Register Exemption Subjects {SREGAR-13}

This option is used to Register Exemption Subjects for a student who has already been registered for a particular qualification on {SREGAR-11}. Note that the exemption subject must be valid in the curriculum of the qualification of the student, but not necessarily active. Exemption subjects may only be registered in respect of blocks that are currently valid in the Exemption System Cycle 'B' as defined on {SMNT-2}.

The System operation Definition 'QS' for subsystem 'RE' must be defined on {SMNT-12}
The Restriction 'SREX' may be used to restrict user usage of this option

Note: All changes (updates) made under this option are written to a special log file under option {SMNTL-2}. This can be printed out at regular intervals and used to make journal entries in student accounts where necessary. The credits and debits will be 100% applied when the Exemption is changed.

Tab 1: Search Panel box.

The user is allowed to search for data on the academic year and student number which is mandatory fields and for the block code, offering type and qualification.

The queried qualification record will display under the 'Qualification Registration Information' tab and; exemption subjects under the 'Exemption subjects' tab or the user will be able to create 'Exemption Subjects.

The program will display all suppressed cycles under the 'Suppressed Cycles' tab and the user will be able to print registration printouts with the 'Generate' button under the 'Registration Printouts panel box.

Example:

Tab: Qualification Registration Information:

The following fields will be populated from the qualification registration program {SREGAR-11} and the fields are not updateable:

Field	Type & Length	Description
Student Number		Student Number from the registration record.
Academic Year		Students qualification's academic year.
Qualification		Qualification(s) the student has been registered for.
Offering Type		Qualifications offering type.
Block Code		Qualifications block code.
Start Date / End Date		Start and end registration dates.
Registration Date		Registration date of the qualification.
Student Type		Student Type on the qualification registration.
Study Period		Study Period on the qualification registration.
Primary		Indication if this is the primary qualification.
Date Cancelled		Cancellation date will display if the qualification has been cancelled.

Tab: Exemption Subject

When the user search for a student the system will display all the subjects for which a student is registered for the year. Note that the (E) Examination Cycle(s) and (F) Change Marks and Results Cycle(s), {SMNT-2} for which the final marks and results must be suppressed is displayed on the

'Suppress Cycles' panel box.

Field	Type & Length	Description

Subject	A7	The Subject Code for which exemption is to be granted is entered and the description will be displayed. A list of values function will display all valid values. Rules: When a subject is cancelled a little orange triangle will display next to the 'subject code'. When the user hoover with the mouse over the triangle a error message will display. No updates are allowed on cancelled subjects. The creation of a 'subject' exemption records against a cancelled qualification enrolment is not allowed. The creation of a 'subject' exemption record is not allowed if the student has an exclusion status with an action of : 'RA', 'AR' or 'R' linked on {SREGL-2} or {FCSM-1b2}. The creation of a 'subject' exemption record is not allowed if the student has an exclusion status with 'SS' action for 'subject and offering type' (or any offering type) linked on {SREGL-2}. The program will default the 'tuition' and 'exam language' either: From the language as defined on the subject definition {SACADO-10} OR if the language is not specified on {SACADO-10} from the student's biographical preferred language on {SREGB-1}
Offering Type	A2	Offering Type must be defined on {GCS-5}. The 'offering type' will default to the Offering Type of the qualification, furthermore The 'offering type', 'qualification and 'subject' combination must be defined and 'active' on the curriculum {SACADO-17}. A validation will be done to see if a record for the 'academic Year', 'subject', 'offering type' and 'block code' combination is defined on the 'academic structure' {SACADO-12}. A student must not have an excusion status with action 'SS' for a subject and offering type (or any offering type) as defined on {SREGL-2}
Block	A2	Valid blocks needs to be defined on {SCODE2-1}. The Academic Block for which this subject is exempted. A list of values will display valid values from {SACADO-12}. Block code will default: from {SACADO-12} when a single record has been found for the academic year, subject, offering type and block code. qualification Block Code, if academic year, subject, offering type and block code valid on {SACADO-12}. the program will vaildate if the qualification / subject / block code combination is flagged as inactive on {SACAD-25} The program will default the subject start / end dates: to the default block's start and end date OR to the qualification enrolment start and end registration dates, when the default subject's block start and end dates are earlier or later than the qualification start and end dates (providing that subject's registration dates are updateable as defined on {SACADO-10}).
Start Registration Date	DD-MON-YYYY	This date will default from the start date of the academic block definition for the block that the subject is registered for. Academic block definitions are maintained on {GOPS-1}. The start date can be changed if indicated that the start and end registration dates are updateable on the subject definition on {SACADO-10}. It can only be changed to a date within the start and end dates of the qualification and must be earlier than the end registration date.
End Registration Date	DD-MON-YYYY	This date will default from the end date of the academic block definition for the block that the subject is registered for. Academic block definitions are maintained on {GOPS-1}. The end date can be changed if it is indicated that the start and end registration dates are updateable on the subject definition on {SACADO-10}. It can only be changed to a date within the start and end dates of the qualification and must be later than the start registration date.
Exemption	A1	When a subject is entered, this field defaults to (Y)es as only exemption subjects may be registered here. On change of Exemption from 'Y' to 'N': Exemption Code, Final Mark and Result are cleared.If User changes mind and sets it back to 'Y', cleared values are re-displayed. The Exam Year and Exam Month defaults from {SCODE2-4} for Block and Exam Type. If an exam opportunity is not found in the future then first opportunity in the past is used. Class, Practical and Tutorial groups are set as per standard rules: 1) For Contact registration 'Auto allocation' rules are used when validation 'MM / RS' {SMNT-1} is set to N) See {SREGAR-1} document for Auto allocation rules When 'auto allocation is set to N Class Group is derived from {SACADO-13} The Class Group selected for defaulting have to pass the following validations: Check for Class Timetable clashes if required (validation 'M1 / RS' is set to 'Y'). Validate against Class Group quotas when SOD 'DS' (distant) / 'CG' (contact) is set to 'Y'. On change of the Exemption from 'N' to 'Y': Users will be allowed to enter values in the fields Exemption Code, Final Mark and Result.
Exemption Code	Include in Calc	A valid Exemption Type Code, as created under option {SCODE-28}, must be entered here in respect of each exemption. The <LIST> function will display the valid values.
Final Mark	N4	A Final Mark for the exemption subject may be entered here (optional). This is normally only done in the case where the exact equivalent of this course was passed at another institution. Value can be entered only for Exemptions.
Result Code	A2	A Result Code can be entered in respect of this exemption subject. The <LIST> function will display valid values. Value can be entered only for Exemptions.
Include in Calc	A1	Should this subject be included in the calculation of the Credit Point? Yes No NULL
Date	DD-MON-YYYY	The system defaults to the System Date, which cannot be changed by the user.
Student Type	A2	Student Types will be validated as follow: Validate Student Type against the code structure {SCODE3-5}. When the system operational definition [SOD] 'ST / RE' is set to 'Y' on {SMNT-12}; Student Type and Offering Type combination must be defined on {GCS-5b2} When a subject registration is limitted to certain combinations of offering types and student type on {SACADO-15}, then the chosen 'subject type' must be one of those that are defined against academic year / subject and offering type combination. If a student registration is linked to a 'contract' on {FSAC-10} the student type will be set to the one linked to the 'contract' and will not be updateable.
Payment Agreement	A4	Payment Agreement for this qualification. The <LIST> function will display valid values as defined at {FSAM-24}. Default the Agreement Code to the value in SOD 'SF / SD' or 'SH / SD' on {FCSM-1} when: a) Cash is chosen as Payment on Qualification Enrolment b) Academic Year is equal to the current year (SF) or current year plus one (SH) c) It is not allowed to 'Use Changed Qualification Payment. Default Agreement Code to the one specified on the Census data {GOPS-1} for Academic Year and Subject's Block Code when: a) Terms is chosen as a Payment on the Qualification Enrolment b) It is not allowed to 'Use Changed Qualification Payment Agreement for Subjects' SOD 'S9 / SD' on {FCSM-1} Default Agreement Code to the one specified on Qualification when: a) It is allowed to 'Use Changed Qualification Payment Agreement for Subjects' SOD S9/SD on {FCSM-1} b) The Agreement Code on Qualification enrollment is not a default one If a Contract is linked to Qualification enrolment and specific Agreement Code is defined for Student paye type on Contract Definition {FSAC-10} : Contract Paye Type Definition} then the Agreement Code must be defaulted from the one as defined on the Contract.
Class Group	A2	If a final mark and / or result has been entered on an exemption subject and the registration of the subject is changed to normal attendance, the final mark and result code will be deleted. The examination month will be linked to the record and the Class Group will be set to (A). Validate class group against {SACADO-13} for Academic Year, Subject, Offering Type, Primary Lecturer and Active indicator set to Y. If Class Group is restricted to specific Qualification then this Qualification must be same as Subject enrolment Qualification. If Class group is restricted to specific Qualification Group then Subject's Qualification must belong to this group {SACAD-29}. Mandatory when Exemption indicator changed from Y to N.
Provider Type	A1	A provider in this context is an institution or a school where the student was registered and this institution/school did its own reporting to the external examination body (NZQA), or in other words our institution did not do the reporting on behalf of this institution or school. This field is used to link students to a Provider Type. As indicated above their are two types of providers: (I)nstitution as defined in {GCS-2} or (S)chool as defined in {SCODE-1} An LOV is available on this field. The provider cannot be populated if a provider type is not chosen. When a provider type is chosen, then the provider field cannot be NULL..
Provider Code		Clearing of Provider Code without clearing Provider type is not allowed. When Provider Type is Institution, valid values include institutions defined on {GCS-2}. When Provider Type is School valid values include institutions defined on {SSCHL-1}

Tab: Registration Printouts:

BUTTON: Generate Registration Printouts?

Will generate a statement registration statement for the student..

Example:

Processing Rules
	Special Rules pertaining to this option: Only Exemption Subjects may be registered in this option. Subjects that have been incorrectly registered as normal subjects may be changed here to an exemption. Subjects that have been incorrectly registered as exemptions may be changed to normal registrations. If a Final Mark and / or a result has been entered on an exemption subject, and the registration of the subject is changed to a normal attendance, the final mark and fesult code will be deleted. The Examination Month will be linked to the record and the Class Group will be set to (A). The program will default the block code: From {SACADO-12} when a single record is found for the Academic Year, Subject, Offering Type and Block Code The Qualification Block Code, if the Academic Year, Subject, Offering Type and Block Code is valid on {SACADO-12}. Subjects registered in this option will be linked to the same Qualification Code and Qualification Number as for the qualification. The system will check against the System Cycle (B) for the valid year and dates during which exemptions may be registered. Cancelled will not being allowed to be updated in this option. The Financial Exclusion (R) (“Stop Registration”) is checked during registration of subjects as defined on {FCSM-1}. The Student Exclusion “SS” (“Stop registration for a subject”) is checked during the change from an exemption ‘Y’es to an exemption ‘N’o. Invalid / Inactive Qualification, Subject and Block Code combinations, as defined on {SADADO-17) will be rejected. If a user is linked to the restriction type 'SREX' on {SMNT-5} the following rules will apply: When the users is linked to restriction 'SREX' on {SMNT-5} and if the 'SOD' is set to ‘S', only the subjects for which the department or faculty linked to the subject, or department or faculty and campus (via the offering type) linked to the subject, (depending on validation 'RV'), may be registered, OR if the 'SOD' is set to ‘Q’, only the subjects linked to the department or faculty of the qualification, or the subjects department or faculty and campus (via the offering type) linked to the qualification, (depending on validation 'RV') may be registered. The program will create entry and entry on the logfile tables {SMNTL-2} [ICHSUB] on insert of a Subject record with statuses 'OLD', 'INS', 'NEW' and 'DELETE' etc. Class groups will be cleared when the indicator is changed from 'N' to 'Y' on {SREGC-6} Rules when the exemption indicator changed from 'Y' to 'N': Exemption Code must be cleared. Academic Year, Qualification, Subject and Offering Type combination must be valid and active on the Curriculum {SACADO-17}. The student must have a previous enrolment for this subject if the 'Active' indicator for the Academic Year, Qualification, Subject and Offering Type combination is set to 'P - Previously enrolled'. When validation DR for (Distance) / CA for (Contact) is set to 'Y' on {SMNT-1}, the number of Student's Subject registration attempts must be validated: Number of Student's registrations for the subject must not exceed the limit as set on {SCODE-27} or {SSTUD3-1}. The program will not allow the user to change the exemption back to 'N' if the Qualification, subject and block code combination is flagged as active on {SACAD-25}. The exam year / exam month and attendance type combination must be valid on {SCODE2-4} NOTE: These values are defaulted on the exemption record during the creation and cannot be updated on un-exempting of the subject. The program will validate against the subject quota when, the validation for SQ (contact) / DZ (distant) on {SMNT-1} is set to 'Y' and the quota has been specified for the Academic Year / Subject / Offering Type on the Academic Structure {SACADO-11}. The program do not allow the update if the number of non 'Exam Only' enrolments for the Academic Year / Subject / Offering Type and the Academic Block exceeds the specified Quota. The program validate against the curriculum quota when CQ (contact) / DT (distant) validation on {SMNT-1} is set to 'Y' and the Quota has been specified for the Academic Year / Qualification / Subject / Offering Type on the Curriculum {SACADO-17}. The program validate against the class group quota when either the SOD 'DS' (distant) / 'CG' (contact) is set to 'Y'. The class group quota's can be defined on {SACADO-13} for the academic year / subject / offering type / block / class group; or do not allow the registration if the quota defined on {SACADO-13} for the academic year / subject / Offering Type and primary lecturer has been oversubscribed. The program will validate the class group against {SACADO-13} for the academic year, subject, offering type, primary lecturer and if the active indicator is set to 'Y'. If the Class Group is restricted to a specific qualification then this qualification must be the same as the subject enrolment's Qualification. If the Class group is restricted to a specific qualification group then this subject's qualification must belong to this group as defined on {SACAD-29}. The program will stop a subject registration when SOD 'DP / SD' as set on {FCSM-1} is set to 'Y', and a sufficient down payment hasn't been made on {FCTO-3}. Students with an active status against action 'FX as set on {FSAO-12} are excluded from down payment check. The program will revers the original fee raising transactions when the exemption indicator is set from 'N' to 'Y' or un-exempting e.g. changing the exemption indicator from 'Y' to 'N'. On exempting a subject: The program will raise exemption fees against the student's account: Subject Fees will be raised as per {FSAM-1} rules for event 18. On un-exempting: The program will raise the subject enrolment fees against the student's account as follow: a) Raise Subject Fees as per {FSAM-1} rules for event 07. b) Raise Laboratory Fees as per {FSAM-1} rules for event 17. Exam Type on this Subject enrolment must be 'exam only' if the academic year, qualification, subject and offering type combination is allowed only for 'Exam' : Active = 'E' on {SACADO-17} and a record exists on for 'E' type on {SCODE2-4}. NOTE: The 'Exam Type' is not displayed on capturing of the exemption - it is defaulted in the background and if it fails this validation, un-exempting of the subject is not allowed. When the user un-exempt the subject: The program will create study guide request for the applicable items as defined on {SDGUIM-1}. When the user exempt the subject: The program will cancel the outstanding study guide request for applicable items. Store is only available for insert / update when the menu instruction parameter 1 is set to 'DO_GUIDES' The program will allow the deletion of the exemption enrolment when: Validation 'SS' is set to 'Y' on {FSAM-3}; and The deletion date is the same as the subjects enrolment capturing date. Default the earliest valid exam month from {SCODE2-4} for a Exam Year, Block Code and Exam Type. If SOD 'EY / RE' is set to 'Y' on {SMNT-12} then the current (sysdate) Exam Year / Exam Month combination can be used, otherwise the Exam Year / Exam Month must be in the future.

Processing
Rules

Special Rules pertaining to this option:

Only Exemption Subjects may be registered in this option. Subjects that have been incorrectly registered as normal subjects may be changed here to an exemption. Subjects that have been incorrectly registered as exemptions may be changed to normal registrations.
If a Final Mark and / or a result has been entered on an exemption subject, and the registration of the subject is changed to a normal attendance, the final mark and fesult code will be deleted. The Examination Month will be linked to the record and the Class Group will be set to (A).
The program will default the block code:
- From {SACADO-12} when a single record is found for the Academic Year, Subject, Offering Type and Block Code
- The Qualification Block Code, if the Academic Year, Subject, Offering Type and Block Code is valid on {SACADO-12}.
Subjects registered in this option will be linked to the same Qualification Code and Qualification Number as for the qualification.
The system will check against the System Cycle (B) for the valid year and dates during which exemptions may be registered.
Cancelled will not being allowed to be updated in this option.
The Financial Exclusion (R) (“Stop Registration”) is checked during registration of subjects as defined on {FCSM-1}.
The Student Exclusion “SS” (“Stop registration for a subject”) is checked during the change from an exemption ‘Y’es to an exemption ‘N’o.
Invalid / Inactive Qualification, Subject and Block Code combinations, as defined on {SADADO-17) will be rejected.
If a user is linked to the restriction type 'SREX' on {SMNT-5} the following rules will apply:

When the users is linked to restriction 'SREX' on {SMNT-5} and

if the 'SOD' is set to ‘S', only the subjects for which the department or faculty linked to the subject, or department or faculty and campus (via the offering type) linked to the subject, (depending on validation 'RV'), may be registered, OR

if the 'SOD' is set to ‘Q’, only the subjects linked to the department or faculty of the qualification, or the subjects department or faculty and campus (via the offering type) linked to the qualification, (depending on validation 'RV') may be registered.

The program will create entry and entry on the logfile tables {SMNTL-2} [ICHSUB] on insert of a Subject record with statuses 'OLD', 'INS', 'NEW' and 'DELETE' etc.
Class groups will be cleared when the indicator is changed from 'N' to 'Y' on {SREGC-6}

Rules when the exemption indicator changed from 'Y' to 'N':

Exemption Code must be cleared.
Academic Year, Qualification, Subject and Offering Type combination must be valid and active on the Curriculum {SACADO-17}.
The student must have a previous enrolment for this subject if the 'Active' indicator for the Academic Year, Qualification, Subject and Offering Type combination is set to 'P - Previously enrolled'.
When validation DR for (Distance) / CA for (Contact) is set to 'Y' on {SMNT-1}, the number of Student's Subject registration attempts must be validated:
- Number of Student's registrations for the subject must not exceed the limit as set on {SCODE-27} or {SSTUD3-1}.
The program will not allow the user to change the exemption back to 'N' if the Qualification, subject and block code combination is flagged as active on {SACAD-25}.
The exam year / exam month and attendance type combination must be valid on {SCODE2-4}
NOTE: These values are defaulted on the exemption record during the creation and cannot be updated on un-exempting of the subject.
The program will validate against the subject quota when, the validation for SQ (contact) / DZ (distant) on {SMNT-1} is set to 'Y' and the quota has been specified for the Academic Year / Subject / Offering Type on the Academic Structure {SACADO-11}.
The program do not allow the update if the number of non 'Exam Only' enrolments for the Academic Year / Subject / Offering Type and the Academic Block exceeds the specified Quota.
The program validate against the curriculum quota when CQ (contact) / DT (distant) validation on {SMNT-1} is set to 'Y' and the Quota has been specified for the Academic Year / Qualification / Subject / Offering Type on the Curriculum {SACADO-17}.
The program validate against the class group quota when either the SOD 'DS' (distant) / 'CG' (contact) is set to 'Y'.
The class group quota's can be defined on {SACADO-13} for the academic year / subject / offering type / block / class group; or
do not allow the registration if the quota defined on {SACADO-13} for the academic year / subject / Offering Type and primary lecturer has been oversubscribed.
The program will validate the class group against {SACADO-13} for the academic year, subject, offering type, primary lecturer and if the active indicator is set to 'Y'.
If the Class Group is restricted to a specific qualification then this qualification must be the same as the subject enrolment's Qualification.
If the Class group is restricted to a specific qualification group then this subject's qualification must belong to this group as defined on {SACAD-29}.
The program will stop a subject registration when SOD 'DP / SD' as set on {FCSM-1} is set to 'Y', and a sufficient down payment hasn't been made on {FCTO-3}.
Students with an active status against action 'FX as set on {FSAO-12} are excluded from down payment check.

The program will revers the original fee raising transactions when the exemption indicator is set from 'N' to 'Y' or un-exempting e.g. changing the exemption indicator from 'Y' to 'N'.
On exempting a subject:
The program will raise exemption fees against the student's account:
- Subject Fees will be raised as per {FSAM-1} rules for event 18.
On un-exempting:
The program will raise the subject enrolment fees against the student's account as follow:
a) Raise Subject Fees as per {FSAM-1} rules for event 07.
b) Raise Laboratory Fees as per {FSAM-1} rules for event 17.

Exam Type on this Subject enrolment must be 'exam only' if the academic year, qualification, subject and offering type combination is allowed only for 'Exam' : Active = 'E' on {SACADO-17} and a record exists on for 'E' type on {SCODE2-4}.

NOTE: The 'Exam Type' is not displayed on capturing of the exemption - it is defaulted in the background and if it fails this validation,
un-exempting of the subject is not allowed.

When the user un-exempt the subject:
- The program will create study guide request for the applicable items as defined on {SDGUIM-1}.
When the user exempt the subject:
- The program will cancel the outstanding study guide request for applicable items.
- Store is only available for insert / update when the menu instruction parameter 1 is set to 'DO_GUIDES'
The program will allow the deletion of the exemption enrolment when:
- Validation 'SS' is set to 'Y' on {FSAM-3}; and
- The deletion date is the same as the subjects enrolment capturing date.
- Default the earliest valid exam month from {SCODE2-4} for a Exam Year, Block Code and Exam Type.
If SOD 'EY / RE' is set to 'Y' on {SMNT-12} then the current (sysdate) Exam Year / Exam Month combination can be used, otherwise the Exam Year / Exam Month must be in the future.

Date	System Version	By Whom	Job	Description
22-Feb-2007	v01.0.0.0	Amanda Nell	t130130	New manual format.
24-Nov-2009	v02.0.0.0	Christel van Staden	t160547	Add start and end registration dates
30-Jul-2010	v02.0.0.1	Christel van Staden	t160874	Add student type
14-Feb-2013	v02.0.0.3	Magda van der Schyff	t182256	Add provider detail
11-Oct-2015	v04.0.0.0	Melanie Zeelie	t209880	Add rules on restriction SREX and SOD QS/RE
08-Jul-2019	v04.1.0.0	Magda van der Westhuizen	t235218	Update the manual to INT4.1 changes.