Update Annual Registration Information {SREGC-5}


This option can be used to update those fields on a student’s qualification 'block' that may have been entered erroneously.  These fields do not have any financial implication, but may be important for STATS as well as internal purposes.



Field Type
&
Length		 Description
Search Panel box:
Start YearStudents registration 'Year' is mandatory to do a 'Search' on the student number.
Student Number / QualificationSupply the 'Student Number' or 'Qualification Code' or both to complete the search.
Qualification Registration Information Panel box:
Student NumberN9The 'Student Number' as well as the student 'Names' will be populated.
QualificationA6The 'Qualification Code' and 'Qualification Description' will be populated.
Block CodeA2The 'Block Code' will be populated
Start Date / End DateDD-MON-YYYYThe 'Start' and 'End' registration dates will be populated.
  1. These 'Dates' cannot be changed when 'Registration Dates Updateable' is set to 'N' on {SACADO-1}.
  2. The 'Start / End' registration dates cannot differ from the 'Start / End' date of registration 'block code', if 'Registration Dates Updateable' is set to 'N' on {SACADO-1} and vice versa.
  3. When 'registration dates' are updateable, they cannot fall outside the range as defined by the 'block code's 'Start and End Date on {GOPS-1} 
  4. When 'registration dates' are updateable, a validation will be done to confirm that the 'Start and End Date' of all the linked 'subject registrations', fall within the new 'qualification registration dates' range.
  5. When 'registration dates' are updateable, the 'Start Date' cannot fall after the 'End Date'.
Final YearA1Valid values 'Yes / No'.
Study Guide CollectionsA1Valid values 'E - Personal / O - Postal'.
Employment ActivityA1
  1. 'Employment Activity' is mandatory for all 'RSA' clients when 'SOD:  EA / RC' is set to 'Y'. {SMNT-12)
  2. 'Employment Activity' is mandatory for all 'RSA' clients except 'Colleges' when 'SOD:  EA / RC' is not 'Y'. {SMNT-12}
  3. 'Employment Activity' is not mandatory when country is not 'RSA'.
FTENA11.  The following values are available for selection:
  • N - Non Entering
  • F - First Time Entry
  • E - Entering
  • T - Transfer
  • NULL
2.  Ireland clients (IRL country code) have two additional choices:
  • I - Internal Transfer
  • R - Full Time Repeat
If the FTEN status does not display on this screen, this would be because FTEN statuses have not yet been calculated via option {SREGS-2}.  Values calculated via that option can be updated from this option if required.  Re-calculation via option {SREGS-2} will overwrite any manual adjustments.
Global GroupA7Define a 'Global Group'.
Professional DevelopmentA1 An indication of the student's status as far as a 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.

1.  When Qualification is Teaching Related ( Professional Development is set to Yes on Qualification Definition {SACADO-1} ) then this field can only take one of two values:
  • I - Incoming / Starting
    • 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.
2.  When Qualification is not Teaching related ( Professional Development is set to 'N' on Qualification Definition {SACADO-1} ) - then combo box list only includes:
  • N - Not Teacher Education 
3.  Above lists include NULL values when:
  • Country is not 'RSA' {GCS-1}
  • Institution Type is 'College' {GCS-1}
Can Student Complete in Time?A1Valid values 'Yes / No'.
SDR Assist CodeA7Valid list includes values from 'RBCTAB' rows for table '88003'.
Offering TypeA2Will be populated from the students 'registration record' {SREGAR-1}.
Study PeriodA1Will be populated from the students 'registration record' {SREGAR-1}.
Qualification NumberN2Will be populated from the students 'registration record' {SREGAR-1}.
PrimaryA1Will be populated from the students 'registration record' {SREGAR-1}.
Start / End YearYYYYWill be populated from the students 'registration record' {SREGAR-1}.
Registration DateDD-MON-YYYYWill be populated from the students 'registration record' {SREGAR-1}.
Legal Residency StatusA1Residency Status is mandatory when 'Alien Indicator Mandatory' ( Value of SOD AR / RE {SMNT-12} ) is set to Y and vice versa.
Service Model Indicator 1A1Combo box with the following values will be available:
  • H - High
  • L - Low
  • NULL
Service Model Indicator 2A1Combo box with the following values will be available:
  • H - High
  • L - Low
  • NULL
Provider TypeA1Combo box with the following values will be available:
ProviderA6List of Values will be available for Institutions or Schools:
  • When the value on 'Provider Type' is 'NULL' this field will not be accessable.
  • If the 'Provider Type' is NULL, then the 'Provider' value will be NULL.
  • When the Provider Type is an 'Institution', the LOV's will display 'Institutions' as defined on {GCS-2}
  • When Provider Type is a 'School', the LOV's will display 'School's' as defined on {SCODE-1}
  • The 'Provider Name' will populate after a query and / or update of the 'Provider'.
Provider UnitA6List of Values will be available and includes Secondary School Codes {SCODE-1} where School Provider is equal to Provider selected on this records.
  • This field will not be accessable if the 'Provider Type' is NULL or an 'Institution'.
  • This field will not be accessable if the 'Provider' is a 'School' that is not defined as a 'Provider' to any other schools on {SCODE-1}.
  • When the selected 'School' is not defined as a 'Provider' to any other schools on {SCODE-1}, this field cannot be updated.
Funding CategoryN10List of Values will be available and display rows from RBCTAB for table 99980001.
When a record for an open Funding Period does not exists on {SMNT-17}, the user will received an error message.
The 'Funding Category' name will be populated after a query and / or update of the 'Funding Category'.
Calculated SLFWill be calculated after a query and / or update of the 'Funding Category' where the Funding Category is not NULL, and there is an open Funding Period.
Timetable CategoryA2Selection from the available LOV's.

  • When the SOD 'GC / RE' {SMNT-12} is a 'Q' – the program will ask the student what category he / she want – so this means the institution uses the functionality.  This value will be populated on the 'Timetable Category field' on {SREGC-5}.

  • When the SOD 'GC / RE' {SMNT-12} is a 'Y' – the program gets the category from {SNAPPA- 1 / 3} - so this mean the institution uses the functionality.  The 'Timetable Category field' on {SREGC-5 will then be populated from the students record on {SNAPPA-1 / 3}.

  • When the SOD 'GC / RE' {SMNT-12} is a 'N' – the institution does not use the category – then there should not be a category on {SNAPPA- 1 / 3} and therefor nothing to store in the category field. A * will then be populated on the students record on {SREGC-5}.

Address:1.  On the population of a 'Provider' a new contact is created and the address is copied.
  • To create a 'contact', the 'Contact Type' must be defined for 'SOD:  PC / GP' on {GCS2-11} for the student system.
  • To create an 'address', the 'Address Type' must be defined for 'SOD:   AC / GP' on {GCS2-11} for the student system.
  • When the 'Provider' has been changed, the existing contact and its address are ended and a new contact and address are copied under student contacts {SREGB-24}.
2.  On population of Provider Unit new contact is created and address copied:
  • To create a 'contact', the 'Contact Type' must be defined for 'SOD: UC / GP' on {GCS2-11} for the student system.
  • To create an 'address' the 'Address Type' must be defined for 'SOD:  AC / GP' on {GCS2-11} for the student system.
  • This will end the 'Primary Postal' address and the 'Provider Unit' address is then copied as the new 'Primary Postal' address.
  • On a change of the 'Provider Unit' to a different 'Provider Unit' code, the existing contact and its address are ended. The new contact and address are copied under the student contacts.
  • On clearing of the 'Provider Unit' code (changing of the provider to a different one that does not have units),  the user must be prompted to decide if the 'Provider Units' contact and address must be ended.
    •  NOTE:  This will not end the 'Provider Unit' address copied under the 'Primary Contact'.

Example:


Example of ...






Processing
Rules		  
  No special processing rules.



See Also:
History of Changes

Date System Version By Whom Job Description
19-May-2007 v01.0.0.0 Amanda Nell T130136 New manual format.
26-Sep-2008 v01.0.0.1 Phlip Pretorius T152050 Add info re the 'Edit Subject Data' button.
27-Nov-2009 v02.0.0.0 Christel van Staden T160540 Add start and end registration dates
26-Mar-2010 v02.0.0.2 Bea Swart T160924 Add new fields to Annual Qualification Information
19-Jul-2011 v02.0.0.3 Magda van der Westhuizen t173885 Remove field:  SLF, update image.
03-Nov-2011 v02.0.0.4 Hermien Hartman t178461 Added "Professional Development" and updated image.
10-Dec-2012 v02.0.0.5 Amanda van Emmenis T187532 Added "Provider Unit" and updated image.
25-Mar-2015v04.0.0.0Magda van der Westhuizent205922Convert to INT4.0.
01-Feb-2016
 v04.0.0.0
 Sonja Pavlovic
 t198988
 Auto-query comment (ATOV on 198987)
20-Apr-2017v05.0.0.0Magda van der Westhuizent220358Add additional Rules to the manual and insert the latest INT5.0 image.
21-AUG-2019v04.1.0.0Magda van der Westhuizent238381Create a new image from INT4.1 and update the manual.
05-May-2021v04.1.0.1Magda van der WesthuizenT249318Add 'Timetable Category'.
25-May-2021v04.1.0.1Magda van der WesthuizenT249318For the FTEN field change the calculation option from {SREGS-4} to {SREGS-2}.