Maintain Student Cohort {SSTUD9-4}

This option is used to create and maintain Student cohorts. Option {SSTUD9-5} may also be used to populate the table. The facility to import records from an Excel spreadsheet also exists. Records may also be moved from one cohort to another, provided that the user has access to the new cohort.

The login user may only query student cohort / user detail if login user is the user that created the record.
The login user will therefore, only be able to select cohort / user combinations from the control block that was created by the login user.
The user may do a query via control block, or directly on the DSL sheet.
User access must be set up in {SSTUD9-3}.
Records may be deleted individually or in batch via {SSTUD9-5}.

Fields in this option:

Block 1: Block Description

Field	Type & Length	Description
Cohort Code	A6	Enter the Cohort Code to query.
Original User	A8	The user logged in must be the ‘Create User’. This is the user associated with the cohort code. If the user is not a valid user for the Cohort and User combination, no querying will be allowed and an error message in output – “User not allowed to create / update records for Cohort / user combination" will be displayed.
Sort Order	A1	Indicate if the students must be displayed (A)lphabetically or (N)umerically.

Example:

Block 2: Block Description

Field	Type & Length	Description
Cohort Code	A6	Enter or Query the cohort code to which the student is linked.
Original User	A8	The user Associated with the Cohort Code.
Student Nr	N9	Enter or Query the student number linked to the cohort. On the right click of a mouse, the the user can access the student EP where this student's detail will be queried.
Names	A45	This is the title, surname and full first names of the student.
Year	YYYY	The student's enrollment year for which the cohort record is applicable.
Block Code	N2	Enter the student’s qualification block code for which the cohort linking is applicable.
Cohort Status	A4	Enter or Query the status code linked to the student. The code structure is defined on {SSTUD9-2}. The action will be used to identify contact with the student
Create User	D11	The User creating the student cohort record. This is the only user that may delete a student from the cohort.
Transaction Date	DD-MON-YYYY	The date on which the student was linked to the cohort. If the cohort code / user combination is updated, populate field with the system date.
Parameter Set	N2	The parameter set with which the student was linked to the cohort when created by the batch program. If the student is moved to a new cohort, the parameter set field is cleared.
		User access restrictions to add a record manually/transfer to another cohort: If the new cohort and the user selected are linked to Public “Y” on the table, then all users are allowed to use the Cohort Code & User for transferring / inserting of students' records on {SSTUD9-1}. If the cohort and the user selected are linked to Public “N” on {SSTUD9-1}, then only if the login user is equal to the owner user or user group users (users linked to owner user / group as linked to the selected Cohort Code and User on {SSTUD9-3}), are they allowed to use the Cohort and User combination for transferring / inserting of students' records. If the user is not a valid user for the Cohort and User combination, the system will allow no processing and will display an error message in the form of a pop up – "User not allowed to create records for Cohort / user combination".
		Import of cohorts from a spreadsheet. The facility exists to import a file into this table. The user may proceed to Block 2 and in INSERT mode right click on the canvas. A pop up screen will be displayed. On selecting ‘Import’, the user will be able to select the file name that will be used for importing. The file may be situated on the PC. The File should contain the table column names as headings. All the fields must be defined, the sequence of fields do not matter. The user can export an example of the file to get assistance in the set up of the file for the importing.

Example:

Processing Rules
	No special processing rules.

Date	System Version	By Whom	Job	Description
31-May-2007	v01.0.0.0	Amanda Nell	t133940	New manual format.
10-Jan-2008	v01.0.0.0	Melanie Zeelie	t133940	Proofread.
24-Nov-2008	v01.0.0.0	Magda van der Westhuizen	t151710	Update manual: Language Editing: Juliet Gillies.
22-Jan-2008	v01.0.0.1	Phlip Pretorius	T155480	Add info about EP drill down.