CERTIFICATES SEEN {SREGB-8}

The Certificates required from prospective students can be defined in the Code Sub-System, {SCODE-22}. Specific indicators required for additional information on a student can also be created and linked to the student. It is possible to specify that certain Certificates / Indicators should be automatically linked to a new student’srecord upon saving.

For a more in detail explanation of the new Application Development Framework (ADF) functionalities refer to the Operational Manual {main-om}.

Letters to students to follow up on outstanding certificates can be handled under option {SCOM 2-3} for applicants and under {SCOM3-1} for registered students.

In respect of the certificates that have already been linked to a student, the user merely has to answer the question “Seen?” and enter any appropriate remarks. The default reply to this question is (N)o.

Fields in this option:

Field	Type & Length	Description
Student Number	N9	Valid Biographical {SREGB-1} student number.
Student Name	A40	Name and Surname of the student.
Certificate	A2	The code of the Certificate/Indicator applicable to the student, as defined in {SCODE-22}. Upon creating a record the LOV will display to be used to identify the applicable codes.
Certificate Description	A40	Description of the Certificate Code.
Seen?	A1	A (Y)es or a (N)o indicates whether the certificate has been Seen by the institution or whether the indicator is applicable to the student.
Council Number	A13	The Council Number of the certificate that was entered.
Expiry Date	DD-MON-YYYY	Date on which the Certificate expire.
Reference Date	DD-MON-YYYY	Reference Date of the Certificate.
Remarks	A30	This field is available for Remarks in respect of each certificate, some of the details on the certificate, or the name of the official who actually saw the certificate, or an indication of the place where a copy of the certificate is filed. The Correspondence Sub-System can print these comments on letters to students - more detail about this can be found in manual “Student Correspondence Sub-System”. The user is therefore advised to enter these comments in the preferred language of a student.

Notes:

Search functionality in the 'Search block'
Search Results: Display only.
Maintain Certificates. The user can create, update, duplicate or delete existing records.
Document Storage and Retrieval (DSR) functionality has been built into the menu option as seen below.

Processing Rules
	This option is subject to the user restriction 'SBIO' as set up in option {SMNT-5}. The validation control 'RV' in option {SMNT-1}, TAB - Validation Control, determines whether the control is done at Faculty or Departmental level and validation control 'RM' also in option {SMNT-1}, TAB - Validation Control, determines the control is done per Campus on a second level after Faculty or Department. The restriction is done on the primary qualification of a student, if the student is enrolled, or alternatively on the first application of the student. All records are displayed when a query is done, but the user may only update information in respect of those records that belongs to the faculty or department the user is linked to. If an application / registration record does not exists for a student and the user is linked to 'SBIO' the rules still apply.

Processing
Rules

This option is subject to the user restriction 'SBIO' as set up in option {SMNT-5}. The validation control 'RV' in option {SMNT-1}, TAB - Validation Control, determines whether the control is done at Faculty or Departmental level and validation control 'RM' also in option {SMNT-1}, TAB - Validation Control, determines the control is done per Campus on a second level after Faculty or Department. The restriction is done on the primary qualification of a student, if the student is enrolled, or alternatively on the first application of the student. All records are displayed when a query is done, but the user may only update information in respect of those records that belongs to the faculty or department the user is linked to. If an application / registration record does not exists for a student and the user is linked to 'SBIO' the rules still apply.

History of Changes

Date	System Version	By Whom	Job	Description
31 July 2014	v04.0.0.0	Magda van der Westhuizen	T196727	New manual format.
08-Apr-2016	v04.0.0.0	Magda van der Westhuizen	T196727	Insert Restrictions 'SBIO' / SDIS'.
24-Jul-2019	v04.1.0.0	Beulah Vries	T237048	Update Manual and insert new image for INT4.1
10-Marc-2022	v04.1.0.1	Precious Matshaya	T253784	FIX: The Processing Rules refers to {SMNT-2} instead of {SMNT-1}