Change Qualification {SREGC-1}

This option validate against the System Cycles for (R)egistration or (I) Skills Registration. The option may be used for the correction of administrative errors with regards to qualifications and offering types made during the registration process, or to record the information of a student who wishes to change his / her qualification during the year.

This option can be used to cancel the incorrect registrations. The decision whether the records should be deleted or not is made by the user.
When this option is used, the user can indicate which subjects must be retained under the new qualification. When the new qualification record is created, the marked subjects will automatically be linked to the qualification, provided that they are valid for the curriculum of the new qualification.
A number of financial transactions take place when this option is executed. The rules that should apply are set up by the Financial Section using the validation control "03" in {FSAM-1}. No credits or debits will, however, apply to subjects, that have been retained.
Validation 'AJ - Include Cancelled Qualifications for validation 'AF' on Qual Change' has been implemented. Please refer to manual {SMNT-1}.

Panel box 1: Search

* Indicates Mandatory fields

The current registration of a student is queried by entering the start year, student number and qualification.

The same rules as on {SREGAR-1} for the cancellation, primary indicator, system cycles, restrictions, study material etc. apply for the change of the qualification. Refer to the registration manual for amore in depth explanations of all the rules.

All the fields will be populated after the 'Search' was done for a student as in the example below - depending what has being entered during the registration process on {SREGAR-1} e.g. contracts etc.

Example:

Field	Type & Length	Description
Start Date	A1	Enter the Academic Year, The program will validate that the year falls between 1900 and 2100.
Student Number	DD-MON-YYYY	Enter the Student Number.
Qualification	A6	If the search is for a specific 'Qualification', enter the qualification code or do not enter a value, the program will then display all the qualifications a student has been registered for.

Panel box 2: Old Qualification;
Panel box 3: Contract Details
Panel box 4: Cancellation Details

Example:

Field	Type & Length	Description
Old Qualification
Student Number	N9	The program will populate the student number and names from {SREGB-1}.
Qualification	A6	The program will populate the qualification code from {SREGAR-1} and the description from {SACADO-1}.
Offering Type	A2	The program will populate the offering type from {SREGAR-1} and the description from {GCS-5}.
Study Period	A1	The program will populate the study period from {SREGAR-1} and the description from {SCODE-30}.
Start Year / End Year	YYYY	The program will populate the start and end year from {SREGAR-1}
Block Code	A2	The program will populate the block code from {SREGAR-1} and the description from {SCODE2-1}.
Start Date / End Date	DD-MON-YYYY	The program will populate the start and end date from {SREGAR-1}.
Primary	A1	The program will populate the primary from {SREGAR-1}.
Contract Details
Contract Code	A4	The program will populate the contract code from {SREGAR-1}.
Contractee	N9	The program will populate the contractee from {SREGAR-1}.
Contributing Employer	A5	The program will populate the contributing Employer from {SREGAR-1}.
Contract Date	DD-MON-YYYY	The program will populate the contract date from {SREGAR-1}l
Contractee Purchase Order	A15	The program will populate the contractee purchase order from {SREGAR-1}.
Employer Purchase Order	A15	The program will populate the employer purchase order from {SREGAR-1}.
Cancellation Details
Cancellation Reason	A1	A LOV will be available for selection as defined on {SCODE-25}.
Date Cancelled	DD-MON-YYYY	Enter the cancellation date.

Panel box 5: Old Subjects

Example:

Field	Type & Length	Description
The users will only be able to 'tick' subjects to be retained if a 'cancellation reason' and 'cancellation date' has been entered.
Retain	Tick box	The user must indicate in the 'Retain' field which subjects must be retained for the new registration.Subjects with marks cannot be left with retained 'N'o, because such subjects cannot be cancelled. If a student already has marks for subjects the procedure is to register the student for the new Qualification at {SREGAR-1} and use Maintain Previous Credits at {SSTUD7-1} to change the qualification on the subjects. When a module subject is retained from one qualification to another, the field Involved subject will be cleared. If this should be a module of another main / mother subject then the following procedure should be followed: * Register the student for the new qualification and main / mother subject * Go to {SREGC-11} and change the involved subject for the module that was retained
Qualification	A6	Display field only.
Subject Code	A7	Display field only.
Involved Subject	A7	Display field only.
Exemption	A1	Display field only.
Block Code	A1	Display field only.
Start Date	DD-MON-YYYY	Display field only.
End Date	DD-MON-YYYY	Display field only.
Exam Type	A2	Display field only.
Offering Type	A2	Display field only.
Cancellation Reason	A1	Insert a 'cancellation reason'. A LOV's is available for selection. The 'cancellation reasons' are defined on {SCODE-25}. Subjects cancellation must be 'skipped' by 'enrolment Cancellation' process as subjects can be cancelled with Reason(s) that differ from Qualification Cancellation Reason. Cancellation of Subjects must be handled by Subject Cancellation procedures from i3bpkg

Panel box 6: New Qualification
Panel box 7: Contract Details

Example:

Field	Type & Length	Description
New Qualification
Student Number	Background process	Defaults from 'existing qualification' enrolment on auto creation of new qualification record (following population of cancellation reason and the date on the existing qualification). The program will raise a fatal error message when the student is 'excluded' by an external institution on {SREGL-3} and when the validation 'EX' is set to 'Y' on {SMNT-2}. When validation 'EX' on {SMNT-2} is set to 'N' the program will raise a warning message when the student is excluded by an external institution. Fatal error messages will be raised when a student has a status for any of following 'actions'. Linked to the student on either {SREGL-2} or on {FSAO-12}: LR - Stop Academic Application/Registration RA - Stop Academic Registration AR - Stop Academic Application/Registration R - Stop Registration
Start Year	YYYY	Start year of the qualification. The range allowed is between 1900 - 2100.
End Year	YYYY	The 'end year' will default from the end date on {GOPS-1} for this block.
Block Code	A2	The 'block code' for which the registration is valid. A LOV's is available with data as defined on {SCODE2-1}. The enrolment 'start' and 'end' date will default from the 'census data'.
Qualification	A6	The new qualification code. The qualification enrolment is controlled by system cycles 'I' - skills registration or 'R' - registration for the academic year, block, offering type and qualification. The offering type must be valid for the qualification in the academic year, and the block code must be valid for the qualification and offering type in the academic year. When enrolling a student for a 'non-skills' qualification, and the student has an existing (not yet completed) enrolment for the same qualification and block (not necessarily the same academic year) that overlaps with this one: the program will raise an error if validation DJ (distant) or AO (contact) is set to 'N' on {SMNT-1; or display a warning when DJ (distant) / AO (contact) validation is set to 'Y' and set the 'completed' indicator to 'Y' on existing record. (This is a background process). The program will not allow the overlapping of not yet completed skills qualifications. The start registration date cannot fall after the end registration date. When the 'registration dates updateable' indicator is set to 'Y' on the qualification definition {SACADO-1}, then the registration start and end date can differ from, but will not be allowed to fall outside of the range defined by the block code's start and end date as defined on {GOPS-1}. When the 'registration dates updateable' indicator is set to 'N' on the qualification definition {SACADO-1}, then the registration start and end date must be equal to the default block start and end date on {GOPS-1} respectively. The Legal Residency Status is copied in the background from the existing qualification. (Registration Rules apply). Study Guide Collection indicator 'E' or 'O' is copied in the background from the existing qualification. (Registration Rules apply). The store code will be copied in the background from the existing qualification. (Registration Rules apply). The program will apply the 'Mandatory Admitted Application' rules when validation 'AA' (contact) or 'DG' (distant) is set to Y. Rules must also take into consideration validations 'AF' (contact) or 'DH' (distant) validations: When validation 'AF' (contact) or 'DH' (distant) is set to 'N', the student must have admitted application for this academic year, block, qualification, offering type and study period. When validation 'AF' (contact) or 'DH' (distant) is set to Y, the student must have admitted application for corresponding academic year, block, qualification, offering type and study period only if this is the first registration for the academic year and block. The program will ensure that the qualification quota's are not over-subscribed. The program will assign a valid qualification number in the background. Fees will be raised against event 03: Event 03 will be raised if the block code on the new and old qualification differ or when validation '03 / SD' on {FSAM-3} is set to 'Y'. Event 03 will NOT be raised when the validation '03 / SD' on {FSAM-3} is set to 'N' and the block codes on the 'old' and 'new' qualification enrolments are the same. Fees will be raised against event 05. When required link students to a region. Students' will be linked to regions when: The address type of the student will be updated to the type that has been specified for SOD 'AD / BI' on {SMNT-12} and the student has an active address record of the same type without a region link. The region must be linked to the same address type as for the SOD on {SREGB-26} for the student. If not, regions will NOT be linked to the student during the registration process. NOTE: Created records can be queried on {SREGC-13}. The program will link any qualification related certificates to the new enrolment. The program will do a validation whether the student student card should be updated. If so, the program will update the information on students card {CACM-2} The program will do a validation whether the student student card should be updated. If so Update info on Students Card {CACM-2} - set the value of Line 3 to the new qualification description if validation 'AD' {SMNT-1} is set to 'Y'. Ensure that the meal system user is created or updated with the new qualification academic period end date if required. Changing to the new qualification, effectively creating a new enrolment and must be logged, creating an image of the insert. This action will be logged against the student debtors audit trail {SMNT-1} for program 35 for the qualification - 'INS'. When enrolling for 'skills' qualification, raise an error if found that student has an uncompleted enrolment for the same qualification in the academic year and block. Raise a warning when the qualification is linked to an active' ITSQC'I textual type AC in process of changing An error will be raised when validation 'RV' is set to 'Y' and the user has 'SREG' faculty restrictions and this qualification's faculty is not among faculties that the user is restricted to; and raise an error when validation 'RV' {SMNT-2} is set to 'N' and the user has a 'SREG' department restrictions, and this qualification department is not among departments that the user is restricted to. User is allowed to enrol a student for a qualification if he / she does not have a 'SREG' restriction or the restriction is linked to the qualification's faculty (RV validation set to 'Y') User is allowed to enrol a student for a qualification if he / she does not have a 'SREG' restriction or the restriction is linked to the qualification's department (RV validation is set to 'N') The program will raise an error if the student has an active faculty exclusion status action 'SF' against the qualification's faculty. The program will raise an error if the student has an active department exclusion status action 'SD' against qualification's department.
Start Date	DD-MON-YYYY	This date will default from the academic block definition for the block entered above. 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 qualification definition on {SACADO-1}. 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.
End Date	DD-MON-YYYY	This date will default from the academic block definition for the block entered above. 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 qualification definition on {SACADO-1}. 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.
Offering Type	A2	The offering type for this registration. When SOD 'ST / RE' is set to 'Y', student type must be valid for offering type as defined on {GCS-5 b2}. Valid values include all offering types defined on {GCS-5} that are valid and active on the academic structure {SACADO-4} for the academic year, qualification and block code. The offering type must be active on {SACADO-2} for the qualification and year. When the active indicator is set to 'P', the student must have a previous enrolment for the same qualification. The store code will default if defined against the offering type and the description will be populated from {GCS-5}. The program will validate if the applicable registration cycle is open for the academic year, block and offering type. Applicable cycle is 'R' or 'I', depending on the value of the qulification's skills indicator. An error will be raised if the user has a 'SREG' campus restriction not linked to this offering type and campus. The program will raise an error if the student has an active exclusion status action 'SQ' for the qualification or qualification / offering type combination.
Study Period	A1	The valid study period for this registration. Valid values include all Study Periods defined on the Academic Structure {SACADO-5} for an Academic Year, Qualification and Offering Type.
Final Year	YYYY	This value is carried across from the registration qualification but may be changed by the user.
Payment		This registration can be a (C)ash payment or it can be on (T)erms
Payment Agreement		Payment Agreement for this qualification. The <LIST> function will display valid values as defined in {FSAM-24}. When the user <COMMITS> this record, the system will automatically do the qualification registration and link all subjects marked as retain (Y)es to the new registration. Changes resulting in Invalid / Inactive Qualification, Subject and Block Code combinations will be rejected. Hereafter the user is put into the registration screen, the same as {SREGAR-1 / {SDREGA-1}, where any other subjects for the new qualification must be entered following a query on the correct qualification in Block 1. The appropriate debits will automatically be passed to the student's account. All subjects which were marked as Retain = (N)o, as well as the original registration record, will be cancelled with the date and cancellation reason provided. The following rules will apply when this option is used: A Qualification that has been cancelled, may not be changed. If any result codes exist on a subject, no qualification change will be allowed. The normal quota checks, which take place during registration, will apply.
Student Type	A2	The student type defaults from the biographical record. When System Operational Definition 'ST' on {SMNT-12} is set to 'Y', Student Type will be validated against {GCS-5} Tab Offering Type / Student Type. Valid values include all Student Types defined on code structure {SCODE3-5} default value populated from the student number validation When SOD ST/RE is set to Y, Student Type must be valid for Offering Type. {GCS-5 b2} Disabled when value derived from chosen Contract.
Professional Development	A1	An indication of the student's status as far as Professional Development is concerned. This is currently used in the South African HEMIS reporting to categorize the reporting of students that study to enter or continue in the Teaching Profession. This field is dependent on the setting of the "Professional Development" field in the definition of a qualification in {SACADO-1}. If the field in the Academic Structure is set to Yes, the user must choose between (I) - Incoming/New, which relates to students who are not and have never been employed as a teacher; or (C) - Continuing, which relates to students who are active in the teaching profession. No, this field will default to No and cannot be changed. Professional Development must be populated for all RSA institutions except Colleges.
Employment Activity	A1	Enter one of the values: E - Employed by external employer O - Employed by own institution U - Unemployed N - Unknown. This is used in the South African HEMIS reporting. Employment Activity is mandatory for all RSA clients when 'EA / RC' SOD is 'Y'. Employment Activity is mandatory for all RSA clients except Colleges when value of 'EA / RC' SOD is not 'Y'. Employment Activity is not mandatory when country is not RSA
Contract Details
Contract Code	A4	Contract Code must be populated when SOD 'SN / SD' on {FCSM-1} is set to 'Y'. If the new Qualification enrolment has a contract, all Contract related data must be valid : Contract / Student Type combination is validated when a Contract is allowed only for a specific Student Type. Contract / Agreement Code combination is validated when the Agreement Code is linked to the student paye type on the contract definition. If Qualification registration is Contract linked and it is NOT based on Admitted Application, check if possible Contract limitations are exeeded: - Contract Maximum Monetary value - Headcount - Enrolment count - Qualification count
Contractee	N9	Contractee must be supplied when mandatory for a Contract, and the contractee must be valid for the contract. If the contractee is flagged as a 'bad debtor' the contract must offer service to a 'bad debtor'.
Contributing Employer	N9	Contributing Employer must be supplied when mandatory for a contract, and the contributing employer must have a valid debtor number assigned. The contributing employer must be valid for a contract. If the contributing employer is flagged as a 'bad debtor' the contract must offer a service to a 'bad debtor'.
Contract Date	DD-MON-YYYY	Will be populated with the system date.
Contractee Purchase Order	A15	A purchase order must be supplied when flagged as mandatory for a contractee.
Employer Purchase Order	A15

Date	System Version	By Whom	Job	Description
19-May-2007	v01.0.0.0	Amanda Nell	t130132	New manual format.
09-Jan-2008	v01.0.0.0	Melanie Zeelie	t130132	Proofread
25-Aug-2009	v01.0.0.1	Charlene van der Schyff	t161299	Edit language obtained from proof read language Juliet Gillies.
24-Nov-2009	v02.0.0.0	Christel van Staden	t160547	Add start and end registration dates
26-Mar-2010	v02.0.0.1	Bea Swart	t160926	Add Involved subject on block 2 and student type on block 3
26-Oct-2015	v03.0.0.0	Katlego Modikoe	t205489	Add Exclusion Actuions "SD", "SQ" and "SF"
26-Oct-2018	v04.1.0.0	Magda van der Westhuizen	T226081	Update manual to the latest ADF version.
26-Jun-2020	v04.1.0.1	Magda van der Westhuizen	T243102	Insert validation 'AJ - Include Cancelled Qualifications for validation AF on Qual Change