Update Allocation to Group {SREGC-6}

This option is used to link students to different class, practical or tutorial groups for a particular subject / offering type combination.

Search Panel box:

Search available on Academic Year, Offering Type, Subject Code, Class Group, Qualification and Block Code. (Take note that the Academic Year and Offering Type are mandatory fields for the 'search').

The Advanced button in the 'search' panel box can be used to add more fields like, Practical Group and Tutorial Group.

Update all subjects for one student:

Alternatively only the Academic Year and Offering Type can be entered.
In this case a query can be done in the 'Update Allocation to Groups' on a Student Number. All the subjects that this student is (or has been) enrolled for during the year will be displayed.

Update of Cancelled student subject records:

When the System Operational Definition (SOD) 'CB / SR' on {SMNT-12} is set to 'N' the users will not be allowed to do any changes on the students subject records. (Fields: Class Group, Practical Group, Tutorial Group)
When the System Operational Definition (SOD) 'CB / SR' on {SMNT-12} is set to 'Y' the users will be able to change the students subject records. (Fields: Class Group, Practical Group, Tutorial Group)

Field	Type & Length	Description
Academic Year	YYYY	Enter applicable Academic Year.
Offering Type	A2	Enter the applicable Offering Type.
Subject Code	A7	Enter the applicable Subject Code.
Class Group	A2	Select the Class Group as defined in the Academic Structure {SACADO-13}.
Qualification	A6	Enter the qualification code as defined on the academic structure {SACADO-1}.
Block Code	A2	Enter the applicable Academic Block.

Example:

The Orange triangle icon infront of the Student Number will display the following message if the user hoover with the mouse over it: 'Cycle M is open for the entering of marks for this combination. Lecturers may be busy capturing assessment marks'.

Panel box: Update Allocation to Groups.

Field	Type & Length	Description
The following fields are displayed to possibly assist with the allocation:
Student Number and Name	N9	This will be the details of the student registered for the combination entered in the 'Search' panel box.
Gender	A1	The gender of the student on the biographical record.
Exam Year	YYYY	The exam year for which the record is valid.
Class Group	A1	This field will contain the Class Group in which the student was registered. This may now be updated with any valid class group (as created in the Academic Structure, option {SACADO-11}, Subject Offering Type). Class lists can be produced according to these allocations. The registration program uses the validation “CG - Check Quota Class Groups” to apply the quota on the Subject / Offering Type / Class Group table {SACADO-13}, Class Group and Lectures. The quota test is done per subject, offering type and class group (currently no validation is done on practical- and tutorial groups).
Practical Group	A2	Students may be linked to any Practical Group. The system will validate against the Academic Structure in {SACADO-11}, Subject Offering Type to see whether any practical periods were indeed defined for this subject and the LOV will display the Practical Groups created in {SACADO-13}, Class Group and Lectures. If not, no allocation to practical groups will be allowed here. Any number of students may be allocated to any practical group. If practical periods were indicated on the Academic Structure at time of registration, all students registered for that subject will be linked to Practical Group (A) as default.
Tutorial Group	A2	Students may be linked to any Tutorial Group. The system will validate against the Academic Structure in {SACADO-11}, TAB - Subject Offering Type to see whether any tutorial periods were indeed defined for this subject and the LOV will display the Tutotial Groups created in {SACADO-13}, Class Group and Lectures. If not, no allocation to tutorial groups will be allowed here. Any number of students may be allocated to any tutorial group. If tutorial periods were indicated on the Academic Structure at time of registration, all students registered for that subject will be linked to Tutorial Group (A) as default.
Subject	A7	The subjects for which the student is registered.
Exam Type	A1	Exam Types linked to (E) under option {SCODE2-2}, TAB - Exam Types will automatically be excluded from the selection, as these students will not be attending classes and should therefore not be allocated to groups.
Qualification	A6	This is the qualification code under which the subject was registered.
Cancelled	A1	A (Y)es will be displayed if the subject has been cancelled under options {SREGC-3} / {SREGC-4}.
Block Code	A2	The academic block of this subject registration.
The following fields may now be updated:

		If validation ‘AM'– Check Assessment Marks on Group’ is switched on in {SMNT-1}, the system will check that the weighting of the assessments with marks in {SSTUD3-7}, TAB - Assessment Mark Criteria, are identical between the old and the new group code and will give a warning message, if this is not the case. If the Group Code changes for a student and validation ‘AM’ = ‘Yes’, the following checks are done: The weighting of the assessments in {SSTUD3-7}, TAB - Assessment Mark Criteria, Table JDQTMC with marks {SSTUD1-2} are identical between the old and the new group code. If these differ the program will give the following fatal warning: 'New group's assessment criteria differs from existing group. Delete the student's assessment records before changing to a new group.' All changes write to ICHSUB and will be displayed in the logfile on {SMNTL-2}. Once these records have been created, the lecturing timetable can be updated with the details in respect of each group. Report {SSTURL-2} will produce Group Value Lists in terms of these groups.

History of Changes

Date	System Version	By Whom	Job	Description
07-Aug-2007	v01.0.0.0	Amanda Nell	t133438	New manual format.
30-Jan-2008	v01.0.0.0	Melanie Zeelie	t133438	Proofread.
29-Apr-2009	v01.0.0.1	Bea Swart	f152620	Refine the procedure at the top
25-Aug-2009	v01.0.0.2	Charlene van der Schyff	t161299	Edit language obtained from proof read language Juliet Gillies.
05-Jun-2013	v02.0.0.0	Amanda van Emmenis	t183442	Update manual and add reference to logfile {SMNTL-2}.
25-Mar-2015	v04.0.0.0	Magda van der Westhuizen	t205922	Convert to INT4.0
18-Apr-2017	v05.0.0.0	Magda van der Westhuizen	t220324	Convert to INT5.0
21-Aug-2019	v04.1.0.0	Magd van der Westhuizen	T238381	Change the image to be INT4.1 version.
25-Feb-2020	v04.1.0.1	Hellen Kgosi	T239772	Updated the manual and image for the 'Search' panel box.
27-Aug-2021	v04.1.0.2	Magda van der Westhuizen	T250581	Add SOD 'CB / SR' to the manual.