Compute Exam Admission - {SSTUD4-2}
| Description |
The user should be able to calculate the Exam Admission for a Students. |
1. Before a user run the 'Exam Admission' calculation program the following must be in place:
- If 'Mark Type' Information is included in the calculation, all calculations on Mark Types must be completed.
- Calculation of the 'Full Period Marks' must be completed.
RULES:
The calculation of 'Examination Admission' will be excluded when one of the following conditions apply:
1. Attendance Factor: A Pre-test will be done to determine the 'Attendance Factor' for the student.
- Where
the student's attendance is below the value defined for SOD ('CA','RE')
'Calculate Attendance Percentage'
on {SMNT-12},
the 'Exam Granted' (SPC) will be set to a 'N'. Exam
Admission is not granted and no further processing will take place.
2. A subject has been 'Exempted' . {SREGAR-3}
3. Subjects not marked as a 'Primary' equals 'Y'. {SREGAR-1b2}
4. Marked as a' Competence Subject. {SACADO-10}
5. Marked as a 'Professional Judgment Subject'. {SACADO-10}
6.
Where the Subjects Enrolment Type is not set as 'B'oth.
7
Student has not a valid registration in {SREGAR-1b2}.
8. System Cycle 'F' / 'E' are closed. {SMNT-2}
9. A subject has been 'Cancelled' on {SDREGC-4}
- Depending of 'SOD: MC / SR' - Allow calculation of cancelled subjects is set as 'N'
10. Restriction Type 'SREC' {SMNT-12} set for one Faculty / Department / Campus Code and user run the calculation for another combination.
11. Subjects not found in the holding bin / or assignment bundles. {TASKS1-16 or TASKS1-1b2 or SSTUD1-2}
12. Mark Type Used is not 'Y' - Used in Calculation of Full Period Marks' {SCODE-10}.
13. No 'Default Examination Criteria' exists in {SSTUD3-1b1}.
The calculation of Exam Admission will be Calculated where:
1. Attendance Factor: A Pre-test will be done to determine the 'Attendance Factor' for the student.
- Where the student's attendance is equal or above the value defined for SOD ('CA','RE') 'Calculate Attendance Percentage'
on {SMNT-12},
the program will do the normal calculations as discussed below to determine the 'Exam Granted' value.
2. The 'Mark Type Used' in {SCODE-10} for a 'Mark Type Code' is set to 'Y
- Used in Calculation of Full Period Marks'; and
3. Students' 'Exam Type' is linked on {SCODE2-2} and the Enrolment Type is set as 'B'oth.
4 Primary Indicator equals 'Y'. {SREGAR-1b2}
5. Only 'Type of Evaluation equals 'O - Objective Evaluation' as indicated in {SSTUD3-7b1} will be calculated; and
6.
Check System Cycle 'E' record on {SMNT-2} when {SSTUD4-2} is used for
calculation. Check System Cycle 'F' when the marks are manually
updated
on {SSTUDM-2}.
7. A subject has not been 'Cancelled' {SDREGC-4}
- Depending of 'SOD: MC / SR' - Allow calculation of cancelled subjects is set as 'Y'
8. An assigment record exists in either:
9. Restriction Type SREC {SMNT-12} is set for one Faculty / Department / Campus Code combination and user enter valid values in the input prompts.
10. Default 'Exam Admission Criteria' exists on {SSTUD3-1}.
11. Student has a valid subject registration on {SREGAR-1b2} as per input prompts.
12. When a Student has a full period mark less than the Minimum Full Period Mark {SSTUD3-2b1} no Exam Admission will be granted.
13.
If all the rules has been applied to the Exam Admission Status
will be updated and set to 'Y'. Query student record in {SSTUDY-21} to validate if the field has been updated correctly.
Error Messages:
- Exam Year / Month Is Not Valid According To System Cycle 'XX'.
- Exam Year / Month Is Invalid According To System Cycle Type 'XX', Year 'XXXX', Month 'XX', Offering Type 'XX'
- Calculation of exam admission not allowed - See User Restriction SREC, Subject 'XXXX,' Offering Type 'XX'.
- No Data Found For Selection Criteria.
After
the calculation of the Full Period Marks the
user can run the calculation program to calculate the Exam
Admission using the following
steps:
| Batch Prompt |
Value / Validation |
LOV's available |
|
| Exam Year |
This is the examination year for the subject registration. |
No |
|
| Exam Month |
- This is the examination month for the subject registration
- Validate to {SREGAR-1b2} - Field 'Month'
- Validate to {SMNT-2} - Tab Exams against the following fields:
- Type = 'F' when the user changed the 'exam' / 'Year Mark' in {SSTUDM-2}
- Year
- Month
- Offering Type
- Type = 'E' when the user run {SSTUD4-2}
- Year
- Month
- Offering Type
|
Yes |
|
| Faculty Code or ALL |
This is the 'Faculty' whereto a subject is linked in {SACADO-10} |
Yes |
|
| Department Code or ALL |
This is the 'Department' whereto a subject is linked in {SACADO-10} |
Yes |
|
| Subject Code or ALL |
- This is the subject code whereto a student has been registered in {SREGAR-1b2}.
- Validate that the registered subject exists in {SACADO-10} for the examination year.
|
Yes |
|
| Include Records with a Final Result |
- User to indicate either 'N / Y'
- If the selection is 'Y' all students with a final mark Result Code will be calculated
- If the selection is 'N' only students where the final mark and Result Code is NULL will be calculated.
|
Yes |
|
| Campus Code or ALL |
- This is the Campus Code as defined against an Offering Type in {GCS-5} and whereto the student has been registered for the subject in {SREGAR-1b2}
- Validate to {SREGAR-1b2} - Field 'Offering Type'; and
- then validate for the Offering Type / Campus Code in {GCS-5}
|
Yes |
|
| Offering Type or ALL |
- This is the subject Offering Type for the subject registration.
- Validate to {SREGAR-1b2} - Field 'Offering Type'
- Offering Type must be a valid Offering Type in {GCS-5}
- Validate to {SMNT-2} - Tab Exams against the following fields:
- Type = 'F' when the user changed the 'exam' / 'Year Mark' in {SSTUDM-2}
- Year
- Month
- Offering Type
- Type = 'E' when the user run {SSTUD4-2}
- Year
- Month
- Offering Type
|
Yes |
|
| First Block Code to Include or ALL |
- This is the block code for the subject registration
- Validate to {SREGAR-1b2} - Field 'Block'.
|
Yes |
|
| Next Block Code to Include or <ENTER> to continue |
Same rule as above. |
Yes |
|
| Use First Assessment Rule |
Only allow exam admission if an assignment is found in the holding bin {TASKS1-16} or in the assignment bundles {TASKS1-1} or a Mark and Result or only a Result exists in {SSTUD1-2}.
NOTE: If the answer for this prompt = 'Y' the prompt 'Use Mark Type Information' will not be available.
|
Yes |
If ‘Y’
A record must exists for the student in either the
- Holding Bin {TASKS1-16} or a
- Bundle {TASK1-1b2} or a
- Mark and result or a Result Code in {SSTUD1-2}
for the smallest Assessment number of any Mark Type defined in {SSTUD3-7b3}.
The 'Mark Type' must be linked to 'Y - Used in Calculation of Full Period Marks' in {SCODE-10} . If not the 'Mark Type' will be ignored.
Example:
In the example below subject CLOTDES is linked to more than one 'Mark Type' in {SSTUD3-7}
| Subject |
OT |
Group
Type |
Group
Value |
Mark Type |
Assessment |
| CLOTDES |
01 |
C |
A |
TM |
1 |
| CLOTDES |
01 |
C |
A |
P1 |
3 |
and in block 3 to Assessments for each Mark Type:
| Subject |
OT |
Group
Type |
Group
Value |
Mark Type |
Assessment 1 |
Assessment 2 |
Assessment 3 |
| CLOTDES |
01 |
C |
A |
TM |
X |
|
|
| CLOTDES |
01 |
C |
A |
P1 |
X |
X |
X |
- When
a record is found in {TASKS1-16} or {TASKS1-1b2} or a Mark and Result /
Result is entered in {SSTUD1-2} for the first Assessment (Assessment 1)
for either Mark Type 'TM' or 'P1' the SPC will be set to 'Y'.
- Where Mark Type 'TM' is not linked to any of the above menu's (no records
found) and a record is found for Mark Type 'P1' for Assessment nr
3 only, the SPC will be set to 'N'. This is because Assessment nr
3 is not the 'Smallest Assessment Number'.
|
Select only Subjects with:
1) With Exams
2) Without Exams
3) Both |
If 'Use First Assessment Rule' = Y, subjects will be divided into subjects with 'Exams' or Subjects without 'Exams':
- With Exams: subjects for which the Exam Mark Weight is creater than 0 (zero)
- Without Exams: subjects for which the Year Mark Weight is 100 and the Exam Mark Weight equals '0'.
|
|
|
| Must First Assessesment for All Types be Submitted? |
|
Yes |
If the user answer ‘Y’ to the prompt:
A. When only one Mark Type is defined in {SSTUD3-7} and only one Assessment for each Mark Type exists; and
1.
No records have been found in {TASKS1-16 / TASKS1-1b2} and no marks
were entered in {SSTUD1-2} for any of the Mark Types of the student the
Exam Admission will be updated to 'N' where
- 'Use First Assessment Rule' = 'Y'
- 'Must First Assessment for all Types be Submitted = 'Y'
And where the
- 'Use First Assessment Rule' = 'Y'
- 'Must First Assessment for all Types be Submitted = 'N'
2.
If a Mark Type Mark has been entered for a student in {SSTUD1-2}
(no records exists in {TASKS1-16} or {TASKS1-1b2) and
- 'Use First Assessment Rule' = 'Y'
- "Must First Assessment for all Types be Submitted = 'Y'
the Exam Admission is set as 'Y'.
3.
If the student is linked to a bundle in {TASKS1-1b2} and
- 'Use First Assessment Rule' = Y and
- 'Must First Assessment for all Types be submitted' = 'Y'
the Exam Admission is set as 'Y'
4.
If an record is found in either {TASKS1-16} or {TASKS1-1b2} or a mark
have been entered in {SSTUD1-2} and the (only for the first Assessment,
not for any Assessment)
- 'Use First Assessment Rule' = 'Y'
- 'Must First Assessment for all Types be Submitted = 'N'
the Exam Admission is set as 'Y'.
5.
If a record is found in either {TASKS1-16} or {TASKS1-1b2} or a mark
have been entered in {SSTUD1-2} and the
- 'Use First Assessment Rule' = 'N'
the Exam Admission is set as 'Y'.
B. When more than one Mark Type is defined with only one Assessment for each Mark Type in {SSTUD3-7} and
1. No records have been found in {TASKS1-16} or {TASKS-1b2} and a mark / result do not exists in {SSTUD1-2} for any
of the Mark Types of the student the Exam Admission will be updated as ‘N’ where the
- ‘Use First Assessment Rule’ = ‘Y’
- ‘Must First Assessment for all Types be Submitted = ‘Y’
And where the
- ‘Use First Assessment Rule’ = ‘Y’
- ‘Must First Assessment for all Types be Submitted = ‘N’
2.
If an record was found in either {TASK1-16} or {TASKS1-1} or a
mark / result exists in {SSTUD1-2} for only one of the Mark Types the
Exam Admission is updated as ‘N’ where the
- ‘Use First Assessment Rule’ = ‘Y’
- ‘Must First Assessment for all Types be Submitted = ‘Y’
And where the
- ‘Use First Assessment Rule’ = ‘Y’
- ‘Must First Assessment for all Types be Submitted = ‘N’
3.
If an record was found in either {TASKS1-16} or {TASKS1-1b2} or a
mark / result exists in {SSTUD1-2} for all of the Mark Types the
Exam Admission is updated as ‘Y’ where the
- ‘Use First Assessment Rule’ = ‘Y’
- ‘Must First Assessment for all Types be Submitted = ‘Y’
4. If an record is found for only one of the Mark Types and the
- ‘Use First Assessment Rule’ = ‘Y’
- ‘Must First Assessment for all Types be Submitted' = ‘N’ the Exam Admission is updated as ‘Y’.
C. When more than one Mark Type is defined and one of the Mark Types have more than one Assessments in {SSTUD3-7b1 / 3}
Example A:
| {SSTUD3-7b1} |
{SSTUD3-7b3} |
| Year |
Subject |
OT |
Group Type |
Group Value |
Mark Type |
Number
of
Assess |
Asses Nr |
Asses Nr |
Asses Nr |
| 2015 |
CLOTDES |
01 |
C |
A |
TM |
1 |
1 |
|
|
| 2015 |
CLOTDES |
01 |
C |
A |
P1 |
3 |
1 |
2 |
3 |
1.
And a record was found in {TASKS1-16} or {TASKS1-1b2} or a mark /
result exists in {SSTUD1-2} for all of the Mark Types and
Assessment 1 (first Assessment) the Exam Admission is updated as 'Y' where
- ‘Use First Assessment Rule’ = ‘Y’
- ‘Must First Assessment for all Types be Submitted = ‘Y’
2. If a record was found in {TASKS1-16} or {TASKS1-1b2} or a mark / result exists in {SSTUD1-2} for
- TM - Assessment Number 1 and
- P1 - Only Assessment Number 2 or 3 the Exam Admission is updated as 'N'
D. When more than one Mark Type is defined and one of the Mark Types have more than one Assessment in {SSTUD3-7b1} and Assessment 1 is not linked in {SSTUD3-7b3}
Example B:
| {SSTUD3-7b1} |
{SSTUD3-7b3} |
| Year |
Subject |
OT |
Group Type |
Group Value |
MarkType |
Number
of
Assess |
Asses Nr |
Asses Nr |
Assess Nr |
| 2015 |
CLOTDES |
01 |
C |
A |
TM |
1 |
|
|
|
| 2015 |
CLOTDES |
01 |
C |
A |
P1 |
3 |
|
2 |
3 |
1. And a record was found in {TASKS1-16} or {TASKS1-1b2} or {SSTUD1-2} for
- TM - Assessment Number 1 and
- P1 - Assessment Number 2 (the first Assessment) the Exam Admission is updated as 'Y'.
2. If a record was found in {TASKS1-16} or {TASKS1-1b2} or {SSTUD1-2} for
- TM - Assessment Number 1 and
- P1 - Assessment Number 3 the Exam Admission is updated as 'N'
|
| Enter Result Code to Update Subject Final Result when Requirements are not met? |
Enter a valid Result Code as defined in {SCODE-23}. |
Yes |
|
| Student Number or ALL |
- This is a valid student number
- Validate that the student has an valid subject registration in {SREGAR-1b2}
|
Yes |
|
| Enter a '0' Mark? |
If
the user answers ‘Y’ to the prompt
- and the 'Year Mark' is NULL
- and the 'Minimum Full Period Mark for Exam Admission' field in {SSTUD3-2} has a
value
the program will allocate a 0 (zero) as a full period
mark to a
student that is not admitted to the examination.
The
students Result Code can be updated when Exam Admission is not
granted by adding a Result Code in the prompt 'Enter Result Code to
Update Subject Final Result' when the requirements are not met'. |
Yes |
|
| Use Mark Type Information? |
NOTE: If the answer for prompt 'Use First Assessment Rule' = 'Y' this prompt will not be available.
|
Yes |
Use Mark Type Information:
When the user answer 'N' to the prompt
- then the program will not check the sub-minimum or compulsory
status of Assessments and only determine the admission based on the
available full period mark.
When the user answer 'Y' to the prompt
- then
all Mark Type Marks must exits (already calculated), if the mark does
not exists or is not calculated, exam admission is not granted.
- or any Mark Type has a fail sub-minimum result then exam admission is not granted.
- or any Mark Type has a fail compulsory result, exam admission is not granted.
- or any Mark Type has a compulsory not submitted result, exam admission is not granted.
|
| Include Students with an Exam Indicator of 'No'? |
Where the answer equals 'N':
- Exclude all the Exam Admissions records set as 'N' (SPC) for selection.
- If the 'N' value was set for Exam Admission (SPC) by a different
process e.g. a manual process as in {SSTUDM-2} for example, then a 'N' answer to the prompt will not
overwrite these values.
Where the answer equals 'Y':
- Include all the students regardless of the Exam Attendance (SPC) value.
|
Yes |
|
Example:
History of Changes
| Date |
System Version |
By Whom |
Job |
Description |
| 16-Oct-2006 | v01.0.0.0 | Phlip Pretorius |
| New manual format. |
| 15-Nov-2006 | v01.0.0.1 | Phlip Pretorius | T126352 | Add the First Assessment rule information
|
| 08-Nov-2006 | v01.0.0.1 | Phlip Pretorius | T135600 | Add the information regarding the usage of the student's academic year to determine the calculation criteria |
| 10-Jan-2007 | v01.0.0.2 | Phlip Pretorius | T138804 | Add new reason for student excluded |
| 17-Jan-2007 | v01.0.0.2 | Hermien Hartman | T139070 | Copied file to Int1 |
| 07-Jun-2007 | v01.0.0.2 | Melanie Zeelie | T142001 | Add information regarding subjects with/without exams and block code prompts |
| 19-Aug-2008 | v01.0.0.3 | Bea Swart | T152378 | Add processing rules and check manual |
| 31-Aug-2010 | v02.0.0.0 | Bea Swart | T164727 | Add Type of Evaluation P - Professional Judgement |
04-Jan-2013
| v03.0.0.0
| Magda van der Westhuizen
| T178547
| Add Restriction 'SREC'.
|
| 15-Apr-2014 | v03.0.0.1 | Hermien Hartman | F198314 | Remove the line "a MT has been exempted" from "Exam admission will NOT be granted" in the processing rules. |
| 15-Sep-2014 | v03.0.0.2 | Bea Swart | T191973 | ATOV of T191973 - Add processing rule for new SOD = 'MC', 'SR' |
| 08-May-2015 | v04.0.0.0 | Magda van der Westhuizen | t194790 | Create a new manual.. |
| 22-Sep-2016 | v04.0.0.1 | Magda van der Westhuizen | T216447 | ATOV: T214826. Add information regarding the rules for SOD = 'CA', 'RE' |
