Batch Registration For Additional Exam  {SSTUD4-21}

This option allows for the automatic registration of students for subsequent examinations based on the exam type linked to the result code.


Typical cases would be where a student was absent from an examination due to illness (Agrotat exam) or where the result in the initial exam was for instance “Fail, Re-exam allowed”.

Users must remember the "R" System Cycle must be open for every possible block code and offering type combination for which students can be registered according to the exam opportunities set up in {SCODE2-2} TAB - Exam Types and Blocks.


User Selection Prompt Text
* an item between square brackets [ ] is the default answer 		Type
&
Length		 Comments
  Service Centers Should Exist For the Re-Examination Year to ensure that the Activity Can be Linked      
  Do You want to Continue [Y]/N A1  
  Enter The Examination Year Just Completed YYYY  
  Enter Examination Month Just Completed N2  
  Enter Activity Code for Examination Just Completed or Enter A4  
  Enter Activity code for Re-Examination A4  
  Enter Department Code or [ALL] N4  
  Enter Subject Code or [ALL] A7  
  Register Mother Subjects [Y]/N A1  
  Check Financial / Admin Blocking Y/N A1  
  Generate Fees as (C)ash or (T)erms A1  
  Order Student (A)lphabetically or (N)umerically A1 Alphabetical sorting is done on Surname and Initials.
  [T]rial run or (U)pdate run A1 A (T)rial run will not do any updating, an (U)pdate run will create the records as printed in the second part of the report.

Sort Order Per Comments
  Per subject Code  
  Alphabetically or Numerically  

System Select  
  The program will not allows registration where the exam month falls outside the start and end dates of the qualification and subject blocks.
Exam Type leading to "B"oth or "E"xam only.
Subject of which the result leads to subsequent exam type {SCODE-23}
Excluding exemptions and cancellations.

Example:

Part 1:
Example of {SSTUD4-21} Part 1


Part 2:
Example of {SSTUD4-21} Part 2


Processing
Rules		  
  The program will determine if the subject that needs to be registered is a module as defined in the Main/Module structure in {SACADO-17}. If it is, it will also register the Main subject.
 
  Get the Exam year and Month subsequent to the input year and month and the Block code on {SCODE2-2} Tab Exam Types. Blocks for the exam type equal to "Exam Type Allowed" of the result {SCODE-23}. If no record found give error: "Student NNNNNNNNN (Student number) XXXXXXXXXX (Surname) XX (Initials) Subject XXXXXXX Subject not linked to Block XX offering type XX or exam type XX Info inconsistent.
 
  Check if subject is not already registered between the input year and the new exam year and month, if so give error: "ERROR: STUDENT NNNNNNNNN(Student number) XXXXXXXXXX (Surname) XX (Initials) ALREADY REGISTERED FOR SUBJECT XXXXXXX See YYYY(Year) XX (Block Code)"
 
  Check the system cycle 'R' is open for Year, Block and Offering Type that needs to be registered {SMNT-2}, if cycle is not open give error: "Student NNNNNNNNN (Student number) XXXXXXXXXX (Surname) XX (Initials) Subject XXXXXXX See registration's system control cycle for YYYY(Year) XX (Block Code) XX (Offering Type)"
 
  Check if Subject, Block and Offering Type combination exist on {SACADO-12} Blocks, if no record exist give error: "Student NNNNNNNNN (Student number) XXXXXXXXXX (Surname) XX (Initials) Subject XXXXXXX No such Block and Offering Type YYYY (Year) XX (Block Code) XX (Offering Type)
 
  Check exclusions if user selection "Check Financial / Admin Blocking (Y/N)" is 'Y'
  • If the student have a status linked to it with action: R - Stop registration (Finance) give error: "Student NNNNNNNNN (Student number) XXXXXXXXXX (Surname) XX (Initials) Is prohibited for financial reasons"
  • If the student have a status linked to it with action: AR - Stop academic application/registration (Student system) {SCODE-9} and {SREGL-2} or ER - Stop Exam Registration (Student system) {SCODE-9} and {SREGL-2} give error: "Student NNNNNNNNN (Student number) XXXXXXXXXX (Surname) XX (Initials) Is prohibited for administrative reasons"
  Check if Subject is inactive for the Year, Qualification, Subject and Offering Type {SACADO-17} Curriculum, if so give error: "Student NNNNNNNNN (Student number) XXXXXXXXXX (Surname) XX (Initials) Has an inactive qual/subj/ot combination of XXXXXX (Qualification) XXXXXXX (Subject) XX (Offering type)
 
  Get all possible qualification records that might apply to this student and subject - where the qualification Start year between the year just completed and the new subject year.
  • If more that 50 Qualification records selected give error: "Student NNNNNNNNN (Student number) XXXXXXXXXX (Surname) XX (Initials) Has more than 50 enrollments records."
  • If qualification records exist but is canceled give error: "Student NNNNNNNNN (Student number) XXXXXXXXXX (Surname) XX (Initials) Have no uncanceled qualifications for subjects XXXXXXX"
  • If qualification exist, insert subject and mother subject if needed, logfile with program 33 {SMNTL-4}.
  • If no qualification exist
    • Check block of qualification on {SACADO-4} Blocks, if no qualification give error: "Student NNNNNNNNN (Student number) XXXXXXXXXX (Surname) XX (Initials) Qual XXXXXX Block XX Offtype XX Yr YYYY Not a valid qual/bc/ot"
  The appropriate debits for this subject and examination type will also be raised according to the rules specified under option {FSAM-1}. The payment agreement type to be linked to a student will depend on the following:
  • If fees are generated as (C)ash, the values set up in {FCSM-1} TAB - System Operation Definitions for ‘SF’, sub-system ‘SD’ will be linked to the student via the batch registration for additional exams.
  • If fees are generated as (T)erms, the value set up in {FSAM-25} for the specific year/block combination will be linked to the student. If no value exists in this option, the value in {FCSM-1b2} for ‘SE’ and sub-system ‘SD’ will be linked.
  The field ‘Must student repeat all papers for additional Exam’ on {SSTUDE-1} Tab Exam Admission and Final Result Criteria.
  • If the field,  is set to ‘Y’ the program will register the student for the additional examination and the student will have to repeat all the papers.
  • If this field is set to ‘N’ the program will register the student for the additional examination, but the student will only have to repeat the papers failed. The mark and result of the passed papers will be copied to the additional exam registration, only if the criteria for the normal and additional exam are exactly the same in {SSTUDE-2}.
  If a Service Center Record exists on {SDSERI-1} for the main examination, the user can create a record for the subsequent examination while generating the batch registration. Error: "Student NNNNNNNNN (Student number) XXXXXXXXXX (Surname) XX (Initials) Failed to insert exam center rec for subject XXXXXXX No exam center info for current/new registration"
 
  The program will transfer the values of the following fields from the 'Normal' enrollment to the new additional exam opportunity enrollment:
  • Contract code
  • Contractee code
  • Contributing employer code
  • Student type
  • Contract date
  • SDR Assist code

The start and end registration dates for a new qualification / subject enrollment will be populated with the start and end dates of the academic block that the qualification / subject is registered for.
 
  Note: It is possible to do a trial run before the actual updating of the data. A trial run is recommended if there is any doubt as to the likely outcome as it will be cumbersome to undo erroneous registrations. Both the qualification registration as well as the subject registrations are written away to a log file and can be seen when the log files are printed with {SMNTL-1}.

If 'Mother / Main' subjects is setup and  linked to modules in {SACAD-10} and any of the modules has a result code of 'FR', the program will automatically register the student for the 'Mother / Main' combination as well as the relevant module.  When the program is ran in 'Trial' mode and more than one module from the same {SACADO-17} tree (same 'Mother / Main') is enrolled for re-exam, the 'Mother / Module' will appear on the report once for each module.  Reason for this is that insert does not happened in trial mode, therefore the program cannot recognize that 'Mother / Main' have already been reported against the subject from the same 'tree'

The option can be executed repeatedly.
 

Full Period Mark (FPM) Validity:

1)  Students can register for an “Exam Only” examination and use the same FPM over a period of time, but a limitation needs to be set to prevent the students to be registered after the validity of the FPM has expired.

  • If an Institution wants to implement this functionality, the 'Full Period Mark Validity Interval’ must be set up in at least one of the following options below for the year wherein the exam only examination will take place.
2)  Registration will be refused where the 'Full Period Mark Validity Period' has expired and the result code in {SCODE-23} - field 'Exam Type Allowed' is linked to {SCODE2-2} for Enrollment Type 'E'.

3)  Subject enrollment records will be created and the FPM copied if the 'validity period' does not end before new examination cycle where:
4)  Subject 'Exam Only' enrollment records will be created but the FPM will not be copied when {SCODE-23} - field 'Exam Type Allowed' is linked to {SCODE2-2} Enrollment Type equals 'B' and the FPM validity period has expired.

5)  When the 'Full Period Mark Validity Interval' is populated on more than one level the order of precedence is:
  • Subject
  • Qualification
  • Qualifcation Type
e.g. When the ‘Full Period Mark Validity Interval’ is set to 6 on Subject level and 12 on Qualification Type level a validation will be done to check that Full Period Mark is not more than 6 months old for the particular subject. For all other subjects in the curriculum the validity period will be 12 months.

See Also:
History Of Changes

Date System Version By Whom Job Description
05-Jan-2007 v01.0.0.0 Phlip Pretorius t122085 New manual format.
25-Sep-2007 v01.0.0.0 Charlene van der Schyff t137175 Fixes to links and {SACAD -1} to {SACAD -14}.
30-Sep-2007 v01.0.0.0 Melanie Zeelie t146106 Spelling error fix
30-Oct-2007 v01.0.0.0 Melanie Zeelie t138012 Proofread.
09-Oct 2008 v01.0.0.1 Bea Swart t153513 Processing rules.
02-Dec-2009 v02.0.0.0 Christel van Staden t160547 Add processing rules for start and end registration dates
02-Oct-2012 v03.0.0.0 Magda van der Westhuizen t178550 Add processing rules regarding auto registration of Mother / Main and module subjects.
19-Mar-2015v04.0.0.0Magda van der Westhuizent205922Change SACAD menu's and links to SACADO.
08-Feb-2016v04.0.0.0Magda van der Westhuizent204756ATOV:  203404 -  Add 'Full Period Mark (FPM) Validity'.
24-Aug-2018
 v04.1.0.0
 Sarah Seeletse
 t226071
 Replace {SSTUD3-2} with {SSTUDE-1} and {SSTUDE-2}
26-Jun-2019
 v04.1.0.1
 Frans Pelser
 t237245
 Update Academic Structure references
08-Jun-2020v04.1.0.2Magda van der Westhuizent238728Insert rule regarding census dates.