Co-operative Education Subsystem

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Adapt IT Business Solutions

INTEGRATOR 3 – TVET TRAINING MANUAL STUDENT MANAGEMENT SYSTEM

Co-operative Education Subsystem

TVET – Co-operative Education Subsystem – Integrator 3

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 Adapt IT - Business Solutions or an authorised representative of Adapt IT - Business Solutions.

First edition: October 2014

Revised edition: March 2017

Adapt IT - Business Solutions

PO Box 25168 Monument Park

0105 South Africa

Fax: +27 012 460 5337

Email: [email protected]

Website: www.adaptit.co.za

http://www.adaptit.co.za/


Contents

About this training manual 4

What is the duration of this course? ................................................................................ 4

What is the prerequisite knowledge and skills needed for this course?.......................... 4

What is the content of this course? .................................................................................. 4

What are the learning outcomes for this course? ............................................................ 4

What learning materials and other resources do you need for this course? ................... 5

How do you use this workbook? 5

Icons used ......................................................................................................................... 6

Need help? ........................................................................................................................ 7

Business Process Alignment 8

Introduction/Overview ..................................................................................................... 8

Business Process COOP01: Work Placement 11

Business Process COOP02: Cancellation of Work Placement 13

Workflow Diagram 15

Step 1: Create Employer Information ............................................................................. 16

Step 2: Student Referrals/Placements ............................................................................ 17

Step 3: Student Cooperative Records ............................................................................. 18

Step 4: Ad-hoc Processes ................................................................................................ 19

STEP 4.1 : Placement Streams {COOPST} ........................................................... 19

STEP 4.2: Student Visits by Coordinators {COOP-7} .............................................. 20

STEP 4.3: Industry Training Needs {COOP-8} ........................................................ 20

STEP 4.4: Nominees for Committees {COOP-9} .................................................... 20

STEP 4.5: Student Personal Detail / Certificates {COOP-23} ................................. 21

STEP 4.6: Student Attendance Record {COOP-24} ................................................ 21

STEP 4.7: Cancel a Subject {COOP-10} ................................................................... 22

STEP 4.8: Details of Placement and Co-op Records {COOP-6} .............................. 22

Step 5: Correspondence (iComms) and Reports ............................................................ 22

System Overview 23

Overview of the Co-Operative Education System .......................................................... 23

Linking with Other ITS Systems ....................................................................................... 23

Implementation and Operation ...................................................................................... 24


Steps involved in using the Co-operative Education Subsystem 25

Maintain Code Structure ................................................................................................ 25

Validation {SMNT-1} .............................................................................................. 26

Setup of Academic Structure {SACAD-1} ............................................................... 28

Setup of Co-operative Education Code Structures ......................................................... 31

Workstation Type {COOPC-5} ................................................................................ 33

Setup of General Code Structures .................................................................................. 43

Setup of Person Information ................................................................................. 46

Co-operative Employer Information {COOP-3} ..................................................... 47

Register Student for current academic year {SREGAR-1} ..................................... 50

Student referrals / placements {COOP-4} ............................................................. 51

Student Cooperative Records ......................................................................................... 53

Calculation criteria ................................................................................................ 53

Student Cooperative Records {COOP-5} ............................................................... 54

Details of Placement and Co-op Records {COOP-6} (Optional) ............................ 58

Student Visits by Coordinators {COOP-7b1} (Optional) .................................................. 59

Training Needs {COOP-8} (Optional) ............................................................................... 60

Nominees for Committees {COOP-9} (Optional) ............................................................ 60

Cancel a Subject {COOP-10} (Optional) .......................................................................... 61

In-service requirements per Qualification {COOP-21} (Optional) .................................. 62

Student Personal Detail / Certificates {COOP-23} (Optional) ......................................... 62

Student Attendance Record {COOP-24} (Optional) ........................................................ 63

Qual/Subj/Work Type Requirements {COOP-26} (Optional) .......................................... 65

Link Student Status Codes {SREGL-2} .............................................................................. 68

Space Inventory {SPOPS-1} ............................................................................................. 68

Academic Registration {SREGAR-1} ................................................................................ 68

Mentor and Tutor Person Information ........................................................................... 69

Step 4: Ad-hoc Processes ................................................................................................ 70

Placement Streams {COOPST} ............................................................................... 70

STEP 5: Correspondence (iComms) and reports ............................................................. 73

Step 5.1: Reports {COOPER} .................................................................................. 73

iComms ..................................................................... Error! Bookmark not defined. Co-op Training Candidates {CCOM-6} ............................................................................. 76

Glossary 79

Acronyms and Terminology 81

Acronyms ........................................................................................................................ 81

Terminology 82


4

About this training manual

Welcome to the Graduations course for Integrator 3. This course is designed to equip you with the skills and knowledge you need to be a Graduations administrator.

In fact, it is essential for anybody who will be responsible for the running and maintenance of Integrator 3 – Graduations at any institution.

What is the duration of this course?

3-5 Days

What is the prerequisite knowledge and skills needed for this course?

Before you can register for this course, you must have successfully completed the ITS Integrator Interface Training course or at least be familiar with the Integrator system.

What is the content of this course?

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

TOPIC CONTENT

Co-operative Education Subsystem Know all the codes that must be set up to make the Co-operative education system run smoothly

Be able to load all the employer details

Be able to place a student with an employer

Be able to manage the student’s progress

Print reports on the various aspects of the system

Be able to correspond with students and employers

What are the learning outcomes for this course?

On completion of this course, you should be able to:

Know all the codes that must be set up to make the Co-operative education system run smoothly

Be able to load all the employer details

Be able to place a student with an employer

Be able to manage the student’s progress


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Print reports on the various aspects of the system

Be able to correspond with students and employers

What learning materials and other resources do you need for this course?

This workbook

System access with appropriate access as determined by your job requirements

Help facility within the system

How do you use this workbook?

This workbook is intended to help you the learner/user to achieve a clear understanding of the Registrations Subsystem.

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


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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.


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Need help?

Is there a course web site address?

There is an online manual/help facility available on the system that the user can refer to.

Is there an email address for contacting a course consultant?

Email may be sent to [email protected]

Where can they be located?

Corner Bushbuck Street and Squirrel Street.

Monument Park

0105

Fax: +27 (12) 460 5337

Telephone: +27 (12) 425 5600

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


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Business Process Alignment

Introduction/Overview

The FET colleges has adopted a policy of recording all business processes, whether in or out of

systems to adhere to approved college policies and procedures.

The business processes have been based on day-to-day business practices and are aligned to

specific tasks, duties and requirements of personnel responsible for a particular workplace

function (this very briefly summarises the intent of BPR’s, which are comprehensively explained

in a separate document).

Throughout this manual business process flowcharts are incorporated, whether system or non-

system related. This will indicate where and if the ITS Appointments System fits into the

particular business process.

An example of a business process is as follows:

MODULE

1


9

Student Debtors: Complete debit order info on ITS – FASD06

Start

End

Process Flow

Owner:Manager SD

Version: 0.1

Query student info on

system

Payment

agreement

exists?

No

Terminator Action Box Predefined

ProcessDecision Box

Update student bank details

Create payment agreement

Update transactions to new

payment agreement

Yes

To understand the different steps in the business process users will need to become familiar

with the shapes used. A brief explanation is as follows:

- Terminator: Depicts the start and end of a process;


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- Action Box: Describes the action that will need to be taken to fulfil

conditions before being able to proceed to the next step in the

process;

- Predefined Process: A defined process with set procedures / parameters that must

be followed to get to a required outcome. The outcome must

conform to statutory requirements and FET Colleges policy;

- Decision Box: A judgement is made on whether information evaluated meets

the criteria of the business process.


11

MODULE

2

Business Process COOP01: Work Placement

Purpose

The purpose of this procedure is to:

Maintain work placement or to allow an institution to manage the placement of students at their respective employers for NCV or Report 191 Qualifications/Programs, according to the officially rules and regulations of DHET.

This Business Process must still be approved by DHET.


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Verify

Verify

End

Start

Student Referral/Placement

Correspondence to Student and/or Employer

Maintain General Code Structures

Register Students for Work Placement

Print General Reports

Maintain Student and Student Maintenance Code Structures

Create Workstations

Maintain Work Placement Code Structures

Maintain Employer Information

Capture Staff Member Details of Employers

No

Yes

Yes

No

Work Placement Business Process COOP01

Owner:Work Placement Office

Version: 3

Process Flow

AAAQ – Maintain Academic Structure

AAEM – Maintain Academic Registration

TerminatorDecision BoxAction Bar Predefined Processes


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MODULE

3

Business Process COOP02: Cancellation of Work Placement

Purpose

The purpose of this procedure is to:

To allow an institution to cancel a student’s work placement record at their respective employer based on NCV or Report 191 Qualifications/Programs, according to an official request from an employer, a student or the institution.

This Business Process must still be approved by DHET.


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Approve

End

Start

Cancel Work Placement Registration

Inform All Role Players

Cancel Work Placement/Referral Record

Print General Reports

Request to Cancel Work Placement Registration

Cancellation of Work Placement COOP02

Owner:Work Placement Office

Version: 3

Process Flow

Work Placement COOP01

TerminatorDecision BoxAction Bar Predefined Processes

Yes

No


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MODULE

4

Workflow Diagram

Workflow Diagram

1. Create Employer Information

2. Student Referrals/Placements

3. Student Cooperative Records

4. Ad-hoc processes

5. Correspondence and Reports


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Step 1: Create Employer Information

Create Employer Information

{COOP-3}

General Codes Structures

Employer Codes {GCS-22}

Relationship Maintenance {GCS-28}

Contact/Address/Comma Types {GCS-24}

Magisterial Districts (Post Codes) {GCS2-2}

Academic Structure

{SACAD-1}

Validations

Validation {SMNT-1}

Coop Code Structures

Industry Type {COOPC-1}

Industry Category {COOPC-2}

Liaison Type {COOPC-3}

Topic Codes {COOPC-4}

Workstation Type {COOPC-5}

Post Types {COOPC-6}

Role Types {COOPC-7}

Geographical Areas {COOPC-8}

Unavailable Post Reason Codes {COOPC-23} Person Information

Student {SREGB-1}/{SREGB-4}/ {SREGB-6}

Personnel {PBOP-1}

Alumni {SALUM-4}

Other (Personnel from Employer) {COOP-2}


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Step 2: Student Referrals/Placements

Student Referrals/Placements {COOP-4}

Biographic Information

{SREGB-1b1}, {SREGB-4}, {SREGB-6}


Work/Shift Patterns {COOPC-27}

In-service requirements per Qualification {COOP-21}

Qual/Subj/Work Type Requirements {COOP-26}

Student Code Structures

Reason not Placed {SCODE-25}

Student Exclusion Codes {SCODE-9}

Registration

Link Student Status Codes {SREGL-2}

Space Inventory

{SPOPS-1} Building, Floor and Room

Validations

Validation {SMNT-1}


18

Step 3: Student Cooperative Records

Student Cooperative Records {COOP-5}

Registration

Qualification and Subject Registration {SREGAR-1}

Mentor and Tutor Person Information

Mentor {COOP-3}

Tutor/Coordinator {PBOP-1}

Calculation criteria

Calculation Criteria {SSTUD3-7}


Sections per Project {COOPC-21}

Section weights {COOPC-22}

Validations

Validation {SMNT-1}


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Step 4: Ad-hoc Processes

STEP 4.1 : Placement Streams {COOPST}

1. Maintain Activity Code for Streams {COOPST-1}

2. Maintain Stream Definitions {COOPST-2}

3. Link Steams to Start Academic Year {COOPST-3}

4. Define Weeks for Streams {COOPST-8}

5. Link Streams/Years to activities {COOPST-4}

6. Link Students to Streams/Years/Activities

{COOPST-5}


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STEP 4.2: Student Visits by Coordinators {COOP-7}

STEP 4.3: Industry Training Needs {COOP-8}

STEP 4.4: Nominees for Committees {COOP-9}

Create Employer Information {COOP-3}


Create Employer Information {COOP-3}


Training Codes {COOPC-9}




Committees {COOPC-10}

Person Information


Personnel {PBOP-1}

Alumni {SALUM-4}



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STEP 4.5: Student Personal Detail / Certificates {COOP-23}

STEP 4.6: Student Attendance Record {COOP-24}


Maintain Certificate Statuses {COOPC-24}

Valid Certificate Statuses Link {COOPC-25}


Maintain Certificate / Indicators {SCODE-22}


Attendance Type {COOPC-26}

Person Information


Personnel {PBOP-1}

Alumni {SALUM-4}



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STEP 4.7: Cancel a Subject {COOP-10}

STEP 4.8: Details of Placement and Co-op Records {COOP-6}

No other codes are needed; this is only a query screen.

Step 5: Correspondence (iComms) and Reports


Cancel Reason {SCODE-25}

Reports {COOPCR}/{COOPR}

iComms - {CCOM}


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System Overview

The main menu of the Co-operative Education System looks like this:

Overview of the Co-Operative Education System

The main objective of the Co-operative Education System, is to allow an institution to manage the placement of students at employers who participate in co-operative education training, and the activities in which students are involved, and also allows for keeping record of all the projects and activities relating to the student.

Linking with Other ITS Systems

The ITS systems are designed to eliminate the need for entering duplicate information in different sub-systems. This causes the systems to be integrated with and inter-dependent upon one another. The implications for the Co-operative Education System are discussed in this Section.

MODULE

4


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Students are registered in the Student Administration System for an in-service training subject details of the in-service placement can be kept in this system.

Personnel are defined in the Personnel Management System. These could be personnel members who are employed full-time by the institution, or personnel members who are employed on a part-time basis e.g. examiners etc.

Other-persons are defined in the General System.

Implementation and Operation

This system links to the Student System, the Personnel System and the General System. Students can be registered at the institution in option {SREGAR-1} or there must be a record of the student in option {SREGB-1} before they can be placed for in-service training in the Co-operative Education System. Any other persons who are going to be included in the co-operative education system must be created as "other users" in option {GOPS-3}.

This training session focuses on the entering of Assessment marks and Mark Type marks.


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Steps involved in using the Co-operative Education Subsystem

Maintain Code Structure

The following Codes Structure menu options can be used to maintain Co-Operative Education Subsystem. Please remember that codes will be maintained by system administrators or system key users.

{SMNT-1} Validation/ Report choice

{SCODE2-1} Maintain Valid Blocks

{SCODE2-2} Maintain Exam Types/Months/Blocks

{GOPS-1} Census Dates

{GCS-5} Offering Types

{SCODE-1b2} Secondary School Information;

{SCODE2-1} Maintain Valid Blocks;

{SACAD-1} Maintain Qualification, Subjects and Curriculum Structure

{FSAM-1} Maintain Fee structure

{COOPC} Set up COOP Code Structure subsystem

{COOP-2} Maintain Other User/ Individual Persons details

{GCS-22} Maintain/ Create Employer Codes

{COOP-3} Co-Operative Employer Information

{COOP-4} Student Referrals/ Placement

{COOP-5} Student Co-operative Records

{COOP-6} Details of Placement and Co-Op Records

MODULE

5


26

{COOP-7} Students Visits by Coordinators

{COOP-8} Industry Training Needs

{COOP-9} Nominees for Committees

{COOP-10} Cancel a Subject/ Project

{COOP-21] In-service Requirement per Qualification

{COOP-23} Students Personal Detail/ Certificates

{COOP-24} Students Attendance Record

{COOP-26} Qual/ Sub/ Work-Type Requirement

{COOPR/CCOM} Generate reports

Validation {SMNT-1}

This option enables the user to control 2 validation options applicable to the coop system:

WP Test if placed date {COOP-4b1} is between the Start and End dates of the posts {COOP-3b7} when students are placed: give fatal error when validations is 'Y' or warning when validation is 'N'.

CO This validation indicates to the system that the Client uses the Co-operative Education system. If the validation is set, then the system will stop registrations of the same subject and block where the year of the record in {COOP-5} is less than the year of the subject registration.

CR If this validation is switched on, a record can be created under {COOP-5} only if a record for the same qualification, block code and the Co-op year between the start and end year of registration exists.

http://mamba.its.co.za:7785/itshelp/ohw/state/content/navId.2/navSetId.itshelp/vtTopicFile.itshelp%7Cdocuments%7Ccoop-5~html/


27

The available functions (in block 1) are programmed into the system. The user cannot add or delete records but merely activate or de-activate them. Any changes to the on/off switches of the validations are written to a log-file that can be viewed by option {SMNTL-5}.

Maintain Valid Blocks {SCODE2-1}

Maintain Exam Types/Months and Blocks {SCODE2-2}

Block 1: Exam Types

Block 2: Examination Month

RC The system will not allow the registration of any students unless they are registered on the Co-op system.


28

Block 2: Exam Types and Blocks

Maintain Census Dates {GOPS-1}

Define Work Placement Offering Type {GCS-5}

Setup of Academic Structure {SACAD-1}


29

Maintain Qualification Structure {SACAD-13}

Offering Type

Blocks

This option is normally setup by another department at the institution and is handled in training of the Academic Structure. Approved Qualification, Qualification and Subject records should already exist to be used.


30

Create Job Placement Subject/ In-service Training Subject {SACAD-14}

Link the subject to Offering Type where the activity will takes place

Block 2: Offering Types

Block 3: Groups and Lecturers

Block 4: Blocks


31

Maintain Fee Structure {FSAM-1}

Event 05

Event 07

Setup of Co-operative Education Code Structures

Industry Type {COOPC-1}

These codes describe the blanket industry types in which in-service training may take place.

A report can be printed in {COOPCR-1} of information entered under option {COOPC-1}. This information is required when a new employer is created in {GCS-22}.


32

Industry Category {COOPC-2}

These codes are for the different types of industry in which co-operative training is offered at the institution. It is an extra category that can be used to break down the industry types further.

A report can be printed in {COOPCR-2} of information entered under option {COOPC-2}.

Liaison Type {COOPC-3}

These codes define the contact responsibility of people at an employer (private sector Company) with whom the institution can have contact.



33


These codes describe topics that the students may use to describe the project(s) they do during their in-service training period.


Workstation Type {COOPC-5}

This can be used to identify different types of workstations offered by the employers. Note that a workstation is linked to an Industry category and topic code.

Block 1:


34

Block 2:


Post Types {COOPC-6}

These codes are used to define the type of posts available at the co-operative employer.



35


This code structure defines the roles persons will fulfil in the institution.


Geographical Areas {COOPC-8}

To enable reporting to be done in respect of the geographical origin of the co-op employer etc., geographical Areas can be defined on the system. The geographical areas can be provinces or any similar entity. Under option

{GCS2-4} These areas can be linked to Magisterial Districts, and under option {GCS2-2} the Magisterial Districts can in turn be linked to postal codes (or towns). The resulting structure is:

Postal Codes (Towns or suburbs) linked to

Magisterial Districts linked to

Geographical Areas (Provinces)


36


Training Codes {COOPC-9}

This can be used to identify different types of training needed by the employers.

Committee Codes

This can be used to identify different committee codes needed to link Nominees to committees.

Block 1: Committee


37

Block 2: Dates and Minutes of Meeting

Sections per Project {COOPC-21}

This option can be used to identify different section codes per project needed to enter marks per section of a project.


Section Weights {COOPC-22}

This can be used to link the subject, project and sections together per year and give a weight for that section in that project for the subject. This is needed to calculate the project mark in {COOP-5}.


Unavailable Post Rasons Codes {COOPC-23}

The user can use this option to create reason codes that will be used to indicate the unavailability of a post at a particular employer

Other examples are:


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Reason Code Reason Description

SCH School Holidays

XX Office closed

SCL Seasonal Closure Summer holidays

SCL2 Seasonal Closure Christmas to New Year’s day

SCL3 Seasonal Closure Easter

Maintain Certificate Statuses {COOPC-24}

This option is used to define statuses that can be linked to certificates. This is done to keep track of the statuses of a certificates e.g. a medical certificate might be needed after an application has been approved.

When a certificate is linked to a student in {COOP-23}, the user can indicate what the status of the required certificate is. Statuses might be:

Received from student

Forwarded to evaluating authority

Approved by authority

Rejected by authority

More examples is:

Certificate Status Description

Z Seen

R Received

S Send to Garda

A Accepted

N Not Accepted

1 Certificate Status 1




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Valid Certificate Statuses Link {COOPC-25}

This option is used to link statuses to certificates. When a certificate is linked to a student in {COOP-23}, the user can only use the statuses linked to the certificates in this option to indicate the student/certificate status.

The user can create certificate codes in block one of the option or query existing records created in {SCODE-22}. In block two, the user can link valid statuses to the certificate.

Block 1:

Examples:

Code Certificate Status Description

1A FIRST AID 1 Certificate Status 1



BR BIRTH CERTIFICATE Z Seen

GA GARDA REPORT A Accepted

GA GARDA REPORT R Received

GA GARDA REPORT S Send to Garda


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Practical Attendance Type {COOPC-26}

Users can create codes here to indicate the types of practical attendance during clinical/work experience placements of students at employers.

Examples:

Code Description Attend

A Ward Practice Y

B Ward absent N

J1 Practical Attend=Y Y

J2 Practical Attend=N N

Work/Shift Patterns {COOPC-27}

This option is used to define work- or shift patterns. This is linked to the placement record of a student in {COOP-4} and is an indication of the times that a student will be working at the employer in a particular placement period.


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Personnel from Employer {COOP-2}

This option can be used to capture biographical detail of persons working at, or associated with companies. These persons will be liked as (O)ther to employers.

Individual Persons Detail

Personal Detail

Block 1:

Contact Details

Block 2:


42

Address Communication List

Block 3:

Qualifications

Block 4:


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Qualifications

Block 4: Page 2

Setup of General Code Structures

Relationship Maintenance {GCS-28}

In this option a list of relationship types, e.g.: father, sister, can be created. When contact detail is created for a user, this relationship code can be linked to the relevant contact person.


44

Employer Codes {GCS-22}

This information is used in communicating with the employers of students. It is a very important part of the Co-operative Education. Only the codes that have been indicated as Co-op “Y” can be used in the Co-op subsystem.

Employer Name and Address

Block 1:

Address details and Contact Details

Block 2:


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Address/Communication List

Block 3:

Contact/Address/Communication Types {GCS-24} and/or {GCS-25} {GCS3}

Address Type and Description linked to a Primary Address Type Indicator, System Code Reference Type, Tel/Address/Contact Indicator and Address Reference Type Code.

This table is used to maintain all of the address reference type group codes essential to the functioning of the address structure in the ITS environment. It serves as a key in identifying contact, address or communication detail created by the user.

Fields to be emphasised:

System code reference type = enter the system code to be used Select the relevant type = enter the reference type User defined address type = define a unique code to identify the address type Primary address type indicator = indicate if this address type is the primary


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Can contact/address/communication detail be ended = this field is used in conjunction with {GOPS-22}. If the validation “CA” is set to “Y” and this field is also set to “Yes”, the user may close the address type without having to open a new record for all addresses linked to contact sequence > 0. If the validation “CA” is set to “N”, the address record may not be closed even if the value in this field is set to Yes. The addresses can be closed on {SREGB-1 and 4}.

Magistériel Districts (Post Codes) {GCS2-2}

These codes are used to validate all postal codes whenever they are entered anywhere in the system.

Setup of Person Information

Student {SREGB-1}/ {SREGB-4}/ {SREGB-6}

This option is normally setup by another department at the institution and Biographical records should already exist for the student that needs to be linked to the Co-op record.

Personnel {PBOP-1}

This option is normally setup by another department at the institution and Biographical records should already exist for the personnel that need to be linked to the Co-op record.


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Alumni {SALUM-4}

This option is normally setup by another department at the institution and Biographical records should already exist for the Alumni that need to be linked to the Co-op record.

Co-operative Employer Information {COOP-3}

Employer codes are created under {GCS-22} and can be maintained here. This option consists of ten blocks of information regarding the companies where students are employed either permanently or when doing in-service training.

Co-Operative Employer Information

Block 1:

View Address Information


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Industry Information

Liaison Types

The liaison persons at an employer may be defined in this Block. These persons can either be (P)ersonnel from the own institution defined in the Personnel System, (A)lumni defined in the Alumni System, (S)tudent defined in the Student System or staff from the employer defined as (O)ther users in {COOP-2}.

Posts Offered

Post with a start and end date


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The status of a post is now determined by the availability or unavailability of a post. Creating UNAVAILABILITY records in this block indicates the status of the post.

Workstations Offered

Page 1

Page 2

Page 3


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Direction to Co-Operative

Block7

Register Student for Current Academic Year {SREGAR-1}

It is important to register students for the current academic year before the student can be placed/ referred.


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Student Referrals / Placements {COOP-4}

This option facilitates the referrals to, and placements at companies of students for in-service training for a particular year, block, workstation type and approved qualification ID.

Student Referrals/Placements

This option can be used for referring or placing a student, or cancelling a referral or placement of a student. The “Status” field indicates this.

Interview Detail

Block 2:


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Data for Student

Block 3:

Textual Data per Student

Block 4 & 5:


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Student Cooperative Records

Calculation Criteria {SSTUD3-7}

This option is normally setup by another department at the institution and Calculation criteria for Mark Types records should already exist for the subject that needs to be linked to the Co-op record.

Block 1: Mark Type Criteria

Block 2: Mark Type Result Criteria

Competency Results codes

NT – Not Submitted

Q2 – Learner Not Yet Competent

CY – Competent Yes

Block 3: Assessment Mark Criteria


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Block 4: Assessment Results Criteria


This option will help the user to keep record of the actual in-service training of a student at an employer. Please note that these records are only applicable to students who have been placed already. (The mentor has to be an “other” to be indicated on this option). This program will allow the use of the ‘P’ category of Mark Types, as defined in {SCODE-10}.

Student Co-Operative Record – {COOP-5}

Block 1 page 1:

Student Co-Operative Record

When the student number is entered, a pop-up screen appears: it displays the following information of record for the student with a placement status:

Year Block Employer Code Approved Qualification ID Qualification Code Word station Code Placement Date Session

The user has to select the applicable record concerning the student's in-service training. Once the record has been selected all fields below will default in respect of the student


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Block 1 page 2:


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Student In-Service Projects (COOP-5)

Block 2 page 1:

Student In-Service Projects

This block will allow the user to enter marks for the Section of a Project more than once and will indicate what sequence of the section should be used for the calculation. In the following blocks, only Mark Type values can be used where the Mark Type use in {SCODE-10} is indicated as a 'Y' or a 'P'. Please read the manuals, as indicated for an explanation of the 'Y' and 'P' values.

Block 2:

Gen Student Mark Type / Assessment Records {SSTUD1-8}

This program is used to create student Mark Type and Assessment records used in {SSTUD1-2} and {SSTUD1-7}.

Its functionality is controlled by

The system cycle ‘M’ as managed in {SSTUDY-1} or {SMNT-2}. The status of Validation ‘PM – Process Canceled Student Marks. If the validation is set to ‘Y’,

records will be generated for students that have cancelled their subject enrolments. A value of ‘N’ will exclude cancelled students.

Note that records cannot be created for students if the practical and tutorial groups are not updated where applicable. Use {SREGC-6} to do the updates.

http://mamba.its.co.za:7785/itshelp/help/state/content/navId.2/navSetId.itshelp/vtTopicFile.itshelp%7Cdocuments%7Cscode-10~html/

http://mamba.its.co.za:7785/itshelp/help/state/content/navId.2/navSetId.itshelp/vtTopicFile.itshelp%7Cdocuments%7Cscode-10~html/

http://mamba.its.co.za:7785/itshelp/help/state/content/navId.2/navSetId.itshelp/vtTopicFile.itshelp%7Cdocuments%7CSSTUD1-2~html/



http://mamba.its.co.za:7785/itshelp/help/state/content/navId.2/navSetId.itshelp/vtTopicFile.itshelp%7Cdocuments%7CSSTUDY-1~html/

http://mamba.its.co.za:7785/itshelp/help/state/content/navId.2/navSetId.itshelp/vtTopicFile.itshelp%7Cdocuments%7CSMNT-2~html/

http://mamba.its.co.za:7785/itshelp/help/state/content/navId.2/navSetId.itshelp/vtTopicFile.itshelp%7Cdocuments%7Csregc-6~html/


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It can be run as many times as necessary. The program that is used to enter marks, {SSTUD1-2} will also call this program to ensure that all students (especially late registrations) have a Mark Type and Assessment record.

Calculate Marks (Yes / No / Project Mark) (A1) The values for this field are:

Y – Yes to calculate from sections,

N - No calculation,

P – To calculate the project mark.

The rules will be as follows:

Y – Calculate From Sections

Will calculate the “Institution Mark”, “Employer Mark” and “Project Mark”

The “Institution Mark” and “Employer Mark” will be calculated from the sections entered on block 3 with weights entered at {COOPC-22}. These fields are not updateable when the Calculate Mark is “Yes”.

The calculation of the “Project Mark” will be done with the weights entered on block 2

The “Project Mark” can be changed after calculation.

The “Project Mark” will be written to the student’s subject record when the “Date Completed” is entered.

N – No Calculation

Will do no calculation at all.

The “Institution Mark”, “Employer Mark” and “Project Mark” can be entered.

The “Project Mark” will be written to the student’s subject record when the “Date Completed” is entered.



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P – Calculate Project Mark

The “Institution Mark” and “Employer Mark” can be entered.

On commit the program will calculate the “Project Mark”, but note that the “Project Mark” is not updateable.

The “Project Mark” will be written to the student’s subject record, when the “Date Completed” is entered.

Block 3:

Details of Placement and Co-op Records {COOP-6} (Optional)

In this option the placement/co-op records of a student can be queried. This option consists of two blocks. The details that must be queried are typed in block 1 (not using the “enter query” key). When the “next block” key is pressed, the student details will populate.

The details are displayed in block 2.


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Student Visits by Coordinators {COOP-7b1} (Optional)

This option can be used to store information about visits of co-ordinators of the own institution to students doing in-service training at employers.

Block 1:

Plan Student Visits by Co-ordinator {COOP-7b2}

Block 2:

This option can be used to retrieve details about the visits of a co-ordinator to students who are busy with their co-operative training.


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Training Needs {COOP-8} (Optional)

This option indicates training needs of companies for their staff. The training can then be offered by the institution.

Nominees for Committees {COOP-9} (Optional)

This option may be used to record information about persons acting in a certain capacity in the own institution. (The committee code is created at {COOPC-10}).


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Cancel a Subject {COOP-10} (Optional)

This option is used when a student decides to cancel his/her enrolment for certain subjects only, and to continue with others.

The cancellation date is entered into the student's academic record, and at the same time a credit is passed to the student's account according to the cancellation criteria, option {FSAM-31} if debits were raised per subject. Note that credits will only be passed for subjects for which the student enrolled for with an exam type indicating both class and examination purposes.

The student number (and the subject to be cancelled) may be used to query the record.

Block 1:

Block 2:


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In-service requirements per Qualification {COOP-21} (Optional)

At this option it is possible for a user to keep record of the specific in-service requirements per qualification for a specific calendar year.

Student Personal Detail / Certificates {COOP-23} (Optional)

Block 1 – Biographical Information


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Block 2 - Certificates

Student Attendance Record {COOP-24} (Optional)

Block 1:

This option is used to record the actual time spend at an employer in a specific post at a specific workstation type. A system defined duration type such as year, month, week etc can be used to indicate the time.

The form consists of two blocks i.e. block one which is a parameter/control block and block two where that actual attendance data can be manipulated.

The option is designed in such a way that the students can be entered in bulk with the minimum data entering required by the user.

The values in block one will be used to populate the fields in block two.

Note: This program is designed to record BOTH attendance AND absenteeism. This is achieved in the way that the attendance type is defined. If a student should have worked 40 hours but where absent for one day in the week, two records will be created. An attendance


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record for e.g. 32 hours and an ‘absent’ record for 8 hours indicate the reason why the student did not work the full quota of 40 hours.

P = Populate – This require that all the fields in block one must be completed. On the <NEXT BLOCK> action, the program will populate student records in block two. These records are selected from the Cooperative Education record {COOP-5} where the student complies with the criteria in block one.

Q = Query – no fields need to be completed in block one and any record can be queried in block two. In query action mode, records cannot be added in block two

M = Manual – In this mode the fields ‘Subject’ and ‘Work Type’ must be entered in block one. The user can then add records in block two. The reason for the mandatory subject and work type is to enable the program to select the correct year and block from the co-operative education record.

Remember when the duration code is to be entered:

Tip 1: The user should take care that the correct relation is maintained between the start and end date and the duration type. The user should not enter a period of one week and then choose a duration type of Y (year) with a duration value of 1. This is an illogical relation between the start and end date and the duration type.

Tip 2: The duration code should be the same that is set up as requirements in {COOP-26} for a qualification/subject and workstation type.

The system provided codes are:

Y = Year

M = Month

W = Week

D = Days

H = Hours

Block 2:

It is the user’s responsibility to make sure that each student’s duration type value (e.g. hours) is correct for the period being entered. These duration type values can be adjusted. ITS made the decision that the user must check each record before records can be saved to the database.


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Therefore the user must change the ‘Confirm’ indicator on each record to a ‘Y’ to ensure that the attendance sheet information is correctly entered. For each attendance sheet period there MUST be an attendance record for all students placed at the employer and workstation type for the period of the attendance sheet. If a student was not present during the period, a record of 0 (zero) hours must be created. Only after all the student’s confirm field has been changed to a ‘Y’ will the user be able to commit the batch of students.

Logically, if a zero hour attendance record for a student has been created, an ‘absent’ record should be created indicating the reason for absenteeism.

Qual/Subj/Work Type Requirements {COOP-26} (Optional)

At this option the Workstation Type Requirements can be entered for a specific calendar year, Subject or Qualification.


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Reason not Placed {SCODE-25} - Cancellation Reasons

Cancellation Reasons are used for “Reason not Placed” of the student at an Employer.

Student Exclusion Codes {SCODE-9}

When using {COOP-4} to place students at an employer, the system will test the presence of an active status code linked to action code ‘PL = Prevent placement of stud in Co-op System’ for the student. A warning will be issued should such a record exist. The status code is defined at this option and the status is linked to the student in {SREGL-2}.


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Maintain Certificate / Indicators {SCODE-22b1}

This option is normally setup by another department at the institution and Certificates should already exist for the student that can be linked at the next option.

Certificate per Qualification


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Link Student Status Codes {SREGL-2}

A Status (limitation can be added to a student’s record in {SREGL-2}, as shown here:

Space Inventory {SPOPS-1}

This option is normally setup by another department at the institution and Building, Floor and Room numbers should already exist for the student that needs to be linked to the Co-op record.

Academic Registration {SREGAR-1}

This option is normally setup by another department at the institution and Qualification and In-service training Subject Registration records should already exist for the student that needs to be linked to the Co-op record.

Block 1: Qualification Information


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Block 2: Subject Information

Mentor and Tutor Person Information

Mentor {COOP-3b3}

This block caters for any person that must be linked to an employer on block 3 to a Liaison Type.

Tutor/Coordinator {PBOP-1}

This block caters for any person that is linked to an employer on {COOP-3b3} (Liaison Types).


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Step 4: Ad-hoc Processes

Placement Streams {COOPST}

Maintain Activity Code for Streams {COOPST-1}

Maintain Stream Definitions {COOPST-2}


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Link Streams to Start Academic Year {COOPST-3}

Define Weeks for Streams {COOPST-8}


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Link Streams/Years to activities {COOPST-4}

Link Students to Streams/Years/Activities {COOPST-5}


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Reports and Correspondence

Step 5.1: Reports {COOPER}

Code Structure Reports

Other Reports:


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Students Referrals and Placements report {COOPR-6}

iComms

Setup Style Sheets {GMNT-14b1}


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Link letter to master group {GMNT-14b2}

Copy letter objects to co-operative education Style Sheet {GMNT-14b3}

Report Output Formats {USERS-11}


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Co-op Training Candidates {CCOM-6}

This option can be used to generate documents for students who are registered for a qualification for which co-operative training is expected. Documents will be generated only in respect of students who have not been registered for, or who have previously passed, the "in-service" training subjects for the qualification for the selected study period.


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Students not placed {CCOM-4}

This option is used to write letters to students who have been registered for a co-operative training subject but who have not yet been placed at an employer.

Interview Details {CCOM-5}

This is a new option to be used to generate documents for students concerning their interview detail.


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Successful / Unsuccessful Students {CCOM-6}

This option is used to write letters to students who have been successful or unsuccessful in the placement at an employer.


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Glossary

Term Definition

Block A section of screen that displays related information associated with a record.

Canvas Any ‘white space’ on a screen. Right-clicking on the canvas usually offers additional options.

Database An electronic system of storing and retrieving information so that it can be displayed according to a number of predetermined formats.

Execute query

The act of conveying search criteria to retrieve and display selected data.

Field A box on the screen that displays numeric or alphanumeric information, or permits numeric or alphanumeric information to be entered.

List of Values A list of codes (numeric or alphanumeric) accessible through menus in certain fields.

Note: Is represented by an ellipsis or at the end of the field.

Output The displayed or printed result by which information is requested from the database through a query or entered search criteria.

Query A database term for a search carried on one or more fields on a screen.

Query criteria

Search criteria used in a query.

Record A data structure composed of one or more fields.

Report The displayed or printed output resulting from report criteria used to generate a report.

Report query Criteria used to search the database so that a report is generated.

Screen All that relates to data can be displayed or entered in fields in one or more blocks.

Maintain Create, Capture, Insert or Enter Records


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Delete, Purge Records

Update, Change or Rectify Records

Utilise Query, View, Understand or Use Information

Verify Check, Control, Confirm or Validate Information

Analyse Interpretation

Applying of processes

Examine, Investigate, Consider, Evaluate or Scrutinise

Compile Collect, Assemble, Accumulate or Gather

Rollback Reversal

Calculate Compute

Copy Duplicate


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Acronyms and Terminology

Acronyms

The table below defines acronyms.

Acronym Definition

DSL Data Sheet Layout (spreadsheet format of selected applications)

DSR Document Storage and Retrieval

EP Entry Point

ES Entry Screen (menu/front end)

iComms I-Communications - New Implementation of Selected Letters, Lists and Labels via Desktop Integration. I.e. Creating Letters with a Word Processing Application outside the ITS Back Office System.

iGrams A Visual Representation of Complex Data for Simplification.

LOV List of Values

OID Oracle Internet Directory

PCL Printer Controlled Language

PoE Portfolio of Evidence

SMS Student Management System

SSO Single Sign On

URL Uniform Resource Locator. Usually pronounced by sounding out each letter but, in some quarters, pronounced "Earl" - is the unique address for a file that is accessible on the Internet.

XML Extensible Mark-up Language. A mark-up language like HTML, used in reporting and iComms

XSL Extensible Style sheet Language. A style sheet defining the output format of XML


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Terminology

The following terminology is not presented as a comprehensive list of terminology used worldwide in institutions of higher learning, but rather an attempt to describe the general terms used at institutions.

Term Definition

Academic structure

This is the structure of all academic qualifications / study programs offered by a university, linked to a faculty, then to an academic department, and then linking all the subjects / courses / modules that form part of the curriculum to the qualification / program. It includes all pre- and co-requisites per subject / course, credits per subject / course / module, formats of offering and all relevant information related to the completion of a particular qualification, i.e. degree, diploma, etc. This structure is maintained on the university’s student information system.

Analyze Interpretation

Apply of processes

Examine, Investigate, Consider, Evaluate or Scrutinizes

Block A section of screen that displays related information associated with a record.

Calculate Compute

Canvas Any ‘white space’ on a screen. Right-clicking on the canvas usually offers additional options.

Compile Collect, Assemble, Accumulate or Gather

Copy Duplicate

Database An electronic system of storing and retrieving information so that it can be displayed according to a number of predetermined formats.

Dean The person who has been appointed by the university as the academic head of a faculty.

Department A sub-section of a faculty’s organizational structure, based on an academic field and / or main subject, whereas the particular department is responsible for the qualifications or study programs that are linked to the


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field or main subject. An academic department is headed up by a Head of Department (HOD).

Execute query The act of conveying search criteria to retrieve and display selected data.

Faculty A sub-section of a university’s academic structure, based on a collective but related number of study fields or subjects, e.g. Faculty of Medicine. A faculty is headed up by a Dean.

Faculty Administrator

The person who has been appointed to execute the administrative functions of a faculty that includes inter alia student administration, financial administration and committee administration.

Faculty Manager

The person who has been appointed to manage the overall administrative functions of a faculty, and who is a member of the faculty’s executive management team.

Field A box on the screen that displays numeric or alphanumeric information, or permits numeric or alphanumeric information to be entered.

Generate Create or Delete Data

Compute Results

Adjust Results

Print or Run a Report

Print or Run a List

Print or Run a Letter

Print or Run a Label

Print or Run a Log File

HOD The person who is appointed as the head of an academic department.

List of Values A list of codes (numeric or alphanumeric) accessible through menus in certain fields.

Note: Is represented by an ellipsis or at the end of the field.

Maintain Create, Capture, Insert or Enter Records

Delete, Purge Records

Update, Change or Rectify Records


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Output The displayed or printed result by which information is requested from the database through a query or entered search criteria.

Query A database term for a search carried on one or more fields on a screen.

Query criteria Search criteria used in a query.

Record A data structure composed of one or more fields.

Report The displayed or printed output resulting from report criteria used to generate a report.

Report query Criteria used to search the database so that a report is generated.

Rollback Reversal

Screen All that relates to data can be displayed or entered in fields in one or more blocks.

Utilize Query, View, Understand or Use Information

Verify Check, Control, Confirm or Validate Information

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