Title · Web view2019. 9. 6. · Port folio. of evidence ... Perhaps you will also need to reacquaint yourself in areas such as essay planning, coping with exams and using the web

TRAINING MANUAL

Cohort System on Integrator 2

ITS changing for your benefit

Dear ITS Integrator user

As you are most likely aware, ITS Tertiary Software, ITS Abacus and their holding company ITS Holdings, have been majority owned by the JSE-listed Adapt IT Holdings Limited since 1 July 2009. On 1 January 2011 the remainder of the shareholding was sold and ITS became a 100% owned subsidiary of Adapt IT. In order to simplify the group structure, improve operating efficiencies and leverage the Adapt IT brand across industry sectors, this process is now being continued by amalgamating these companies together with other group subsidiaries into a single operating entity, i.e., Adapt IT (Pty) Ltd.

Here is the list of name brands:

Entity name before amalgamation Entity name after amalgamationITS Holdings Adapt IT – PretoriaITS Tertiary Software Adapt IT - PretoriaITS Europe ITS EuropeITS Australasia ITS AustralasiaITS eVula Adapt IT - Pretoria: Training and

DevelopmentITS Abacus Adapt IT - Pretoria: TimetablingDivision name before amalgamation Division name after amalgamationITS DBA Solution Adapt IT - Pretoria: Technology ServicesITS Business Solutions Adapt IT - Pretoria: Business SolutionsProducts (Product names will remain)ITS IntegratoriEnablerITS MobileITS InfoSlips

All training material from ITS Integrator 3 will be updated to incorporate the new Adapt IT brand.

For any further information please contact [email protected]

Kind regards,

Vidoosh Sing | Manager, Business Solutions

Adapt IT Pretoria

mailto:[email protected]

Copyright©All rights reserved No part of this document may be reproduced or transmitted in any form or by any means, electronic, electrostatic, magnetic tape or mechanical, including photocopying, recording, or by any information storage and retrieval system, without permission in writing from the publisherFirst edition: 2010Revised edition: 2014-08-12

AcknowledgementsIntegrated Tertiary Software and Business Solutions wishes to thank those below for their contribution to this Cohorts document:

Louis Lotter Director : Business Solutions

Vidoosh Sing Manager

Phlip Pretorius System Manager

Integrated Tertiary SoftwareBusiness Solutions

PO Box 25168Monumentpark

0105South Africa

Fax: +27 012 346 6095E-mail: [email protected]

Website: www.itsbusinesssolutions.co.za

CoHorts Subsystem– Integrator 2

ContentsAbout this training manual 4

What is the duration of this course?..................................................................................4What is the pre-requisite knowledge and skills needed for this Cohorts system?.............4What can you do after completing this Cohorts system?..................................................4What is the content of this Cohorts system?......................................................................5What are the learning outcomes for this course/subject/unit?...........................................5What learning materials and other resources do you need for this Cohort system?..........6What other resources can be recommended for self-enrichment?.....................................6

How do you use this workbook? 6

Icons used..........................................................................................................................7The following icons have been used for easy reference:...................................................7Structure of modules..........................................................................................................8Assessments.......................................................................................................................9Study skills......................................................................................................................10Need help?.......................................................................................................................11

Cohort System 2

Background........................................................................................................................2Specific outcomes..............................................................................................................2System Overview...............................................................................................................2

Cohorts Workflow process 3

Maintain Code Structure....................................................................................................4How to create a new code!.......................................................................................4

Cohort Code Structure {SSTUD9-1}................................................................................5Code Structures {SSTUD9}.....................................................................................5CoHort Definition {SSTUD9-1b1}..........................................................................5Cohort Parameter Sets {SSTUD9-1b2}...................................................................6Cohort Parameter Set/Object Data link {SSTUD9-1b3}.........................................6

Cohort Objects 8

Object Logic 11

Cohort Action Codes {SSTUD9-2}.......................................................................19Cohort Access Control {SSTUD9-3}....................................................................19Cohort Usage Group {SSTUD9-3b1}....................................................................20Cohort Access Control {SSTUD9-3b2}................................................................20

Cohorts Subsystem – Integrator 2

Maintain Student Cohort {SSTUD9-4} 21

Import of Cohorts from a Spreadsheet...................................................................22Auto Generation of Cohorts {SSTUD9-5}......................................................................23Delete of Cohorts {SSTUD9-6}......................................................................................24

Copy Cohort Definition {SSTUD9-8} 25

Cohort Credit Rules {SSTUD9-9} 25

Cohort Relations {SSTUD9-10} 26

Cohorts Relations............................................................................................................27How to create your master group and letter code on the its back office................28

Maintain iComms Style Sheets........................................................................................28Link your Document(s) to your New Master Group Code....................................28

Copy the Default Letter Objects to your Letter Code......................................................31To Create a Letter in a Word Processing Package.................................................33

Uploading Document to Database...................................................................................35Link Master Group to Menu and Option................................................................37

Student Cohorts correspondence {SSTUD9-11} 38

How to Generate your Letter..................................................................................38

Cohort Letters {SSTUD9-7} 40


About this training manualWelcome to the ITS course for Cohorts training. This course is designed to equip you with the skills and knowledge you need to use the Cohorts on Integrator. In fact, it is essential for anybody who will be responsible for any of student, finance and personal maintenance on the systems at any institution.

What is the duration of this course?2 day

What is the pre-requisite knowledge and skills needed for this Cohorts system?Before you can register for this course, you must have a basic knowledge of the ITS systems

What can you do after completing this Cohorts system? define cohorts and parameters and link it to values. define cohort action codes and maintain cohort access control import records from an Excel spreadsheet able to automatically create student cohorts with parameter sets to delete the student cohort or student cohort and cohort definition and to correspond with student cohorts.

4


What is the content of this Cohorts system?

The course/subject/unit is divided into modules and covering the following topics:

TOPIC CONTENTS

Cohorts Cohort Code StructureCohort DefinitionCohort Parameter SetsCohort Parameter Set/Object Data linkCohort ObjectsObject LogicCohort Action CodesCohort Access ControlMaintaining Student CohortAuto Generation of CohortsDelete of CohortsCopying of Cohort DefinitionsCohort Credit RulesCohort RelationsCohort Correspondence

What are the learning outcomes for this course/subject/unit? Define cohorts and parameters and link it to values. define cohort action codes and maintain cohort access control import records from an Excel spreadsheet able to automatically create student cohorts with parameter sets to delete the student cohort or student cohort and cohort definition and to correspond with student cohorts.

5


What learning materials and other resources do you need for this Cohort system? This workbook Logged onto the system Help facility within the system

What other resources can be recommended for self-enrichment?

We strongly recommend that you read the overview carefully before starting your study.

Your commentsAfter completing the Cohort System we would appreciate it if you would take a few moments to give us your feedback on any aspect of this course. Your feedback might include comments on: Course content and structure. Course reading materials and resources. Course assignments. Course assessments. Course duration. Course support (assigned tutors, technical help, etc.)

Your constructive feedback will help us to improve and enhance this course.

How do you use this workbook?This workbook is intended to help you the learner/user to achieve a clear understanding of:

6


Define cohorts and parameters and link it to values. define cohort action codes and maintain cohort access control import records from an Excel spreadsheet able to automatically create student cohorts with parameter sets to delete the student cohort or student cohort and cohort definition and to correspond with student cohorts.

It is a self-paced manual. This means that your progress through the modules and activities on your own pace. However, when and how the summative assessments will take place, will be agreed by you and you’re facilitator/assessor.

Icons used

The following icons have been used for easy reference:

Activity Assessment Assignment Case study Discussion

Group activity Outcomes Reading Help Note it!

Tip Study skills Summary Terminology Time

Please take note that not all icons may be used in this document

7


Structure of modulesEach module contains the following parts:IntroductionEach module starts with a statement of the content and learning outcomes for that module in order to introduce you to the subject matter of the module. Suggested time allocation is also included. Bear in mind that the time allocation is only a guide and some people will take longer than others to complete the same task. It can take longer if you choose to look up content from other resources.

Specific outcomes and assessment criteriaThe specific outcomes and assessment criteria are very important because it states what is expected of you and how you will be assessed i.e. how you will know whether you have achieved the specific outcomes.

AssessmentsThe assessments will take place in the form of learning activities, practical tasks, formative assessments and summative assessments.

Learning activities and assessmentsComplete each of the activities/assessments. It will enable you to apply and practice what you have learnt in each module/theme, as well as to assist you to monitor your progress so that you can successfully complete all assessments in this subject. The activities can be made up by written, task-based, practical and performance site-based.

Port folio of evidence (PoE) The PoE is a portfolio in where the learner keep evidence of the formative (refers to assessment that takes place during the process of learning and teaching) and summative assessments (refers to assessment for making a judgement about achievement of outcomes – it is carried out when a learner is ready to be assessed at the end of the process) results which can be made up by written; task-based; practical and performance site-based assessments. Your facilitator will provide you with the format of a PoE if needed.

Think about it…This will appear throughout the learning content. It is questions asked to process information and knowledge and also to assess your perception, reasoning and problem solving skills.

8


In the workplaceIn this section we are applying a concept to the workplace – putting the knowledge answers to the possible answers in this section have gained into practice.

GlossaryAs far as possible the workbook uses clear, non-technical language. However, it is inevitable that you will be introduced to new terminology. It will be explained in the text, but you will also find it in a separate glossary in a alphabetical order at the end of this workbook.

Answer checklistYou will find the answer checklists at the end of this workbook which will provide you with possible answers where there are definite answers to questions appearing in the activities. Compare your answers to the possible answers in this section to assess your progress.

Module summaryThis is a summary of what has been discussed in this module and will also help to reinforce what you have learnt.

Module checklistThe checklist will enable you to check when have achieved the specific outcomes. Do not proceed unless you are sure that you have mastered the module content.

AssessmentsHow many assignments/assessments are there for this offering?Are they self-assessments or teacher-marked assessments?If the assessments takes on the form of an assignment, how are they suppose to submit it and to whom?When is the submission dates? After each module? Give specific dates.If it is summative assessments, when will it take place?How long will it take the learners to complete the assessments?How long will it take before they get feedback?

9


Study skillsAs an adult learner your approach to learning will be different to that from your school days: you will choose what you want to study, you will have professional and/or personal motivation for doing so and you will most likely be fitting your study activities around other professional or domestic responsibilities.Essentially you will be taking control of your learning environment. As a consequence, you will need to consider performance issues related to time management, goal setting, stress management, etc. Perhaps you will also need to reacquaint yourself in areas such as essay planning, coping with exams and using the web as a learning resource.Your most significant considerations will be time and space i.e. the time you dedicate to your learning and the environment in which you engage in that learning.We recommend that you take time now—before starting your self-study—to familiarize yourself with these issues. There are a number of excellent resources on the web. A few suggested links are:

http://www.how-to-study.com/The “How to study” web site is dedicated to study skills resources. You will find links to study preparation (a list of nine essentials for a good study place), taking notes, strategies for reading text books, using reference sources, test anxiety.

http://www.ucc.vt.edu/stdysk/stdyhlp.htmlThis is the web site of the Virginia Tech, Division of Student Affairs. You will find links to time scheduling (including a “where does time go?” link), a study skill checklist, basic concentration techniques, control of the study environment, note taking, how to read essays for analysis, memory skills (“remembering”).

http://www.howtostudy.org/resources.phpAnother “How to study” web site with useful links to time management, efficient reading, questioning/listening/observing skills, getting the most out of doing (“hands-on” learning), memory building, tips for staying motivated, developing a learning plan.

The above links are our suggestions to start you on your way. At the time of writing these web links were active. If you want to look for more go to www.google.com and type “self-study basics”, “self-study tips”, “self-study skills” or similar.

10


Need help?Is there a course web site address?There is a manual/help facility available on the system the user can refer to.

What are the course consultants’ names? Christo Lombard - [email protected] Beukes - [email protected] Cupido - [email protected] Sethuntsa - [email protected]

Where can s/he be allocated (office location and hours, telephone/fax number, e-mail address, etc.)Corner Bushbuck street and Squirrell street.Monumentpark0105Fax: 012 460 5337Telephone: 012 425 5600

Is there a teaching assistant for routine enquiries? Where can s/he be located?Cecilia van der Linde - [email protected] - Tel: 012 425 5600Margaret Abourizk - [email protected] - Tel: 012 425 5600Essie Steyn - [email protected] - Tel: 012 425 5600

You are now ready to start with the modules. Good luck and we trust that you will enjoy this course thoroughly.

11





Cohort System

BackgroundThroughout a student’s study their progress is monitored. Where appropriate, the student is offered advice and support to ensure that they have every opportunity to conclude successfully. The support of a student is much wider than merely their accomplishments. ‘Monitor, Support and Advise Progress - is about being able to access all information pertinent to a student’s academic lifecycle, so that appropriate support can be provided. Once students have been identified, whatever support is extended to them must be recorded.

Specific outcomesOn completion of this module, you should be able to: Define cohorts and parameters and link it to values. define cohort action codes and maintain cohort access control import records from an Excel spreadsheet able to automatically create student cohorts with parameter sets to delete the student cohort or student cohort and cohort definition and to correspond with student cohorts.

System OverviewThroughout a student’s study their progress is monitored. Where appropriate, the student is offered advice and support to ensure that they have every opportunity to conclude successfully. The support of a student is much wider than merely their accomplishments. ‘Monitor, Support and Advise Progress - is about being able to access all information pertinent to a student’s academic lifecycle, so that appropriate support can be provided. Once students have been identified, whatever support is extended to them must be recorded. This system is used to track students studying.

MODULE

1

2


Students are grouped by qualification or subject and may be contacted via correspondence. The choice of user restrictions are applied yes or no.

Cohorts Workflow process

1Define Cohort Structure {SSTUD9-1}

2Define Cohort Action Codes {SSTUD9-2}

3Define Cohort Access Control {SSTUD9-3}

4 Maintain Student Cohorts {SSTUD9-4}Automatically {SSTUD9-5}ImportedManually

5Student Cohort Correspondence {SSTUD9-7} and {SSTUD9-11}

6 Delete Unwanted Cohort Records{SSTUD9-6}

3


Maintain Code StructureHow to create a new code!

Determine what codes have already been used by running the relevant report to list the codes already used if available;

Decide on the code that is going to be created; Select the applicable menu option; Capture the code and all the applicable information.

All fields where the field name is in bold type are mandatory and must be populated;

Save the record; Test the use of the new code to ensure that everything calculates and/or reports correctly; Sign off and file source documentation.

This process will apply to all new codes to be created in order to make the document storage of the core system works effective.

How to update an existing code! Determine what codes have already been used by running the relevant report to list the codes already used. Select the applicable menu option. Query the code to be updated; Make whatever changes are required.

Remember – depending on the code, certain fields may not be updateable. The rules applicable to the code structure being modified will apply!

Save the record; Test the use of the modified code to ensure that everything calculates and/or reports correctly; Sign off and file source documentation.

4


Cohort Code Structure {SSTUD9-1}Code Structures {SSTUD9}

The following Cohort menu options can be used for creating codes. Please remember that codes will be maintained by system administrators or system super users.

{SSTUD9-1b1} Define Cohort Definitions; {SSTUD9-1b2} Define Parameter Sets; {SSTUD9-2} Define Action Codes;

The option is used to define cohorts and parameter sets. Block 1 and 2 is user defined. The objects table to be used on Block 3 will be installed by ITS. Access control as defined on {SSTUD9-3} is applicable. Any user may query all records, but only users whom have access may update the structure.

CoHort Definition {SSTUD9-1b1}The cohort definition is unique in terms of the code and user as in example above. Another cohort can have the same code but is unique because it is associated with a different user.

If Public "Y", then this cohort/user definition can be used by any other user when student records is identified with the batch “C” program, no user restriction applicable. If public “N” only the user who has created it and the once that has been given access to it via a user group can use it.

The start and end dates will be used for the purpose of the delete program {SSTUD9-6}.

Block 1:

Fields to emphasize:

Start Date: Enter the start deletion date for cohort code.

End Date: Enter the end deletion date for the cohort code.

Public: If “Y” the cohort can be used by all users, and if “N” it is restricted to the owner user and the user group users linked on {SSTUD9-3}.

5


Learning Activity 1.1

Create and define your own cohort definition on the test environment?

__________________________________________________________________________

__________________________________________________________________________

Create now a cohort definition on your production environment if needed?

__________________________________________________________________________

__________________________________________________________________________

Cohort Parameter Sets {SSTUD9-1b2}This block is used to define the parameter set on which a student will be linked to the cohort via {SSTUD9-5}

Block 2:


Parameter Set Number: Enter the parameter set number for the cohort code.


Define a parameter set on which a student or group of students will be linked via a cohort?

1. __________________________________________________________________________

__________________________________________________________________________

Create a parameter set on your production environment if you do want to link students to a specific cohort if needed?

2. __________________________________________________________________________

__________________________________________________________________________

6


Cohort Parameter Set/Object Data link {SSTUD9-1b3}This block is used to link actual values per parameter set. The program that selects student records must treat the objects linked to the parameter set as “AND” conditions”.

Block 3:


Parameter Set Number: Enter the parameter set number to be linked to the cohort code.

Object Number: Enter the cohort object number.

Reference 1: The parameter set reference 1 detail for the object selected.



Reference 1: The Value for reference 1 as applicable for object.



Processing Rules: The objects linked to the parameter set will only allow certain values in the reference fields. E.g. if object 20 "No

Pass Mark in a Specific Assessment" is used, the reference fields do not carry values. If, however, object 3 is used only valid block codes as defined in {SCODE2-1} may be entered in the reference fields.

Some objects can have more than one reference field e.g. object 14 "Tutor". To select the correct student records, the Tutor Personnel Number, Service Centre and Activity code must be entered.

Objects can be combined in a single parameter set to refine the parameters according to which the student records will be selected e.g.

if object 1 "Year" and object 31 "New to the Institution" is combined, only students that were first registered in the year supplied, will be included in the cohort code.

if object 1, 31 and object 33 "Secondary School" is combined, only students that were first registered in the year supplied and that attended the secondary school supplied, will be included in the cohort.

It is recommended that users study the program logic of each of the cohorts and decide on the combinations of objects to use before attempting to identify students with cohorts.

The following cohort objects can be studied and used

7


Cohort ObjectsObject Number Object Description First reference value Second reference value Third reference value

1 Year Year

2 Block Block

3 Offering Type Offering Type Code

4 Faculty Faculty Code

5 Department Department Code

6 Qualification Qualification Code

7 Contract Contract Code

8 Contributing Employer Contributing Employer Code

9 Bursary Bursary Code

10 New to the Qualification

11 Subject Subject Code

12 New to the Subject

13 Subject Prerequisites


14 Tutor Tutor Personnel Number Serviced Centre Activity

15 Exam Type Exam Type Code

16 Group Type Group Type

17 Group Value Group Value Code

18 Mark Type Mark Type

19 Assessment Number Assessment Number

20 No Pass Mark in a Specific Assessment

21 Specific Result Code in a specific assessment Result Code

22 Specific Assessment not Submitted

23 No Assessment base on a range of days

24 Exam Year Exam Year

25 Exam Month Exam Month

26 Examination Paper Examination Paper Number

27 No Pass Mark in a Specific Exam

28 Specific Result Code for a Specific Exam Result Code

29 Date Range Start Date End Date

30 First Time Learners


31 New to the Institution

32 Range of EFTS Min EFTS Total Max EFTS Total

33 Secondary School Secondary School Code

34 Geographical Area Address Type Geographical Area Code

35 Ethnicity Ethnicity Code

36 Student Indicators Indicator Code Seen Y / N or ALL

37 Disability Disability Code

38 Note Note Type Note Status

39 Student Status Status Code

40 No contact based on a range of days Note Type Letter Code

41 No Result Code in a Subject

42 A Result Code exists on a Subject

43 A Pass Result Code exists on a Subject

44 A Fail Result Code exists on a Subject

45 A Specific Result Code exists on a Subject Result Code

46 A Cancellation Reason exists on a Subject

47 A Cancellation Reason Does not exists on a Subject

48 A Specific Cancellation Reason does not exist on a Cancellation Reason


Subject

49 Student fails a percentage of registered subjects Percentage

50 Student fails a number of subjects and obtain equal or less than a number of credit points

Number of subjects failed Number of credits Type of credits to use: I-Internal,

N-National, S-Stats

51 Annual or Semester enrolment A-Annual; S-Semester;

Q-Quarterly

52 Student did not obtain a required number of credits after a required number of enrolments

Exam Year Exam Month

53 Qualification type Qualification type

55 Average Attendance below user percentage Percentage Attendance Indicator:

Y

N

R

L

A

Day:

MO

TU

SE

TH

FR

SA

SU

56 Campus Campus Code

57 Specific Period Number Average Attendance equal and above user Percentage

Specific Period Number Percentage Attendance Indicator

Y


N

R

L

A

58 Specific Period Number Average Attendance below user percentage

Specific Period Number Percentage Attendance Indicator:

Y

N

R

L

A

59 Average Attendance equal and above user percentage

Percentage Attendance Indicator:

Y

N

R

L

A

Day:

MO

TU

WE

TH

FR

SA

SU


Object LogicObject Object Description Object Logic

1 Academic Year This is the year field on the qualification definition in {SACAD-13}.

The LOV displays a list of distinct Years that exist in the qualification definition table. When the program is run, it will select students from the qualification enrolment table. If the year object is combined with a qualification code (object 6), the program will use the qualification year from {SSTUDY-21b2}, as well

as the appropriate qualification code to select students from the qualification enrolment table. If the year object is combined with a subject code (object 11), the program will use the subject year and subject code from the subject

enrolment table.

2 Block Only valid block codes as defined in {SCODE2-1},

The program will select records based on the block specified in the reference field. If a qualification code (object 6) is combined with the block code, the program will use the qualification block from qualification enrolment

table. If a subject code (object 11) is combined with the block code, the program will use the subject’s block from the subject enrolment table. If both the qualification object and the subject block are combined with the block code object, the subject enrolment block is used for the

selection of students.

3 Offering Student fails a percentage of registered subjects Types

Only valid offering types as defined in {GCS-5} can be entered. The program will select records based on the offering type specified in the reference fields. If a subject code (object 11) is combined with the offering type, the program will use the subject offering type from the subject enrolment

table. If both objects objects 6 and 11 are combined the offering type, the program will select students from the subject enrolment table.

4 Faculty Only faculties linked to qualifications in {SACAD-13} can be used here. The year used to determine valid faculty codes is the year of cycle “S” (the current academic year).

The program selects records based on the faculty code specified in the reference field. If a qualification code (object 6) is combined with the faculty object, the program will use the faculty linked to the qualification from the

qualification enrolment table.


If a subject code (object 11) is combined with the faculty object, the program will use the Faculty linked to the subject from the subject enrolment table.

If both object 6 and 11are combined with the faculty object, the program selects students using the Faculty linked to the subject.

5 Department The same logic is applied for the department object as is applied for the faculty object described above.

6 Qualification Qualification codes that are valid for the year linked to the cycle “S” and defined in

{SACAD-13} can be entered.

The program will select students from the qualification enrolment table where the object value equals the qualification that a student is registered for.

7 Contract LOV: Display Contract Code, Description, Start and End Date from {FSAC-10}. Sorting must be from youngest to oldest. Select from {SDREGA-1} where Contract linked on registration = input contract object value.

8 Contributing Employer LOV: As defined on program {GCS-22}. Displays employer code and description. Select from {SDREGA-1}.

9 Bursary code LOV: Display Bursary Code and Description as defined on {FBLO-1}. Select records where the bursary code equals the input object bursary code.

10 New to the Qualification LOV: Display qualification code and description as defined on {SACAD-13} for the year linked to the cycle “S” on {SMNT-2}. Option {SACAD-13}, TAB - Qualification Information.

Select only records where it is the first time that a student has registered for the input qualification (object 6). No prior enrolments for the qualification code exist on {SSTUDY-21}.

11 Subject LOV: Display subject code and description as defined on {SACAD-14} for the year linked to the cycle “S” on {SMNT-2}. Option {SACAD-14}.

From Subject on {SACAD-14}, TAB - Subject Information. Select records where subject = input object subject code.

12 New to the subject LOV: Display subject code and description as defined on {SACAD-14} for the year linked to the cycle “S” on {SMNT-2}. Option {SACAD-14}.


Select from IAHSUB only records where it is the first time that the student has registered for the input subject (object 11). No prior enrolments for the subject exist on {SSTUDY-21}.

13 Pre-requisite case LOV: Display subject code and description as defined on {SACAD-14} for the year linked to the cycle “S” on {SMNT-2}. Option {SACAD-14}, TAB - Subject Information.

As defined on {SACAD-14}, TAB - Requisites Types If no IAGQUAL is included in select of records. Use input subject (object 11) and check if a record exists for the combination where: Relationship Type = P. Subject = input subject. If a record was found on {SACAD-14}, TAB Requisite Type, determine if a subject record exists on {SSTUDY-21b3} for the pre-requisite

subject where final result leads to a “Pass”. If a {SSTUDY-21} record exists, exclude student. If no record exists, include student for the selection. Use input subject and check if a record exists for the combination where: Requisite Type = P. Subject = input subject. Qualification = qualification of selected records. If a record was found on {SACAD-14}, TAB - Requisites Types, determine if a subject record exists for the pre-requisite subject where final

result leads to a “Pass”. If a subject record exists, exclude student, if no record exists, include student for the selection. If, for any of the above two combinations a subject record was found for the pre-requisite subject and a value was specified for the

Minimum Final Mark, then the user must take into account the final mark of the subject record. If final mark is > or = than Minimum Final Mark then exclude student, if < include record in selection.

14 Tutor LOV: Display Personnel Number, Surname and Name on {PBOP-1}. Select records from {SDSERI-1} where the person number is equal to the person number, service centre and activity specified for input

prompts. See below logic to be used for the “Service Centre” and Activity parameters applicable to tutor selection.

Service Centre prompt LOV: Display Service Centre Code and Description on {SDSERC-4}. Select records where the service centre is equal to the input service centre.

Activity LOV: Display Activity Code Description, Type Description and Event Indicator on {SDSERC-3}. Select records where the activity is equal to the input activity code.

15 Exam type LOV: Display Exam Type and description on {SCODE2-2}, TAB - Exam Types.


Select records where the subject attendance type = input object exam type.

16 Group Type LOV – The three valid values as on {SACAD-14}, TAB - Class Group and Lecturer. If Group Type (object 16) and Group Value (object 17) are used select records from IAHSUB where class group on the student's

subject equals the input group value. If Group Type (object 16) Group Value (object 17) and Mark Type (object 18) are used select records on {SSTUD1-2}. Where group type

and mark type equals input values.

17 Group Value From Class group field on {SACAD-14}, TAB - Class Group and Lecturer. Select subject records where the class group = input class group. If Group Type (object 16), Group Value (object 17) are used, select subject records on {SSTUDY-21} where the class group equals the

input group value. If Group Type (object 16), Group Value (object 17) and Mark Type (object 18) are used, select records on {SSTUD1-2} where group type

and mark type equals input values.

18 Mark Type LOV – Valid values as on {SCODE-10}, display Code & description. If Group Type (object 16), Group Value (object 17) and Mark Type (object 18) are used, select records from {SSTUD1-2} where the group

type, mark type equals input values.

19 Assessment Number If Group Type (object 16) Group Value (object 17) and Mark Type (object 18) are used select records on {SSTUD1-2}, where the group type mark type and mark number equals input values.

20 No pass mark in a specific assessment

For value specified as input for object 19 Select records on {SSTUD1-2} where the mark leads to a “Fail” for the combination of group type, mark type and mark number specified

as part of input parameters. (Objects 16, 17, 19).

21 Specific Result code in a specific assessment

LOV: Display Result Code, Description, Pass/Fail Indicator and Active Y / N as defined on {SCODE-23}. Select records {SSTUD1-2} where input result code is equal to the result for the mark number (object 19) specified as part of input.

22 Specific assessment NOT submitted

For the input assessment number (object 19), check if a record exists for one of the following {SSTUD1-2}, {TASKS1-2} and {TASKS1-16}. If a record is found, exclude student from selection. If no record exists, include record in selection.

23 No assessment based on a range of days

For the input date range (values as for object 29) specified check if a record was created for any one of the following options: {TASKS1-2} - Check via the bundle creates date if any record was created is between the given dates. {TASKS1-16}- Check if a record was created for this table where the date-in is equal to or between the dates range specified.


If no record is found equal to or between the date ranges specified include record. If a record is found exclude record.

24 Exam Year Select records on {SSTUDY-21} where the input object value = Exam Year.

25 Exam Month Select record on {SSTUDY-21} where the input object value = Exam Month.

26 Examination Paper Select records on {SSTUD3-2} where the input object value = Paper Number.

27 No Pass Mark in a Specific Examination Paper

Select records on {SSTUD3-2} where the result leads to a “Fail” for the paper number (object 26) specified.

28 Specific Result Code for a Specific Exam

LOV: Display Result Code, Description, Pass/Fail Indicator and Active Y / N as defined on {SCODE-23}: Select records from {SSTUD3-2} where input result code is equal to the result for the paper number specified.

29 Date Range Select records according to the date ranged specified, for the object(s) it is used in combination with.

30 First time learners Select records from {SSTUDY-21} where NO previous study record exists and NO previous qualification enrolment record is entered on the student’s biographical record on {SREGB-7}.

31 New to Institution Select from the Registration records on {SSTUDY-21} where it is the first enrolment record found, regardless qualification code. NO previous enrolment records exist.

32 Range of EFTS – current qualification enrolment

Select records based on the input qualification code (object 6) from {SSTUDY-21} and use the subjects linked to the qualification enrolment to determine if the total of EFTS for all subjects selected are within the ranges specified for input criteria.

Qualification subjects can be determined where the subject qualification number is equal to the qualification number. Total EFTS is the sum of all EFTS for the subjects identified. The EFTS value is defined for the field Subject National Credit on {SACAD-

14} TAB - Subject Information. Select subject for credit count based on the following rules: Exclude cancellation. Exclude exemptions. Exclude subjects where IAHERES = NOT NULL

33 Secondary school As defined on {SCODE-1b2} LOV: Display school code and description. Select records from {SREGB-1} where school code = input object school code.


34 Geographical area LOV: As defined on {GCS2-3}. Display Geographical Code and Description. Include records in the selection where the input address type and geographical are. The records selected for specified address type and postal code must be linked to the input geographical area The link can be determined as follows: A Geographical area is linked to a Magisterial Code on {GCS2-4}. The magisterial code is linked to individual postal codes on {GCS2-2}.

35 Ethnicity LOV: As defined on {GCS-7}. Display Group Code and Description Select from {SREGB-1} where the input object value exists for one of the following fields ethnic code fields .

36 Student Indicators LOV: As defined on program {SCODE-22}. Display Indicator Code and Description. Select the records where the Certificate / Indicator code and Seen Y / N status = input object certificate/indicator and seen status. If ALL

was indicated program will select records regardless Y / N status.

37 Disability Code LOV: As defined on {GCS2-1}. Display Disability Code and Description. Select records where the disability code is equal to the input object disability code.

38 Notes LOV: Note Type and description records as exists on g01app.html. Where Number type = ‘S’. Student Number = Student Number on the notes. Note Status = (C)ompleted / (W)ithdrawn or both. Select records where note type is equal to input Note Type. Select the record with the latest date that will result in the selection of the most recent record.

39 Student Status LOV: As defined on program {SCODE-9}. Display Status code, Description, action and System Indicator. Select records where the Status Code is equal to the input object status code and where system date is equal to or between start and end

date.

40 No contact based on a range of days (Correspondence, Notes)

Notes Type (prompt). Letter Code (prompt). Select records where no records are found for note type or letter code between the input start and end date range. Note Type where no record exists on g01app.html . LOV Note Type & description records as exists. For the Letter Code where no record exists on {SLLL1-1} where the format = 'E' . LOV: Letter codes and description as valid on {SLLL-1}.


41 No result code on subject No reference value to be entered. Select records for subjects where the result = NULL on {SSTUDY-21}.

42 A Result Code exists on a Subject No reference value required. Select records for subjects where the result is not NULL on {SSTUDY-21}.

43 PASS Result Code exists on a Subject

Any result code that leads to a 'Pass' must be displayed in the LOV and only allows results that lead to a 'Pass' to be entered in the field. Codes are defined on {SCODE-23}.

44 A Fail Result Code exists on a Subject

Any result code that leads to a 'Fail' must be displayed in the LOV and only allow results that leads to 'Fail', to be entered in the field.

45 A Specific Result Code exists on a Subject

Any result code must be displayed in the LOV and only allow valid values as defined in {SCODE-23} to be entered in the field, select records for subjects where the result = the reference 1, 2, 3F is specified.

46 A Cancellation Reason exists on a Subject

No reference code required. Select records for subjects where the subject cancellation reason not NULL.

47 A Cancellation Reason does NOT exists on a Subject

Select records for subjects where the subject cancellation reason is NULL.

48 A Specific Cancellation Reason Code exists on a Subject

LOV to display all the cancellation reason codes and descriptions as defined on {SCODE-25} and only allow valid reasons to be entered in the reference 1,2,3 fields

Select records for subjects where the cancellation reason = reference 1, 2, 3F is specified.

49 Student fails a percentage of registered subjects

Functions with objects 1, 4, 49, 50 and 51. The program counts the number of subjects registered and not cancelled. It then counts the number of subjects passed. If the percentage passed is less than the number specified in reference field 1, the student will be linked to the cohort.

50 Student fails a number of subjects and obtain equal or less than a number of credit points

Functions with objects 1, 4, 49 and 51. The program checks the number of subjects failed (reference field 1). It then checks if the student has obtained the number of credits (reference field 2). For the type of credits specified (reference field 3).

51 Annual or Semester enrolment Functions with objects 1, 4, 49, 50 and 52 Determined by the type of enrolment as defined on {SCODE2-1}.


52 Student did not obtain a required number of credits after a required number of enrolments

Functions with objects 1, 4 and 51 The program selects the student for the year (reference field 1) and month (reference field 2) entered. It then counts the number of non-exam only enrolments for the student and qualification. The cohort credit rules, as defined in {SSTUD9-9}, are then applied.

53 Qualification Type Functions with object 52. The object links directly with the QualType on {SSTUD9-9}.

55 Average Attendance below user percentage

1. Specific Day Parameter 1 and 3 are mandatory. Functions with objects 1, 2 and 29. Object 11 is optional The object includes students with average attendance below user percentage for a specified day.

2. Specific Subject Parameter 1 and 2 are mandatory Functions with objects 1, 2 and 29. Parameter 3 is optional. Object 11 is mandatory. The object includes students with average attendance below user percentage for a specified subject.

3. Date Range Parameter 1 and 2 are mandatory. Functions with objects 1, 2 and 29. Object 11 is optional. The object includes students with average attendance below user percentage within specified dates.

56 Campus Can be linked with any other object to select records for the specific Campus

57 Specific Period Number Average Attendance equal and above user percentage

All parameters are mandatory. Functions with objects 1, 2 and 29 The object includes students with average attendance equal and above user percentage for specified period number.

58 Specific Period Number Average Attendance below user percentage

All parameters are mandatory. Functions with objects 1, 2 and 29. The object includes students with avarage attendance below user percentage for specified period number.

59 Average Attendance equal and above 1. Specific Day


user percentage Parameter 1, 2 and 3 are mandatory. Functions with objects 1, 2 and 29. Object 11 is optional The object includes students with average attendance equal and above user percentage for a specified day.

2. Specific Subject Parameter 1 and 2 are mandatory. Functions with objects 1, 2 and 29. Parameter 3 is optional. Object 11 is mandatory. The object includes students with average attendance equal and above user percentage for a specified subject.

3. Date Range Parameter 1 and 2 are mandatory. Functions with objects 1, 2 and 29. Object 11 is optional. The object includes students with average attendance equal and above user percentage within specified dates.



Link your parameter set to actual values (objects) which will treat these objects as “conditions” on which information will be selected and generated?

1. ____________________________________________________________________________________________________________________________________________________

Cohort Action Codes {SSTUD9-2} The option is used to define cohort action codes to be linked to student cohort records. The user can e.g. indicate the manner in which a student was contacted.


Define your own action codes that will be linked to your student cohort records?

1. ____________________________________________________________________________________________________________________________________________________

Cohort Access Control {SSTUD9-3}This option is used to maintain cohort access control. A user must have access to the cohort if he/she is not the user that created the definition on {SSTUD9-1} and/ or student cohort records on {SSTUD9-4}. The access may further be defined as having usage access or editing of the codes structure access.

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Cohort Usage Group {SSTUD9-3b1}

Fields to emphasize:Owner User: Enter the user that will be the owner of the cohort group. The Owner user is the user that creates the group and then link users to it.User Group: Enter the grouping value to which the users will be linked for access to the cohort.User: The user to be linked to the owner/group combination for access to a cohort. The user must have an active record on {USERS-5}.

Cohort Access Control {SSTUD9-3b2}Block 2:

Fields to emphasize:Owner User Group: Enter the user group to be linked to the cohort/user definition for access purposes. Assess to Cohort Definition: Specify whether a user will have update or only usage access for the cohort/user definition.If access JJPALLACCESS = Y, all users linked to the “User Group” will have update access on the cohort definition If access JJPALLACCESS = N, users linked to this group will have access to use this cohort definition but will not be allowed to change the definition of it. This is typically a public cohort definition.Examples:

Example 1 Example 2

Cohort Code ABC ABC

Original User VANRIA VANRIA

Owner user VANRIA PJC

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User Group Group 1 Group 2

Access to Cohort Definition Y/N Y Y

Interpretation for Example 1:For the cohort definition ABC/VANRIA, the user VANRIA give access to all users linked to “User Group” GROUP 1. These users will be able to update and use the cohort definition.

Interpretation for Example 2:In this case user PJC use the cohort definition ABC/VANRIA and link it to “User Group” GROUP 2, which means users linked to this group will have access to use this cohort definition but will not be allowed to change the definition of it. This is typically a public cohort definition.


Create your own access control that will allow you usage access or the editing of code structure access?

1. ____________________________________________________________________________________________________________________________________________________

Maintain Student Cohort {SSTUD9-4} This option is used to create and maintain Student cohorts. {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 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, which

was created by the login user. May do a query via control block or directly on the DSL sheet. User assess must be set up in {SSTUD9-3}. Records may be deleted individually or in batch via {SSTUD9-5}.

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Fields to emphasize:Cohort Code: The user logged in must be the ‘Create User’.Original User: This is the user associated with the cohort code. If the user is not valid to use the Cohort and User combination, no querying will be allowed an error message in output – “User not allowed to create or update records for Cohort/user combination” is displayed.Sort Order: Indicate if the students must be displayed (A)lphabetically or (N)umerically.

Fields to emphasize:Cohort Status: 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.Transaction Date: 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: The parameter set with which the student was linked to the cohort when created by the batch programme. 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 user selected is linked to Public “Y” on table then all users are allowed to use the Cohort Code & User for transfer/inserting of students records on {SSTUD9-1}.

If the cohort and 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 & User on {SSTUD9-3}), are allowed to use the Cohort & User combination for transfer/inserting students' records.

If the user is not valid to use the Cohort & User combination, allow no processing and display an error message in form of pop-up – User not allowed to create records for Cohort/user combination.

Import of Cohorts from a SpreadsheetThe facility exists to import a file into this table. The user may proceed to block to and in INSERT mode right click on the canvas. A popup screen will be displayed. On selecting ‘Import’ the user will be able to select the file name which 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 import of a file.

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Create and maintain your student cohorts by using {SSTUD9-4} and populate the table in {SSTUD9-5}?

1. ____________________________________________________________________________________________________________________________________________________

Auto Generation of Cohorts {SSTUD9-5}This program is used to automatically create student cohorts with parameter sets.

User Selection:Cohort Code (A6)User Associated with Cohort CodeFirst Parameter Set (x10)

Students are selected according to the rules of each object linked to the cohort parameter set.Processing Rules

Between objects in the same parameter set, an 'AND' relationship exist. A student must thus comply with all the rules of all objects in a parameter set before he/she will be linked to the parameter set

An 'OR' relationship exist between different parameter sets. If a student does not comply with all the rules of the objects in parameter set 1, but comply with all the rules of objects in parameter set 2, the student

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will be linked to the cohort.

If the student complies with the rules of all the objects within a parameter set he/she will be linked to the cohort. If the student complies with the rules of a second parameter set, the student will be ignored in that particular execution of the program.

A student can thus only be linked to a cohort once irrespective of the number of parameter sets he/she complies with.

Program can be run multiple times The program always add student to a cohort; no duplicates will be created. User Restrictions are based on if the “login user” can use Cohort Code & User entered for input

parameters. o If the public indicator of the cohort and user selected is set to “Y” in option {SSTUD9-1} Tab

- Cohort Definition, then all users are allowed to use the Cohort Code & User for selection of students records.

o If the public indicator of the cohort and user selected is set to “N” in option {SSTUD9-1} Tab - Cohort Definition, then only the following users may use the cohort

if the login user is equal to the 'create' user as defined in {SSTUD9-1} Tab - Cohort Definition

or if the login user is link to an Owner User Group (defined in {SSTUD9-3} Tab - Cohort User Group and the owner user group is linked to the cohort in the 'Cohort Access Control' are.

If the user group have update access to cohort definition, any of the users can change the definition of the cohort.

o If the user is not valid to use the Cohort & User combination, no processing will be done and an error message will be displayed in the output i.e. “User restricted and not allowed to use Cohort Definition”

If a status code is linked to a cohort code, and a student is linked to the cohort code, the student will also be linked to the status in {SREGL-2}.

The program implements the cohort relationships as defined in {SSTUD9-10}.

Delete of Cohorts {SSTUD9-6}This program is used to delete the student cohort or student cohort and cohort definition. User access is applicable. Cohort definitions on {SSTUD9-1} may only be deleted if the login user is the user that created the cohort definition or have full access on {SSTUD9-3b2}. The program will always delete the student cohort. Cohort definitions with the end date > than system date will not be deleted. If the cohort definition is still used on {SSTUD9-4}, users may not delete the definition.User Selection

Enter Start/End DateCohort CodeOriginal UserEnter Choice:

1. Delete Student Data Only

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2. Student Data and Cohort DefinitionDelete Student Data ONLY or Student Data and Cohort Definition.

Copy Cohort Definition {SSTUD9-8}User Selection:

Cohort Code to Copy FromUser who define this Cohort CodeCohort Code to Copy to

Cohort Credit Rules {SSTUD9-9}Use this option to indicate how many credits a student should have obtained after a number of non-exam only qualification enrolments.

To use this option, the faculty- and departmental structure must be defined as well as the academic structure for the academic year for which these rules will be valid. It is equally important to indicate the Enrolment Type of the Block Codes defined in {SCODE2-1}.

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The information maintained in this option is used in the auto generate of cohorts in {SSTUD9-5} for cohort object 52 - 'Student did not obtain a required number of credits after a required number of enrolments’.Credit rules can be defined on different levels of hierarchical structure of Faculty, Department and Qualification. The rules of the lowest level will take precedence in the auto generate of cohorts.

The rules can be defined for three different credit types i.e.1. The Internal credit of the subject as defined in {SACAD-14} - Subjects 2. The National credits of the subject as defined in {SACAD-14} - Subjects 3. The Stats credit of the subject as defined in the curriculum in {SACAD-15}.


Credit rules can be defined on different levels of hierarchical structure of Faculty, Department and Qualification. The rules of the lowest level will take precedence in the auto generate of cohorts?

In which option can it be done?

1. ____________________________________________________________________________________________________________________________________________________

2. ____________________________________________________________________________________________________________________________________________________

Cohort Relations {SSTUD9-10}This option is used to set up relations between cohorts as defined in {SSTUD9-1}. Both cohorts that are referenced here must be defined in option {SSTUD9-1}.

Please remember that a cohort definition includes the code and user ID to uniquely identify a cohort. Both these elements must be used to define the relation. The program will prevent a cohort to be linked to itself in any relation.

During the auto-generation of cohorts in {SSTUD9-5}, students will be linked to the Cohort Code and User (left hand side of the screen) i.e. the 'primary' cohort code. The program will check if the student complies with the relationship requirement of the involved Cohort Code and User (right hand side of the screen).

Cohorts can be linked in two types of relations:

Pre-requisite (P)

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o The student must be linked to the involved cohort code before linking to the 'primary' cohort code will be done

Exclude (E). The student must not be linked to the involved cohort code before linking to the 'primary' cohort code will be done.

Cohorts Relations

The sort order of records is: Cohort Code User Involved cohort code

In the example above:

1. A student who complies with the rules of Cohort ASLOM / CHRISTOL will only be linked to the cohort if the student is also linked to the combination of Cohort GROUP1 / RIA.

2. A student who complies with the rules of Cohort ASLOM / CHRISTOL will not be linked to the cohort if the student is already linked to the combination of Cohort XXX002 / RIA.

Fields to emphasize:Relation Type: The values are:

Pre-requisite (P) o The student must be linked to the involved cohort code before linking to the 'primary' cohort code

will be done Exclude (E).

The student must not be linked to the involved cohort code before linking to the 'primary' cohort code will be done.

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How to create your master group and letter code on the its back office This option is used to correspond with student cohorts.User restrictions as set up in {SSTUD9-3} will be applied.

Maintain iComms Style SheetsStep 1: Create on your new Master Group & Letter Code {GMNT-14},Block : “iComms StyleSheets”

Fields to emphasize:Code: Create your 8 character Master Group Code here, e.g. “COHMSG”Description: Type the description for your Master Group Code, e.g. “COHORT_LETTER_MASTER_GROUP”. Note: the system does not recognise spaces in this field hence the underscore signs to indicate spaces.Document Classification: Select “MST” (Master) for your Master Group and “LET” for you Letter Code from the List of Values (LOV)After entering all the information in the required fields as specified above, you can “commit” or you can also create your “Letter Code” (see step 2) and then commit.

Link your Document(s) to your New Master Group CodeStep 2: In order to link any document(s) to your Master Group code, the cursor have to be on your Master Group code {GMNT-14}, Block– “iComms Style sheets” before going to the next block.

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The Master Group description will display as shown below.

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Link all the different document types, e.g. “Letter Code” if applicable to the Master Group {GMNT-14}, TAB – Document Groups. To some Master Group’s only a label will be linked, to others a letter, label and list. Also see section on Master Group.Block 2: “Document Groups”

Fields to emphasize:Document Classification: Select the applicable format from the List of Values

Letter Paragraph Labels ASCII SMS List

Suggestion: Create each document classification and test it before you create a record for the next documentation classification.


Create a new master group and link your letter, list and label codes by using {GMNT-14}?

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1. ____________________________________________________________________________________________________________________________________________________

Copy the Default Letter Objects to your Letter CodeStep 3: Go to {GMNT-14b1}. Query your letter code, e.g. “COHLET” Note: the cursor must be on your letter code {GMNT-14}, block 1Go to Next block to “Letter Objects”. In the “Copy to” field the document code (letter, label, Paragraph Include, SMS or ASCII) will default from TAB – Maintain System Letters.Enter the Copy from document code in this case it will be “IJ701LET”

The objects (tags) as linked to the “Copy from” document code “IJ701LET” will copy to the new document code “Copy to” “COHLET” (as seen in the screen print below).

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A report of the objects copied will also appear as seen below.


Copy the default letter objects to your own letter code?

1. ____________________________________________________________________________________________________________________________________________________

To Create a Letter in a Word Processing PackageHighlight the codes and descriptions of your letter objects and copy it into a Word document. Create a new folder, namely “itstemp” on your local “C-disk drive” and save the above-mentioned document as “Cohort_Letter_Tags”

Now use “ALT” and your mouse (stand in front of your 1st object code) and highlight all the object codes and then delete them and save the document again.

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See below.

Open another Word document and copy and paste the applicable tags to your letter, also add your text as well.Example:

Save this letter document in C: drive, under “itstemp” and call it eg. “Cohort_Letter” – NB! Save as an rtf-file (Rich Text Format).

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Highlight the codes and descriptions of your letter objects and copy it into a Word document. Create a new folder, namely “itstemp” on your local “C-disk drive” and save the above-mentioned document as “Cohort_Letter_Tags”.Open another Word document and copy and paste the applicable tags to your letter, also add your text as well.

1. ____________________________________________________________________________________________________________________________________________________

2. ____________________________________________________________________________________________________________________________________________________

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Uploading Document to DatabaseUpload your .rtf or .txt file into the database Note: Do not convert a List, Log or Group. Go to {GMNT-14, block 1} and query on your letter codeClick on the “Retrieve from client” -button.

The following screen with a list of all the documents in the directory will appear.

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Select the applicable document in this case it will be “COHORT_LETTER.rtf and double click on it. It will close the above screen and you will be back in ITS Back Office System.

A message indicating the status of the upload “ will display at the bottom of your screen, as seen in the screen print above). Another message will also appear after clicking on the “OK”. This message will read afterwards.


Upload your document to the database and make a print screen of the information appearing on the directory?Select the applicable document and follow the steps until the conversion was successful.

1. ____________________________________________________________________________________________________________________________________________________

2. ____________________________________________________________________________________________________________________________________________________

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Link Master Group to Menu and OptionGo to the menu option {USERS-11}, note that menu option {USERS-1} can also be used; however, it is strongly recommended to use {USERS-11}.

Select and enter the applicable menu to which the new master group must be linked to (as seen above).Enter the option of the menu selected above to which the new master group must be linked to as seen below.Sequence: The sequence link to this menu and option (as seen below)Program: Default from the sequence field (as seen below)Style sheet: Use the LOV functionality to select the new master group code which you created on {GMNT-14}. The next two fields populate from the LOV information.Output Format: Default from the selected style sheetOutput Type: Default from the selected style sheetClick on “save” /commit after you have entered all the required fields as per the above screen prints.


Select and enter the applicable menu to which the new master group must be linked to and save the record?

1. ____________________________________________________________________________________________________________________________________________________

Student Cohorts correspondence {SSTUD9-11}

How to Generate your LetterGo to Menu {SSTUD9-11}

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Enter the input parameters.

Note: When you indicate (Y)es to Print Letters and Print Lists and Print Labels and Print ASCII and Send SMS al those will be generated if linked to the master group and active on {GMNT-14}. Indicate only (Y) to those you wish to print or send.Select the correct Style sheet format (Master Group). The documentation (letter/list/label/SMS/ASCII) is linked to the Master Group, in this case it will be “COHMSG”

Click on after you have chosen your style sheet.

Depending on the setup done in {GMNT-14}, TAB – Document Groups and your criteria answered to the first 5 batch prompts the different output reports will be displayed after clicking on button.

Examples of the output files:

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Cohort Letters {SSTUD9-7}The Correspondence Subsystem (Letters / Lists / Labels Subsystem) contains the following main features:

definition of the text of letters, both in English and an alternate language, to be sent to selected enquirers; inclusion in the text of these letters of various codes, descriptions, etc.; printing of lists of selected enquirers before letters are produced, or as a separate activity; printing of address labels for selected enquirers;

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generation of ASCII files with selected enquirers data

The system can also keep a record of all of the letters, labels and ASCII files that were sent, and makes sure that the same document is not sent to the same enquirer more than once.When documents are generated and the selection has been <COMMIT>ted, the system will generate five output files in the following sequence:

A summary of the selection criteria and the number of records per document type generated. This will allow the user to prepare the required amount of stationery. Letters for all the selected enquirers A list of all the selected enquirers - this can be used for checking purposes Labels for the selected enquirers An ASCII file for the selected enquirers

These files can be sent to the printers in sequence to allow the user to have the correct stationery on the printer. The files will only contain data if the specific document format has been selected.

This option is used to correspond with student cohorts.

User restrictions, as set up in {SSTUD9-3}, will be applied.Block 1: Cohorts

Block 1: Page 2Processing Rules for this Block (delete if not applicable):

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Fields to emphasize:Cohort Code: The cohort code to be selected.Original User: Enter the user that is associated with the cohort code.To be sent to: (S)tudent, Contributing (E)mployer or (C)ontractee. Indicate the address to which the correspondence will be sent. If (E) or (C), the following field must be entered.Contributing Employer or Contractee Debtor Number: If Contributing (E)mployer, the address of the debtor on the employer on {GCS-22} and linked to the student on registration, will be printed for the D-parameter values D8 – D12. If (C)ontractee is selected, the address of the debtor linked to the students’ contract code, as defined on {FARO-21}, will be selected. Correspondence will only be allowed to be sent to the employer or contractee if the contact allows results to be sent to 3rd parties on {FSAC-10}.Address Type for the Contributing Employer or Contractee: Specify the address type to be entered for the correspondence to the contributing Employer or Contractee. Only ‘Address reference type = ‘P’ will be valid.Student Cohort User or ALL: Select cohort records based on the user who created the records, or ALLParameter Set or ALL: Specify value if records must be selected per parameter set created for cohort code and user, or ALL.

Block 2: D-parametersa. Columns 1 and 2: The D-parameter values to be defined for page 3. b. Columns 1 to 4: The linking of a D-parameter value with its applicable object /

prompt. c. Column 5: The value to be printed when D-parameter is used.

D-Parameter (1) D-parameter Description (2)

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D1 Year

D2 Block

D3 Offering Type

D4 Faculty

D5 Department

D6 Qualification Code and Description

D7 Contract

D8 Contributing Employer

D9 Bursary

D10 Subject Code and Description

D11 Tutor

D12 Service Centre

D13 Activity

D14 Exam Type

D15 Group Type

D16 Group Value

D17 Mark Type

D18 Assessment Number

D19 Assessment Result

D20 Exam Year

D21 Exam Month

D22 Exam Paper Number

D23 Exam Paper Result Code

D24 Start Date

D25 End Date

D26 Minimum EFTs Total

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D27 Maximum EFTs Total

D28 Secondary School

D29 Geographical Area

D30 Ethnicity

D31 Student Certificate / Indicator

D32 Seen Y / N

D33 Disability

D34 Note

D35 Note Status

D36 Student Status

D37 Contractee or Contributing Employer Name

D38 Contractee or Contributing Employer Address Line 1




D42 Contractee or Contributing Employer Postal Code

Example of report generated:

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Processing Rules:The user restrictions, as set on {SSTUD9-3}, will be applied. If the 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 selection of students' records. If the cohort and the user selected are linked to Public "N", then only if the login user is equal to the create

user or user group users as defined and linked to the cohort / user combination, will users be allowed to use the Cohort & User combination for selecting / inserting student records.

If the user is not valid to use the Cohort & User combination, the system will allow no processing and will display an error message in output - "User restricted and not allowed to use Cohort Definition".

Flow diagram on the whole Cohorts process

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