student record system sits:version 8.2.1 guide - Swansea University

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USING THE (SCJ) STUDENT COURSE JOIN SCREEN Once a student has registered at Swansea, the student can join a course. When the student joins a course a Student Course Join (SCJ) record is created. A student can join more than one course at a time or consecutively. A student only joins a course when starting it; there is no need to re-join each year. All data entry is input to SCJ to maintain the records. From this screen you can see an accurate view of the Start, End and Expected End dates. • Enter SCJ to the Select Menu Option field. Press Tab Take a look at some of the information presented in this window: • Student Join Status refers to the Status on the Student on the Course eg C = Current, CC = Completed Course, W = Withdrawn • Course Group identifies course degree group types eg UGID = UG Initial Degree, PGCE = PG Certificate of Education • Blk/Occ having joined a course, a student must enrol on course block/occurrence; no one can enrol on a course block/occurrence unless they have joined the course. Block (CBK) is a period of a course, which enables a student’s progression from one year of the course to another to be maintained and managed. A block defines the unit of enrolment / reenrolment for a student and is the period over which fees are charged. Course Blocks may also have several "runs" or occurrences in an academic year i.e. they may be repeated. The "runs" can have different locations, and dates. Course Block Occurrence (CBO) record e.g. BA Business Studies Year 1 Block A, makes a course block available within an academic year. Multiple "runs" are permitted by allowing occurrences to have different letters, (A,B). This can be used, for example, where a course runs on several sites or has two entry cohorts each year. SCHEME CODE STRUCTURE The structure for a modular SRS course is built as follows, with a typical example below: Characters 1 &2 3 4 5 6 7 Translation Scheme Honours/Non Faculty Duration Special Year Year out nomenclature Honours at Swansea Example BA H A 3 F S BENE3XX = BEng (Ordinary) - Faculty of Eng.(no special year) BEHE4XS = BEng (Honours) incorporating Level S -Faculty of Eng. LLHB3XX = LLB (Honours) - Faculty of Bus., Econ and Law (no special year) COURSE DATES ON SCJ All the dates recorded on this screen refer to the course. • Start date refers to the Date the student starts the course • End date refers to the Date the student completes the course • Expected end date refers to the Date the student is due to complete the course. - 6 -
Take a look at additional data linked to this SCJ record; click on the Other menu to open the drop down list of options (or press Alt & O to open the menu, use the arrow keys to choose an option and press Return). For example: • Choose CAMS SPR record to see the linked Student Programme Route records, this screen is to Cams what the Student (STU) record is to SRS Again choose the Other menu • Choose Modules to see the actual Modules being taken by the student USING THE (SCE) STUDENT COURSE ENROLMENT SCREEN The SCE table records the details of a student enrolling onto a course (i.e. an occurrence of a course block during a specific academic year). An SCE record is required for each year of enrolment on the course and provides information about a student for a particular academic year. When the student has enrolled successfully it is only necessary to change the status on the SCE record to CURRENT. In this way the status code is used to distinguish those students that have passed through the enrolment process successfully from those who have not. The SCE record also holds details about the next course, block and occurrence onto which a student is to be enrolled. Also some details of fees and annual progress are recorded on this screen. TAKE A LOOK AT INDIVIDUAL STUDENT COURSE ENROLMENT DETAILS Open the Student Enrolment Detail SCE window. • Enter a student number in the SCJ code field, but this time add an * (PF3 key located on the numeric pad to the right of the keyboard). Do this to identify a student’s complete record eg 123456/1--123456/2- 123456/3, for it is possible for a student to be enrolled on more than one course. • Press Ctrl & R or F5 to retrieve the record and see the 1 of 3 records; one for each academic year. • Use the page down key to view the next records, and page up to go to the previous record. The current academic record is displayed first SELECT STUDENTS BY ACADEMIC YEAR Having joined a course, a student must enrol on each course block/occurrence that s/he wishes to take. Students cannot enrol on a course block/occurrence unless they have joined the course. An SCE record is required for each year of enrolment on the course. It provides information about a student for a particular academic year. Select: Acad year eg 06/07 = 2006/2007 & Department eg CSCI = Computer Science Enrolment status eg E = Enrolled & Crse Block eg 1 = First year of Course • Do Ctrl & R or F5 to retrieve these records. - 7 -
Page 1 and 2: STUDENT RECORD SYSTEM SITS:VERSION
Page 3 and 4: LOGIN PROCEDURES To login to SITS (
Page 5 and 6: PF3 KEY LOCATED ON THE NUMERIC KEY
Page 7: • Use the drop down box in the to
Page 11 and 12: USING THE (SPR) STUDENT PROGRAMME R
Page 13: Document Version 12 To help us prov

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