} Tab - System Operation Definition.
Credit Point	N6.2	Display the Credit Point of {SACADO-10} if the result is null or leads to a ‘P’ on {SCODE-23}, only if the indicator “Include In Calc For GPA/SWA” on {SSTUD3-3 b3} is set to 'Y'.
Language: Tuition	A1	Student Tuition Language preference (A)lternate / English.
Exam	A1	Student Exam Language preference (A)lternate / English.
Store code		Study material will be requested and issued from this program if a 'Store Code' is entered in the field discussed below: A 'Store Code' must be defined on {FPMM-22}. If a 'Store Code' is not defined on {GCS-5} for the offering type, the 'Store Code' must not be entered on the qualification and subject enrolment records - the user will receive an error message. The 'Store Code' will default from {GCS-5} when a valid 'Store Code' is linked to the offering type definition. A 'Store Code' that has been defaulted from {GCS-5} for the qualification and subject enrolment records cannot be change when SOD 'AF / PM' on {FCSM-1} is set to 'N'. A 'Store Code' that has been defaulted from {GCS-5} for the qualification and subject enrolment records can be changed to a valid value (not NULL) if the value for SOD 'AF / PM' is set to 'Y'. (Remember that SOD 'AE' overrule the subject part of this SOD). On subject enrolment, default and only allow the 'Store' linked to the qualification's offering type when SOD 'AE / PM' {FCSM-1} is set to 'Y' and there is a 'Store' linked to the subject's offering type
Student Type		The program will validate and default the mandatory 'Student Type' and get the description. The 'Student Type' must be defined on {SCODE3-5}. If no contract is linked, or the 'Student Type' on the contract is null, the 'Student Type' from the biographical record is copied. The user can update this field to another value. If the student is registering under a contract and a 'Student Type' is linked to the contract, the 'Student Type' will default from the contract. When SOD 'ST / RE' is set to 'Y' on {SMNT-12} the 'Student Type' and offering type combination must be defined on {GCS-5b2}.

Example:

Additional Options

Field	Type & Length	Description
Generate Links to Exam Centre	Generate Button	Exam Centre: Use the drop down list to select an "Exam Centre" for the student. "Exam Centres" are created on {SDSERC-4b4} Exam Groups: Use the drop down list to select an 'Exam Group' for the student. 'Exam Groups' are created on {SDSERC-4b4}. Students can be automatically linked to their Service Center / Activity combinations according to the student’s postal code. Clicking this button will link the student to the exam centre and update the students exam group with the value chosen. Before clicking the button to create an "exam centre" for the student, the user must select an "exam centre" and Exam group from the fields below the button. This action will be performed for each subject without a result or subjects with a fail result. A combination of year per "exam centre", "Exam Group" and subject must be defined in {SDSERC-4b4} before this action is taken. Only service centres linked to activity code type "E" in {SDSERC-3} will be linked to students when this button is used. This "exam centre" record can be viewed in {SDSERI-1}. The "exam group" for the student and subject can be viewed on {SSTUDY-21}. Corrections of "exam groups can be made on {SEXAM5-1}.
Generate Links to Service Centres	Generate Button	If linking was done with the previous option, changes can be made if the indicator is changed to "Yes"; the user can view the automatic linking and can make applicable changes. If no linking was done with the previous option, the user can insert information for each student individually or the option can be ignored. This screen is the same as {SDGUIM-2} and is more fully described in manual "Distance Ed Study Guide Sub-System".
Generate Registration Printouts	Generate Button	When the button is clicked, one or more printouts will immediately be produced for this student. The control of the type and number of printouts is dealt with under option {SMNT-1}, TAB - Report Choice. Together with the standard registration printouts, the user will have the choice to add additional printouts. On {SMNT-1}, TAB - Report Choice where the user indicates the choice of the registration printout, the user can also indicate a combination of other printouts: Lecturing Timetable Exam Timetable Prescribed Books The user will indicate with a (Y) if a report must be printed together with the proof of Registration. A System Operational Definition '32' exists in {GCS2-11} that adds another level of control on the printout destination. If the value is 'N', the Proof of Registration will print with a background process. If the value is 'Y' then Proof of Registration will be displayed on the screen in a web browser session. The user can then decide to print the Proof of Registration. The printing of the reports is a background process without the user being prompted for a printer destination. The printer destination is determined by the printers and users linked to function code 'IREG' in option {GPRT-3}. At least one system printer must be linked to this function. In this option individual users can be linked to the function 'IREG' and a specific printer. It is possible to only link a printer to this function without specifying a specific user. This will result in all registration printouts being generated to that printer for all users, provided that no default printer was linked to a user in option {USERS-5}. The printer in option {GPRT-3} will only be used if the record is active. It is, therefore, possible to link users to a specific printer in option {GPRT-3} which must be used during the registration period. If the registration period is over and users must still deal with late registrations from their own offices, the default printer for a user in option {USERS-5} can be used by making the record in option {GPRT-3} inactive. If the institution only has one system printer to which the printouts must be routed, no individual users should be linked to printers for the Function Code 'IREG'. Instead the function “IREG” in option {GPRT-3} must be linked to a printer and all registration printouts will then be routed to that particular printer.

Field

Type
&
Length

Description

Generate Links to Exam Centre

Generate Button

Exam Centre: Use the drop down list to select an "Exam Centre" for the student. "Exam Centres" are created on {SDSERC-4b4}
Exam Groups: Use the drop down list to select an 'Exam Group' for the student. 'Exam Groups' are created on {SDSERC-4b4}.

Students can be automatically linked to their Service Center / Activity combinations according to the student’s postal code.

Clicking this button will link the student to the exam centre and update the students exam group with the value chosen.

Before clicking the button to create an "exam centre" for the student, the user must select an "exam centre" and Exam group from the fields below the button.

This action will be performed for each subject without a result or subjects with a fail result. A combination of year per "exam centre", "Exam Group" and subject must be defined in {SDSERC-4b4} before this action is taken.

Only service centres linked to activity code type "E" in {SDSERC-3} will be linked to students when this button is used.

This "exam centre" record can be viewed in {SDSERI-1}. The "exam group" for the student and subject can be viewed on {SSTUDY-21}. Corrections of "exam groups can be made on {SEXAM5-1}.

Generate Links to Service Centres

Generate Button

If linking was done with the previous option, changes can be made if the indicator is changed to "Yes"; the user can view the automatic linking and can make applicable changes. If no linking was done with the previous option, the user can insert information for each student individually or the option can be ignored. This screen is the same as {SDGUIM-2} and is more fully described in manual "Distance Ed Study Guide Sub-System".

Generate Registration Printouts

Generate Button

When the button is clicked, one or more printouts will immediately be produced for this student.

The control of the type and number of printouts is dealt with under option {SMNT-1}, TAB - Report Choice.

Together with the standard registration printouts, the user will have the choice to add additional printouts.

On {SMNT-1}, TAB - Report Choice where the user indicates the choice of the registration printout, the user can also indicate a combination of other printouts:

Lecturing Timetable
Exam Timetable
Prescribed Books

The user will indicate with a (Y) if a report must be printed together with the proof of Registration.

A System Operational Definition '32' exists in {GCS2-11} that adds another level of control on the printout destination.

If the value is 'N', the Proof of Registration will print with a background process.
If the value is 'Y' then Proof of Registration will be displayed on the screen in a web browser session. The user can then decide to print the Proof of Registration.

The printing of the reports is a background process without the user being prompted for a printer destination. The printer destination is determined by the printers and users linked to function code 'IREG' in option {GPRT-3}. At least one system printer must be linked to this function.

In this option individual users can be linked to the function 'IREG' and a specific printer.
It is possible to only link a printer to this function without specifying a specific user. This will result in all registration printouts being generated to that printer for all users, provided that no default printer was linked to a user in option {USERS-5}.
The printer in option {GPRT-3} will only be used if the record is active.

It is, therefore, possible to link users to a specific printer in option {GPRT-3} which must be used during the registration period. If the registration period is over and users must still deal with late registrations from their own offices, the default printer for a user in option {USERS-5} can be used by making the record in option {GPRT-3} inactive.

If the institution only has one system printer to which the printouts must be routed, no individual users should be linked to printers for the Function Code 'IREG'. Instead the function “IREG” in option {GPRT-3} must be linked to a printer and all registration printouts will then be routed to that particular printer.

Example:

Processing Rules
	When a subject is registered, the system will check against validation “CA” (“Check Subject Registration Attempts”) if this validation is switched on in option {SMNT-1}. The program will stop the registration if the student wants to register one more time than the maximum number of attempts allowed, as defined in {SCODE-27} or {SSTUD3-1}. The system will check against status codes for the student in option {SREGL-2} which lead to action “SS” (“Stop Registration for a Subject / Offering Type"). If the validations “CQ” (“Check Quota per Curriculum”) and “SQ” (“Check Quota per Subject Offering Type”) are switched on in option {SMNT-1}, the system will validate against these quotas. An additional subject may not be registered against a canceled qualification.

Processing
Rules

When a subject is registered, the system will check against validation “CA” (“Check Subject Registration Attempts”) if this validation is switched on in option {SMNT-1}. The program will stop the registration if the student wants to register one more time than the maximum number of attempts allowed, as defined in {SCODE-27} or {SSTUD3-1}.

The system will check against status codes for the student in option {SREGL-2} which lead to action “SS” (“Stop Registration for a Subject / Offering Type").

If the validations “CQ” (“Check Quota per Curriculum”) and “SQ” (“Check Quota per Subject Offering Type”) are switched on in option {SMNT-1}, the system will validate against these quotas.

An additional subject may not be registered against a canceled qualification.

History of Changes

Date	System Version	By Whom	Job	Description
09-May-2007	v01.0.0.0	Bea Swart	t130129	New manual format.
28-Sep-2007	v01.0.0.0	Melanie Zeelie	t135225	New information regarding Offering Type / Exam Type Restriction.
01-Oct-2007	v01.0.0.0	Melanie Zeelie	t143891	New field and proofread.
14-Jan-2008	v01.0.0.0	Melanie Zeelie	t143891	New image B3 and proofread.
04-Nov-2008	v01.0.0.0	Magda van der Westhuizen	t151714	Update manual: Language Editing: Juliet Gillies.
24-Nov-2009	v02.0.0.0	Christel van Staden	t160547	Add start and end registration dates
13-Jul-2010	v02.0.0.1	Magda van der Westhuizen	t163905	Insert New System Operational Definition '32'
19-Mar-2015	v04.0.0.0	Magda van der Westhuizen	t205922	Change SACAD to SACADO menu and options.
25-Apr-2019	v04.1.0.0	Beulah Vries	t232192	Online Manual - New Menu Option: SREGAR-12