Qualification Results {SSTUD7-12}

This option is used to enter an award when a student meets all the requirements for the Qualification.

{SSTUD7-2} used for progress of students and awarding of Qualifications, was split into 3 separate menu options in Int4.1 (ADF)

{SSTUD7-2} - Student Annual Results
{SSTUD7-12} - Qualification Results
{SSTUD7-13} - Annual/Qualification Results Log file

The following Control mechanisms are used:

Updates are controlled by the Qualification Awarded (“U” ) system cycle on {SSTUDY-1} System Control Cycle - Other tab.

A record may not be inserted when a qualification is cancelled or a student is linked to action code ‘QA’ or ‘QR’ on {SREGL-2} Link Student Status Codes.

The rules for determining whether a student has qualified are potentially complex and the system will assist in the process. The following reports can be used:

Reports {SSTURA-1}, {SSTURA-2} and {SSTURA-3} Academic Records.
Reports {SSTURC-1}, {SSTURC-2}, {SSTURC-3} and {SSTURC-4} Qualification Candidates.

For South African clients: Students entered here are reported in Stats Table 2.14 and also reported as graduates in HEMIS student Table (ITS Table 1001). Since Table 2.14 is used in the 0% (old 2%) tests that precede the production of the HEMIS tables, it is imperative that this table is entered correctly before the HEMIS tables are produced. It is equally important that the student’s study record be complete with respect to all subjects passed or exemptions granted in respect of this qualification.

In exceptional circumstances, a student may obtain more than one qualification in a year. In that case, more than one record in respect of that student may be created here.

A record may be created only for the academic year during which the student was registered at the institution for that particular qualification.

This program will validate that the student has presented all ‘Q’ type certificates as set up in {SSTUD3-4}.

Report {SSTUR2-7} Qualifications Awarded may be used to assist in the planning of the graduation ceremony.

Panel Box 1: Qualification Results

Field	Type & Length	Description
Student Number	N9	Enter the student number. Student name is displayed.
Check Awarded Pre-Requisite Qualification	A1	This field will default the value of the SOD ('GP','SR') Check Qualification pre-requisite awarded but can be changed by the user. If this field is set to (Y)es the program will check if the student was awarded a pre-requisite qualification as set up on {SACADO-6} Qualification Requisite Types. If this field is set to (N)o the program will not check for the qualification pre-requisite validation
Academic Year	N4	Format YYYY. The system will validate that the student was in fact registered during this Academic year.
Qualification	A6	Qualification code defaults to the primary qualification for which the student was enrolled during the specified academic year. The description is displayed. This code may be changed to that of another qualification for which the student was also registered in the specified academic year.
Result code	A2	The Result Code, which is entered here, must be a (P)ass type result code. The description and result type will be displayed.
Overall Mark	N4	The overall mark that exists in the final study period of the student on {SSTUD7-2} is copied to this record when the record is saved. This mark may not be changed here. If the overall mark was not inserted on {SSTUD7-2} at the time that the record was created on{SSTUD7-12}, the mark will not be copied.
Average Mark	N5	Average Mark
Will a Certificate be issued?	A1	Y/N. If this indicator is ‘Yes’ in {SCODE3-1} for the qualification type and validation ‘NS - Certificate Number Sequence’ is ‘No’, the user will be allowed to manually update or insert the Certificate Number.
Will there be a Graduation Ceremony?	A1	Y/N. If this indicator is ‘Yes’ in {SCODE3-1} for the qualification type, the user will be able to update or insert Ceremony detail.
The information in the following fields will be displayed by the system, provided that the information was entered in option {SSTUD8-1} Maintain Ceremony Information.
Decision Date to Award this Qualification	DD-MON-YYYY	The actual date on which the qualification is awarded, as would appear on the diploma / certificate.
Event Number	N9	The event for graduation ceremony. Event number is defined on option {STGRDOP-1}.
Date on which Qualification is Awarded	DD-MON-YYYY	The date of the graduation or diploma ceremony at which the qualification will be (or was) awarded.
Qualification Awarding Time	HH:MM	The time at which the ceremony starts.
Certificate Number	A10	The number of the certificate. This is an optional field. This can also be updated in bulk by using {SSTUD7-4}. This field is controlled by validation ‘NS – Certificate Number Sequence’ {SMNT-1}
Generate Certificate Number	Pushbutton	If the user clicks on this button then a certificate number will be created for the student. This is similar to the option {STGRDOR-8}. The existing validation ‘NS’ is used to determine whether certificate number field can be updated or not. BUT Regardless of what the value of validation ‘NS’ is, if the value of SOD 'AN' for subsystem 'SR' is Y then the manual update of certificate number is not allowed. The setting of the SOD will get preference. The LetterCode for Certificates is defined on {SMNT-12} SOD = LL/GR Document Code for Certificate Generated {SSTUD7-11} will determine the format for Certificate numbers using {SMNT-12} SOD AN/GR - Use Alphanumeric for Certificate Number Use {STGRDOP-9} Maintain Certificate Number Trace if the certificate number needs to be changed.
Certificate Type	A5	A <List of Values> may be used to enter certificate type. Certificate types are defined on option {STGRDC-8}.
Electronic Certificate Status	A1	Indicates the status of Electronic graduation certificates that are produced by third party systems. Null - means that the qualification result update is still in progress and not sent to Holding bin yet I - Ignore means ignore because the qualification is linked to a certificate type that does not interface to the third party system. N - Not Processed – means that an attempt was made to interface to the third party system, but the final date was not correct or the certificate code was not found H - Holding Bin indicates that the record was selected by the trigger and sent to holding bin C - Completed indicates that the record was sent successfully from the holding bin to the third party system. E - Error is when there is a technical problem with calling the API
Collection Date	DD-MON-YYYY	Indicate the date on which the certificate was collected.
Collection Method	A5	Collection method codes are defined on {STGRDC-9}.
Certificate Collected	A1	To indicate if the certificate was collected Y/N.
Payment Method	A1	This registration can be a C-Cash Payment or it can be on T-Terms. Different fees can be linked for Cash Payments and Term Payments.
Payment Agreement	A4	Payment Agreement for this qualification as defined on {FSAM-25}.

Example:

Processing Rules
	If the validation 'DA' = Y on {SMNT-1}, the user may enter an annual result for an additional block, e.g. Supplementary Exams.

Date	System Version	By Whom	Job	Description
13-Mar-2019	v04.1.0.0	Beulah Vries	T234641	Create new manual for {SSTUD7-12}, previous menu option {SSTUD7-2} block 2
24-Feb-2020	v04.1.0.1	Esther Nel	T241772	Correct reference to System Cycle tab
24-Feb-2020	v04.1.0.2	Precious Matsaya	T245006	Changes on Generate Certificate number
13-Feb-2023	v04.1.0.3	Esther Nel	T251515	Introduce Electronic Certificate Status for certificates produced by a third party /external system