Cancel Enrolment {SREGC-3}

When a student wishes to cancel his / her enrolment for a particular qualification altogether, this option is used to record the event.

The cancellation date is automatically recorded against all of the student's subject's and cancellation credits, if specified for that period, are automatically passed to his / her account.
Only the cancellation of a student’s primary qualification will cancel his / her residence registration in option {SREG-4}. The cancellation of the primary qualification will also cancel
all additional subject's.

The SOD 'CE' for system 'RE' must be defined on {SMNT-12}, to specify the number of days that may be added to the system date when a cancellation date is entered.

Cancellations can only be done in accordance with the system cycles for cancellation (N) in option {SREG-1} or {SMNT-2}, TAB - System Control Cycle - Blocks. The cancellation date
may not be earlier than the date of registration.

Note: A new SOD was created on {SMNT-12} 'MC / SR', Calculation programs to process cancelled marks and results. If the new SOD is 'N', subject's can only be cancelled if no results exist.

If the new SOD is 'Y', then allow cancellation to be captured, even if results exists.

Panel box 1: Search
Panel box 2: Search Result
Panel box 3: Edit. Contains two Tabs e.g.:
Tab: Cancellation Details
Tab: Primary and STATS indicators

Example:

Panel box 1: Search

Field	Type & Length	Description
Academic Year	YYYY	The 'Academic Year' of the registration to be cancelled.
Student Number	N9	The 'Student Number' to be cancelled. The name and initials will be displayed.
Qualification	A6	The user can enter a specific 'Qualification Code' to search for.

Panel box 2: Search Result

Field	Type & Length	Description
Student Name		The 'Student Name' will be populated from the student's biographical record as defined on {SREGB-1}.
Qualification		The 'Qualification' will be populated from the student's registration record on {SREGAR-1}. This field is not updateable.
Qualification Number		The 'Qualification Number' will be populated from the student's registration record on {SREGAR-1}. This field is not updateable.
Block Code		The 'Block Code' will be populated from the student's registration record on {SREGAR-1}. This field is not updateable.
Offering Type		The 'Offering Type' will be populated from the student's registration record on {SREGAR-1}. This field is not updateable.
Study Period		The 'Study Period' will be populated from the student's registration record on {SREGAR-1}. This field is not updateable.
Completed Qualification		The 'Completed Qualification' will be populated from the student's registration record on {SREGAR-1}. This field is not updateable.
Registration Date		The 'Registration Date' will be populated from the student's registration record on {SREGAR-1}. This field is not updateable.
End Year		The 'End Year' will be populated from the student's registration record on {SREGAR-1}. This field is not updateable.
Primary		The 'Primary' will be populated from the student's registration record on {SREGAR-1}. This field is not updateable.
Included for STATS reporting?	A1	This is a display only field and it is mainly used by South African HEMIS STATS reporting. The field gets updated by: This program and other programs that performs cancellations of qualification registrations, the update is done automatically by the software if the installation is for South African institutions when a qualification with the field set to (Y)es is cancelled. Note that the end user can has some influence on this field by changing the value on Tab: Primary and STATS indicators'. Extract student data into HEMIS Tables {HEMIS-1} Calculate FTEN Status {SREGS-2} For each qualification registration of a student in the reporting year: Only one subsidy carrying qualification record per academic year can have the value of 'Y' for 'Included for STATS Reporting' field. The 'Included for STATS Reporting' field will be (N)o. If the 'Subsidy Type' field of the offering type {GCS-5} on the qualification registration is set to '(C) None' If the qualification and all subject registrations were cancelled before the census date. The 'Included for STATS Reporting' field will be (Y)es If the 'Subsidy Type' field of the offering type {GCS-5} of the primary qualification registration is not set to '(C) None' and The qualification registration was not cancelled or was cancelled after the census date; or Subject registrations for the qualification registration was not cancelled or was cancelled after the census date of the academic block code of the subject registrations.

Tab: Cancellation Details

Field	Type & Length	Description
Qualification		The 'Qualification' and 'Qualification Description' will be populated from the student's registration record on {SREGAR-1}. This field is not updateable.
Cancellation Reason	A1	The reason for the cancellation is entered here. These codes are user-defined in option {SCODE-25} and may be viewed via the List of Value.
Date Cancelled	DD-MON-YYYY	The effective date of cancellation. This may be prior to the system date. If the SOD 'CD' - Cant un-cancel after a specified period of days on {SMNT-12} has a numeric value, this program will check how many days is between the cancel date and the system date, if the number is bigger than the number entered on the SOD then an error will display. Rules regarding the IAGCANCDATE (cancellation date) and IAGCANCELDATE (not available on any screen, this date will be updated in the background). When the user cancel the qualification on {SREGC-3} both the dates will be updated. When the user un-cancel the cancellation both the dates will be set to NULL. When the user cancel the qualification on {SREGC-3} and then change any field on {SREGC-5} both the dates will stay as is. When the user cancel the qualification on {SREGC-3} and the date is not equal to systemdate there will be a difference between the two dates. The IAGCANCELDATE will always be equal to the system dated, while IAGCANCDATE (cancellation date) is user defined.
Existing Status		All student's that leave an institution without gaining a qualification must be reported on for purposes of STATS Table 2.16. Three codes are valid here and one must be entered: G - In Good Standing A - Academic Reasons D - Disciplinary Reasons
Form Number	A10	This form (or reference) number may also be entered. This will be displayed on the student’s subject records.
Moving Provider Type	A1	Values: I - Institution S - School NULL
Moving Provider	A6	For 'Institutions' values from {GCS-2} is valid and for 'Schools' values from {SCODE-1} is valid.
Remarks	A80	Any remarks regarding the cancellation can be entered here. If STATS reports are produced and the field exiting status has not been completed in respect of student's who must be reported on, the system will assume that those student's left “In Good Standing”. Report {SREGR-6} “student's exiting without Qualification.” may be produced to identify these student's before the production of STATS reports. Note: A student’s primary qualification may be cancelled only if no other qualifications are still active for that particular year. In such a case, the user will have to change values on Tab: Primary and STATS indicators, after having completed the detail in Tab: Cancellation Details, and indicate which other qualification must be regarded as the primary before the record is saved. If this is not the case, the user can save at this point to do the cancellation.

Tab: Primary and STATS indicators

Example:

Field	Type & Length	Description
Qualification Number		The 'Qualification Number' will be populated from the student's registration record on {SREGAR-1}. This field is not updateable.
Primary		The “Primary” indicator may be changed whilst cancelling an enrolment by indicating in TAB - Primary and STATS Indicators which qualification number should henceforth be regarded as the primary qualification. On 'Save' of the record it will update the primary indicator and do the cancellation from TAB - Cancellation Details. Note: This indicator could also be changed without cancelling a student’s enrolment, in which case no financial transactions would be created. It is important to realise that the cancellation of an enrolment may be “undone” by removing the cancellation date and form number and then 'Save' the record again. (Transactions are recorded on a logfile, options {SMNTL-1} and {FSAMR1-1}). These actions will not, however, “undo” any credits that may have been passed to the student’s account when the enrolment was cancelled, and the Finance Section should consult the logfile to identify such cases.
Included for STATS reporting?		If the qualification number entered is not a subsidy carrying qualification and other qualifications with subsidy carrying offering types exists, then the field 'Included for STATS reporting' will not be calculated to 'Y'. Only one subsidy carrying qualification record per academic year can have the value of 'Y' on field 'Included for STATS reporting'. If a user enters a qualification number for an academic year and no other subsidy carrying qualification exists for the year, then the field 'Included for STATS reporting' can be updated to 'Y'. If a user enters a qualification number for an academic year and another subsidy carrying qualification exists where the field 'Included for STATS reporting' for the same academic year equals 'Y' then the currect record will be set to 'Y' should the user decide to continue with the change.

Processing Rules
	No special processing rules.

History of Changes

Date	System Version	By Whom	Job	Description
25-Aug-2009	v01.0.0.1	Charlene van der Schyff	t161299	Edit language obtained from proof read language Juliet Gillies.
26-Mar-2010	v02.0.0.0	Bea Swart	t160926	Add Moving Provider Type and Code and logic for new SOD 'CD'
1-Apr-2014	v03.0.0.0	Melanie Zeelie	t197769	Add Detail for new SOD 'CE' on system 'RE'
03-Feb-2015	v03.0.0.1	Bea Swart	t203880	Add detail for new SOD 'MC' on system 'RE'
30-Aug-2017	v04.0.0.0	Precious Diale	t222741	Add detail regarding which qualification must be used for STATS reporting. Change the image for TAB: Primary Qualification Indication.
16-Oct-2018	v04.1.0.0	Magda van der Westhuizen	T226068	New manual for the converted program.
16-Oct-2019	v04.1.0.1	Magda van der Westhuizen	T239888	'Start Year' changed to 'Academic Year' and insert new images.
07-Feb-2020	v04.1.0.2	Magda van der Westhuizen	T241818	Change of 'Error message' when the cancellation date is before the start block date to: Cancellation date must fall after enrollment or block start date. [MSG_01819]
09-Mar-2020	v04.1.0.3	Magda van der Westhuizen	T242018	Insert rules on the cancellation date.