Cancel a Subject {SREGC-4}

This option is used when a student decides to cancel his / her enrolment for certain subjects only and to continue with others. Subjects with marks can be cancelled but not subjects with Results.

The program validate against system cycle equals 'N' and will display a warning if the cycle is not open e.g. 'Not allowed to cancel a subject enrolment outside of the system control cycle'.

The cancellation date is entered into the student’s academic record, and, at the same time, a credit is passed to the student’s account according to the cancellation criteria, option {FSAM-2} if debits were raised per subject. Note that credits will only be passed in respect of subjects that were enrolled for both class, and examination purposes.

When a Main/Mother subject is cancelled, then all the module subjects that is not cancelled will also be cancelled, with the same date and reason.

When a Main/Mother subject is un-cancelled, then all the module subjects that is cancelled with the same date and reason will also be un-cancelled.

Modules can be cancelled / uncancelled without the 'Main Subject' being cancelled.

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 can only be cancelled if no result exist.If the new SOD is Y, then allow cancellation to be captured, even if result exists.

Credits: Due to the complex validation rules no check against the minimum and maximum credits for a student as in {SREGAR-1} will be done. As there will be a discrepancy between the minimum and maximum allocation, a report has been produced {SREGAR-22} that will be available to list students with credit problems

Restriction: 'SCAN':

This code is used to restrict the cancellation for subjects.

When a query is executed the system will display all records, but users may insert, update or delete only information to which they have access.

In respect of 'Subject Cancellations' a user linked to a given faculty or department will be able to cancel any subject linked to that' faculty / school' under option {SACADO‑10}.

Please take note: That the 'Save' button will only be available after the user click on the 'Tab' button to exit the 'Cancellation Reason'. This rule apply to both the cancel and uncancel of subject records.
Access Control:

A student card record must exists on {CACM-2} for the 'Access Control' functionality to be available. This subject registration will be the first (open) registered subject for the year, qualification and block to be cancelled / uncancelled.

Skills Qualification:

A subject enrolment linked to a skills qualification which has been completed cannot be cancelled.

Enrolment Fees:

If subjects has been cancelled the subject enrolment fees must be reversed raising subject enrolment cancellation fees e.g.:

Event 22 Cancel Subject Fee (reversal of event 07)
Event 23 Cancel Laboratory Fee (reversal of event 17)

Cancel a Subject

The student number (and the subject to be cancelled) may be used to query the record. The following fields will be displayed, but cannot be changed on this screen:

Registration Year
Examination Year
Block Code
Qualification Code
Offering Type
Subject Code
Subject Number
Class Group
Exam Type
Credit Point
Exemption

Field	Type & Length	Description
Display Administrative Comments	A1	If the user change the 'Indicator' to an 'Yes' the 'Administrative Comments' from the students biographical record on {SREGB-1} will be displayed.
Administrative Comments	A1	When the user changed the 'Display Administrative Comments' indicator to 'Yes', the comments will be displayed. It is an not updateable field.
Date Cancelled	DD-MON-YYYY	The date on which the cancellation became effective. This date will show against the student’s name on the class list for this subject. If the System Operational Definition 'CD / RE - 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.
Cancel Form Number	A10	As the above date is important for the calculation of the subsidy tables and is subject to audit, it is important that a reference should be kept of the notification or form that prompted this cancellation. This optional field can be used to record that detail.
Cancellation Reason	A1	The code of the cancellation reason, as created under option {SCODE-25}, can be entered here. If the cancellation was due to an administrative error, it would be appropriate to use a cancellation code that will suppress the printing of this subject on academic records. The cancel reason may be viewed via the <LIST> function.
Remarks	A80	Any remarks in connection with this cancellation can be entered here. Note: Should the student decide to cancel his / her enrolment completely, this option must not be used but rather the “Cancel Enrolment” option as discussed in {SREGC-3}. The system will warn the user if all subjects for a qualification have been cancelled and then close the Access Control for the student. If the enrolment of a student was cancelled under option {SREGC-3}, the cancellation date, reason code, etc. will be copied to all subject enrolments linked to that qualification. It is important to realise that the cancellation of a subject may be “undone” by removing the cancellation date and form number and then 'Save' the record again. (Such 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 subject was cancelled and the Finance Section should consult the log file to identify such cases.

Example:

When the user enters the Registration Date and modules are linked to the subject a link will display next to the cancellation date:

When the user click on the link a list with modules linked to the subject will display for information purposes only:

Block 2: Registration Printouts

Field	Type & Length	Description
Generate Registration Printouts	A1	If the reply is (Y)es, a printout will immediately be produced for this student. Together with the standard registration printouts, the user will have the choice to add additional printouts. On {SMNT-1}, where the user indicates the choice of 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 is to be printed together with the Proof of Registration. System Operational Definition '32' was created on {GCS2-11}. If value is 'N' printing of Proof of Registration will print in background, if value is 'Y' then Proof of Registration will show on the screen to be printed. The control of the type of printout is handled under option {SMNT-1}, TAB - Report Choice. In option {GPRT-3}, individual users can be linked to the function “IREG” and a specific printer that is used for the generation of registration printouts. It is possible to 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} that must be used during the registration period. If the registration period is over and users may still handle 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 users should be linked to printers individually, but 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. When the user leaves this block, the system clears all blocks and is ready for the next student.

Example:

Processing Rules
	Use i3bpkg Functions: cancel_subject_main cancel_subject uncancel_subject cancreason_change checkLastSubj updateAccessControl checkSODCD
	Use i22pkg Function CalcNumofModules
	Use i36pkg chkCycle

Date	System Version	By Whom	Job	Description
21-May-2007	v01.0.0.0	Amanda Nell	t130134	New manual format.
09-Jan-2008	v01.0.0.0	Melanie Zeelie	t130134	Proofread.
25-Aug-2009	v01.0.0.1	Charlene van der Schyff	t161299	Edit language obtained from proof read language Juliet Gillies.
14-Dec-2009	v01.0.0.1	Bea Swart	t163566	Add SOD '32' to print Proof of Registration to screen and not in background
30-Mar-2010	v02.0.0.1	Bea Swart	t163905	Add SOD 'CD' Cant Un-cancel After a Specified Period of Days and logic about Main/Mother subjects
18-Feb-2011	v02.0.0.2	Bea Swart	t174945	Add processing Rules
06-Mar-2013	v03.0.0.0	Magda van der Westhuizen	t178549	Insert rules regarding credits.
02-May-2013	v03.0.0.1	Magda van der Westhuizen	t189543	Insert links.
28-Nov-2014	v03.0.0.2	Bea Swart	t203880	Add logic for new SOD 'MC'
01-Feb-2016	v04.0.0.0	Sonja Pavlovic	t198988	Auto-query comment (ATOV on 198987)
15-Aug-2017	v05.0.0.0	Magda van der Westhuizen	t220713	Program has been converted to INT5.0. Update the manual.
18-Oct-2019	v04.1.0.0	Magda van der Westhuizen	T234984	Add: When the user enters the Registration Date and modules are linked to the subject a link will display next to the cancellation date with relevant image.