SITS Upgrade
Release Notes
Summary of Tribal Release Notes for SITS versions 8.8.0 and 8.8.1
Version: 2.0
Date:
01/10/2015
Page 1 of 45
Document Information and Revision History
File Name
881 880releasenotes
Original Author(s)
Ama-Dede Raposo
Copyright
Tribal release notes
Version
Date
Author(s)
Revision Notes
1.0
16092015
Ama-Dede Raposo
2.0
01102015
Stephen Lavery
Supporting documentation
SITS:Vision Release notes Version 8.8.0
SITS:Vision Release notes Version 8.8.1
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Contents
DOCUMENT INFORMATION AND REVISION HISTORY .................................................................... 2
IMPORTANT! ............................................................................................................................. 11
HOW TO USE THIS DOCUMENT ................................................................................................... 11
MENU SYSTEM (MENSYS) ........................................................................................................... 12
1.
Standard Report/ Letter ............................................................................................................ 12
1.1
2.
Award Certificate Printing (MEN03) ......................................................................................... 12
2.1
3.
Ability to see a HTML preview on GSL and VGL ................................................................ 12
New option in the MEN03_004 SYP .................................................................................. 12
Email (No licence – for information) ......................................................................................... 12
3.1
Email tracking .................................................................................................................... 12
ADMISSIONS (MAS) ................................................................................................................... 13
1.
2.
3.
Interviews (MAS01)................................................................................................................... 13
1.1
Courses added to IOD Other menu ................................................................................... 13
1.2
Courses added to MCR Other menu ................................................................................. 13
General Admissions................................................................................................................... 13
2.1
Applicant ranking score element delimiter....................................................................... 13
2.2
Applicant Ranking ............................................................................................................. 13
2.3
SQE now Viewable through Menu Bar. Previous Grades Displayed on ACD .................... 13
2.4
SQE Standard Letter Group created.................................................................................. 13
2.5
Duplicate Matching checking for inverted date of birth................................................... 13
2.6
Merging of ESD and IPU records (XDUP)........................................................................... 14
2.7
ACD prevents bulk store ................................................................................................... 14
2.8
Package Course Offerings ................................................................................................. 14
2.9
Student Education History Language field extended ........................................................ 14
2.10
School National Centre Number field extended ............................................................... 14
2.11
Generate Fee Amount from CAP_FSTC or STU_FSTC ....................................................... 14
2.12
Four decimal places added to several Points and Mark fields .......................................... 14
2.13
Fields added to Student Qualifications - Unit grades ....................................................... 15
External Link (MAS02) ............................................................................................................... 15
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3.1
Population of International Baccalaureate field ............................................................... 15
3.2
Qualification Title added to ivgFormQuals and ODBC-Link import .................................. 15
3.3
New Fields for 2015 ODBC ................................................................................................ 15
3.4
New UCAS Residence Category for 2015 .......................................................................... 16
3.5
Additions to Work Experience for UTT for 2015 ............................................................... 16
3.6
Additions to Work Experience for UTT ............................................................................. 16
3.7
LC transactions available for UTT ...................................................................................... 17
3.8
Course data sent to UCAS when Change of Month .......................................................... 17
3.9
New fields to accommodate Socio-Economic 2010 and Parental Education 2010 data .. 17
3.10
UCAS Import matching to MST ......................................................................................... 18
3.11
New fields added to UAB table for ivStarX import ........................................................... 18
4.
Clearing (2015) (MAS01) ........................................................................................................... 18
5.
Points Based Immigration (SRS29) ............................................................................................ 18
5.1
Scrollbar added to the Progress Justification field ........................................................... 18
5.2
Improve consistency of VCR on the web .......................................................................... 18
5.3
Ability to delete VCR records in e:Vision .......................................................................... 18
5.4
New English language test providers added to dropdown ............................................... 18
INSTITUTION PUBLISHED PROGRAMME (IPP) .............................................................................. 19
STUDENTS (SRS) ......................................................................................................................... 19
1.
Students General (SRS01) ......................................................................................................... 19
1.1
Student Additional Details (STUA) creation through QSS and ATR .................................. 19
1.2
New Socio-Economic Classification field added to the STUA entity ................................. 19
1.3
New Research Council Student (SRS_RCS) table to validate SCJ field .............................. 19
1.4
‘Next Fee Status’ on SCE now tied into SRE ...................................................................... 19
1.5
New Student Join Details (SJD) entity ............................................................................... 19
1.6
Student Join Details (SJD) creation ................................................................................... 19
1.7
UK Learner Provider field added to the School (SCL) record ............................................ 20
1.8
User Defined Fields (UDF) added to Nationality (NAT) ..................................................... 20
1.9
Age on Entry field is now non-editable ............................................................................. 20
1.10
New field for Year of Programme on the Course Block record ........................................ 20
1.11
Merging of SNK Records.................................................................................................... 20
1.12
Improved messaging for Quick Student Setup ................................................................. 20
1.13
Course Block Occurrence Title field length extended ....................................................... 20
Page 4 of 45
2.
3.
1.14
“At Risk” checkbox added to NAT Table ........................................................................... 20
1.15
Prevent Merge of VCR records.......................................................................................... 20
1.16
HEAPES Population field added to SJD & SUK................................................................... 20
1.17
HESA Alternative Providers Fundability Value added to EFU ........................................... 21
1.18
HESA 2014/15 Changes- Removed “9” as a Valid Value in STA_INHR .............................. 21
1.19
Modifications to the Reverse Applicant Transfer process ................................................ 21
1.20
The National Insurance field has been extended to 32 characters .................................. 21
1.21
New APR option to identify and resolve differences between STU and ADD .................. 21
HESA .......................................................................................................................................... 21
2.1
Calculation of LOADYRA/B and STULOAD ......................................................................... 21
2.2
Exclude Stu Supp No field added to SCJ and alteration to HESA Option 1 ....................... 21
2.3
Sourcing logic for Awarding Body improved ..................................................................... 21
2.4
HESA 2013/14 changes for Version 1.4 of the Revision History ....................................... 22
2.5
Calculation logic of the YEARSTU field on HIN improved ................................................. 22
2.6
HESA ITT 2014/15 changes................................................................................................ 22
2.7
Source changes for HESA 2014/15 .................................................................................... 22
2.8
Changes for HESA 2014/15 ............................................................................................... 23
2.9
HESA 2014/15 additional source changes ........................................................................ 23
2.10
MODYR for dummy modules now populated ................................................................... 23
2.11
HESA Data Supply changes 2013/14 ................................................................................. 23
2.12
Source of Return fields (SRF) documentation improved .................................................. 24
2.13
HESA non-standard (INSTAPP = 1) fields ........................................................................... 24
2.14
HESA Financial Support (HFN) records of the same type will now be combined ............. 24
2.15
Changes to HESA Option 5 – XML generation................................................................... 24
2.16
Exclusion flag added to SUKE, SUKM and SUKF ................................................................ 24
2.17
HESA mobility data on SPL and PLC incorporated into HESA option ................................ 24
2.18
HESA Option 1 will fail to process where SRS_XHER_010 is “blank” ................................ 25
2.19
HESA XML generation performance enhancement .......................................................... 25
2.20
New System Parameter for sourcing HCI_ESB1-3............................................................. 25
2.21
HESA 2014/15 Changes- Removed “9” as a Valid Value in STA_INHR .............................. 25
2.22
SQE Sequence number added to HESA Qualifications on Entry (HQE) table ................... 25
2.23
Import and comparison facilities for the UHN target ....................................................... 25
2.24
New values added for INITIATIVES and OUTCOME .......................................................... 25
Finance ...................................................................................................................................... 25
3.1
Additional fields made available from ECD ....................................................................... 25
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3.2
VAT field length increased to six characters ..................................................................... 25
3.3
Course Name field on ECD extended to 120 characters ................................................... 26
3.4
Management of Blank SSN numbers in the SFE and SFU import files .............................. 26
3.5
System Parameters SRS02_019 and SRS02_020 are now associative list type ................ 26
3.6
Calculate Debtor Balance (CLGB) enhanced to account for recurring online payment
plans 26
3.7
SFB Enhancements ............................................................................................................ 26
3.8
Recurring Payment Schedule Header Component Name field sourcing .......................... 26
3.9
Batch (RPB) description functionality added to the Recurring Card Payment (RCP) screen
26
3.10
MEC added to populate the Fees Due and Fee Transaction notes fields ......................... 26
3.11
file
Import Student Finance Update can now handle exporting the SLC extended information
26
3.12
New Institution Code field on Student Finance Update ................................................... 27
3.13 Import Student Finance Update processing can now handle multiple institution codes
for SLC 27
4.
3.14
Enhancement to Import Student Finance Update matching processing .......................... 27
3.15
New screen to view SLC Student Finance records ............................................................ 27
3.16
Ability to create ad hoc SLC export file ............................................................................. 27
3.17
Last Extraction Date field added to Student Finance Update ........................................... 27
Placements (not used) .............................................................................................................. 27
4.1
5.
6.
Direct Placements in e:Vision enhancements................................................................... 27
Progression and Assessment .................................................................................................... 28
5.1
Use SMR as the source for Level in progression ............................................................... 28
5.2
Use of GPA within Progression processing (CSP) .............................................................. 28
5.3
Progression Confirmation defaults Next PRG/ROU/STA................................................... 28
5.4
Automatic population of Progression Period field on Student Progress .......................... 28
Award Ceremony ...................................................................................................................... 28
6.1
Add Payment Time field on to Student Ceremony Payment ............................................ 28
6.2
Future Ceremony Planning (PLM) has been added to e:Vision as Set Up My Ceremony
(this has not been set up in King’s) ............................................................................................... 28
6.3
Moving multiple Student Ceremony records from the Invited Student Ceremony screen
(SRS_CMY_SCY) ............................................................................................................................. 28
6.4
Cloning a ceremony and related entities from e:Visions ‘Set Up My Ceremony (this has
not been set up in King’s) ............................................................................................................. 29
6.5
New Reason field and validating table from the Ceremony Unavailable Seats (CYU)
record 29
Page 6 of 45
6.6
System Parameter (SYP) SRS_XCMY_004 included in e:Vision Set Up My Ceremony
(SIW_XCMY) .................................................................................................................................. 29
6.7
New entities added to manage Student Prizes externally from the ceremony ................ 29
6.8
Student Ceremony Invitations has now been added to e:Vision (SIW_XSCI) ................... 29
6.9
A link has been added to the Send Invitations screen from the Setup My Ceremony
screen (not set up in King’s) .......................................................................................................... 30
6.10
Student Awards have been updated to only include confirmed award sources .............. 30
6.11
Ceremony records not in use will no longer be shown in the move ceremony list.......... 30
6.12 e:Vision ‘Set Up My Ceremony’ - Ceremony Course records creation enhanced
(SIW_XCMY) .................................................................................................................................. 30
7.
Research .................................................................................................................................... 30
7.1
Unit of Assessment and Supervisor Approval ................................................................... 30
7.2
Addition of Research Skills to e:Vision (not set up at King’s)............................................ 30
7.3
Research Q & A functionality improvement (not set up at King’s) ................................... 30
7.4
View Students current Research Events via e:Vision (not set up at King’s)...................... 30
8.
Accounting Module – SAM ....................................................................................................... 31
8.1
LPS Schedule Calculation adds Advanced Mode............................................................... 31
8.2
'Account switched' status added to the DDM Registration state dropdown ................... 31
8.3
Default response set to 'No' when rescheduled totals are different to original balance . 31
8.4
DDM_BKAM field lengthened from 18 characters to 32 on SRS_DDM ............................ 31
8.5
Ledger Document Collections ........................................................................................... 31
8.6
New System Parameter to determine how available LDH records are generated in CLEH
and MLEH ...................................................................................................................................... 32
8.7
9.
New Index on LGH to improve the performance of LTEI process ..................................... 32
Student Automation ................................................................................................................. 32
9.1
New System Parameter to determine outcome of duplicate records during Automation
processing ..................................................................................................................................... 32
10.
10.1
11.
Fund Management ................................................................................................................ 32
Amendment to FNL Payment date field to accommodate international dates ............... 32
Students - Intray and Online Payments (SAM) ..................................................................... 32
11.1
New Payment Service Provider interface ......................................................................... 32
11.2
New System Parameter to Control Ledger Transaction Log (LGL) creation ..................... 32
11.3
Optimise Ledger Transaction Log record creation ............................................................ 32
12.
Accessibility Assessment Management ................................................................................ 33
12.1
UDF fields added to AAC ................................................................................................... 33
12.2
AAA and ARP User Defined Fields can now vary based on Type (AAT) ............................ 33
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12.3
13.
Student Accessibility Constraints in to WASP (AAC and WAC) ......................................... 33
Student Engagement Manager ............................................................................................. 33
13.1
Engagement Log Monitor (ELM) creation mode control added ....................................... 33
13.2
New Precondition field added to the Engagement Monitor Rule screen......................... 33
14.
Key Information Sets ............................................................................................................. 33
14.1
KIS XML generation now allows reporting of all KLN records........................................... 33
14.2
Location ID (MLI_LCID) re-added onto the MCR Location record (MLI) ........................... 34
14.3
Related KIS courses included in XML output when ‘Use KIS CRS Profile’ ticked (KIS) ...... 34
14.4
Creating KIS Accreditation records with Course and Route combination ........................ 34
14.5
Locking all associated KIS course records from KIS Course Descriptor (KCD) ................... 34
14.6
KIS 2015/16 statutory changes ......................................................................................... 34
14.7
Including Course Year = ‘0’ in KIS Course Descriptor (KCD) student count ...................... 34
14.8
New System Parameter to exclude students by their External Location of Study ........... 34
14.9
New System Parameter (SYP) to define a pathway to the HESA KIS validation kit .......... 34
14.10
KIS Accreditation Type (KAT) Text field (KAT_DESC) increased to 1000 characters ..... 35
14.11
An additional Module (MOD) exclusion criteria added to KIS Option 3 ....................... 35
14.12
KIS documentation improvements ............................................................................... 35
15.
GradIntel ............................................................................................................................... 35
15.1
Display student name on GradIntel Account Information ................................................ 35
15.2
New GradIntel operation to revoke a student’s academic transcript .............................. 35
15.3
Integrating GradIntel with Student Ceremony Prizes ....................................................... 35
PROGRAMMES (CAMS) .............................................................................................................. 36
16.
General .................................................................................................................................. 36
16.1
Amended XCrd field on Programme of Study (PRG) for more flexibility in Cross-crediting
36
16.2
SMRT Module Name (SMR_MNAM) field has been extended ......................................... 36
16.3
Add SMOT to SPR letter group .......................................................................................... 36
16.4
Parent Department field added to Department (DPT) ..................................................... 36
16.5
New Standard Letter Group for Student Scheduling Number (SSN) ................................ 36
16.6
Module Reports options 12 and 13 to accept Scheme and Level criteria ........................ 36
16.7
Module Reports selection criteria can now be cleared .................................................... 36
17.
Basic Data Menu ................................................................................................................... 36
17.1
Module / Module Rule documentation moved ................................................................ 36
17.2
SMC, SPC, and SAC now allow up to 4 decimal places...................................................... 37
Page 8 of 45
17.3
New option added to MMB_TFLAG .................................................................................. 37
17.4
New SYP for validation of SQA MAV records .................................................................... 37
18.
Module Registration ............................................................................................................. 37
18.1
Skip MMR flag added to SMC............................................................................................ 37
18.2
Exclude Generic Exemption flag added to PDV ................................................................ 37
18.3
Improvements to the way diet rules count new credit .................................................... 37
18.4
Module Registration - Pre-selection ................................................................................. 37
18.5
Only Completed SMRs processed against SIW_MRG_SMF .............................................. 38
18.6
Allow out of use modules to be submitted for exemptions (SMC) .................................. 38
18.7
Lock student selections ..................................................................................................... 38
18.8
Programme Academic Approval search criteria ............................................................... 38
18.9
Programme Academic Approval sort order ...................................................................... 38
18.10
Post Approval changes using Enhanced Module Registration...................................... 38
18.11
Programme approval and post approval customisation............................................... 38
18.12
Post Approval: Partial Approval/Rejection ................................................................... 39
18.13
Provide access to the Additional Details field on the Student Diet Log (SDL) record ... 39
18.14
Additional options to Save or Reset module selections ............................................... 39
18.15
screen
Display of Rejected/Confirmed students in Programme Academic Approval search
39
18.16
New System Parameter for running SST in MST or SPR mode during Module
Registration or Programme Academic Approval processes.......................................................... 40
19.
Diets ...................................................................................................................................... 40
19.1
Undo Registration tab added to Generate and Edit Student Module Diets (GED) screen40
19.2
PDM1 Scheduling Group field size increased.................................................................... 40
19.3
Bulk copy of DMD records ................................................................................................ 40
20.
Student Scheduling ............................................................................................................... 40
20.1
Locked EAD/EVAs in SST.................................................................................................... 40
20.2
Copy MDF added to GMV ................................................................................................. 40
20.3
Stop after n errors added to SST ....................................................................................... 41
20.4
Scheduling for dropdown added to SST............................................................................ 41
20.5
Reset Screen button added to Schedule Student (SST) .................................................... 41
20.6
Re-schedule students mode added to SST screen ............................................................ 41
20.7 New selection criteria and overwriting behaviour for Generate Module Availability
(GMV) screen ................................................................................................................................ 41
20.8
21.
Sort name added to Student list screen of SST ................................................................. 41
Assessments .......................................................................................................................... 42
Page 9 of 45
21.1
Ability to restrict the marks/grades to be overwritten in Mark Import ........................... 42
21.2
Skip Generation field added on to SMR ............................................................................ 42
21.3
Update options on Generate Candidate Numbers include SAL and SRR .......................... 42
21.4
Calculation of module results using Variable Assessment Weightings and Qualifying Sets
42
22.
Awards .................................................................................................................................. 42
22.1
23.
New option in the MEN03_004 SYP .................................................................................. 42
Exam Scheduling ................................................................................................................... 42
23.1
Slot Generation Order ....................................................................................................... 42
23.2
Assessment Relationship Rules Maintenance screen (XARC) ........................................... 43
23.3
Assessment Relationship Rules in WASP (ARC) ................................................................ 43
23.4
Student Accessibility Constraints in to WASP (AAC and WAC) ......................................... 43
23.5
Include an Exam Invigilator Status field (WSI) .................................................................. 43
23.6
Review Additional Requirements (RAR) ............................................................................ 43
23.7
Facility Requirements in WASP (ARP and WARF) ............................................................. 44
23.8
Assign students to special requirements rooms (CAM_WASP_WSM_ARA) .................... 44
23.9
Use ESS check box added to WAS (WAS) .......................................................................... 44
23.10
UDF fields added to AAC and WAC ............................................................................... 44
23.11
Students can be processed in the Assign students to special requirements rooms
screen multiple times.................................................................................................................... 44
23.12
Indicate in data when an exam has been influenced by an Assessment Relationship . 44
23.13
Time of day rule for Assessment Relationships ............................................................ 44
23.14
Room Facility Selector to Show Extra Details ............................................................... 45
23.15
WASP Schedule process can be run in batch ................................................................ 45
23.16
Assessment Relationship usage now enabled by System Parameter CAM_WASP_ARC
45
24.
24.1
25.
Award predictor – (No Licence; general info) ....................................................................... 45
New System Parameter to determine whether Min/Max/Mid Mark Value is used ........ 45
Grade Point Averages – (No Licence; general info) .............................................................. 45
25.1
GPA Type Collection (GTC>GTE)........................................................................................ 45
25.2
Other new features for GPA include: ................................................................................ 45
Page 10 of 45
Introduction
Important!
These notes describe new functionality as well as enhancements to existing screens. New functionality
should not be used until it has been fully investigated and tested in conjunction with the IT Services
team. 
Disclaimer
These release notes have been produced to summarise the full release notes produced by Tribal. They
do not completely describe all changes made to SITS. Users should consider familiarising themselves
with the full release note document, in addition to this summary.
The full release notes are available here:
For 8.8.1 - http://sitsdocs.int.kcl.ac.uk/8.8.1/relnotes/881relnotes/00toc.htm
For 8.8.0 - http://sitsdocs.int.kcl.ac.uk/8.8.1/relnotes/880relnotes/00toc.htm
How to use this document
IT have identified those changes which may have an impact on business processes. For each change,
we have described the change, provided screenshots where appropriate and, where available, given
a short rationale from Tribal for the change. Please review all those changes which may affect your
business area.
The document is divided up into SITS functional areas. A section at the beginning covers those changes
which affect the whole application.




SRS – Student Records
CAMS – Programmes
MAS – Admissions
MENSYS – General Menu
Some of these updates will have been previously released as Software updates within the current
system and will therefore already be in existence on SITS LIVE. 
If there are any queries about the contents of this document, please contact registryapps@kcl.ac.uk
with the subject “SITS Upgrade Release Notes Query.”
Screenshots
Please note that, to conserve space, screenshots will only show relevant excerpts from a screen,
rather than the full screen.
Page 11 of 45
Menu System (MENSYS)
1. Standard Report/ Letter
1.1
Ability to see a HTML preview on GSL and VGL
It is now possible to see a HTML preview on the Generated Standard Letter (GSL) record as
well as on the View Generated Letters (VGL) screen. Both GSL and VGL have been enhanced
to use tabs in order to display a preview of the HTML, depending on the letter type and
content. This is in addition to a tab displaying the original letter text content. For letters of
type “email”, additional tabs may also become available for the "Generated Attachment"
and/or "Last Error".
2. Award Certificate Printing (MEN03)
2.1
New option in the MEN03_004 SYP
When using Process Student Awards (PSA) option 8 to generate Award Certificates, a new
option is available in System Parameter (SYP) MEN03_004 to limit generation to those
students who have a Student Ceremony (SCY) record for the ceremony specified on the PSA.
This is in addition to the existing option in the SYP which limited generation to only those
students with an SCY in the same year as the award.
3. Email (No licence – for information)
3.1
Email tracking
It is now possible to track if an HTML style email is read, or a URL link is clicked in an email.
When an email tracker is created the Generated Standard Letter (GSL) is marked as being a
tracked email, and a Tracker Details (TRK) record is created. You can optionally create a
Tracker Group (TRG) to group trackers together. When the email is then opened or a tracked
link is clicked both the Tracker Details (TRK) and the GSL records are updated to show that
the email has been opened or tracked. This has been created as new component; MEN22
Email Tracking and Harvesting.
Page 12 of 45
Admissions (MAS)
1. Interviews (MAS01)
1.1
Courses added to IOD Other menu
A new Courses menu item on the Interview/Open Day (IOD) Other menu is now available
and opens the Course Interview/Open Day (CIO) screen and automatically retrieves the CIO
records linked to that IOD.
1.2
Courses added to MCR Other menu
A new Courses option on the MAS Course (MCR) Other menu is now available and opens the
Course Interview/Open Day (CIO) screen and automatically retrieves the CIO records linked
to that MCR.
2. General Admissions
2.1
Applicant ranking score element delimiter
The list of values held on the score elements (IFS>IFE) is now separated by a tilde (~), for
example A~A~B. Previously these value lists were separated by a gold semi-colon. This
amendment has been released in software updates
2.2
Applicant Ranking
A further option has been added to the creation of Items for Scoring (IFS) records in order
for the Offer Library (OLB) records to be used in the calculation of these scoring items. This
option has been added to the Condition Build button on the Items for Scoring Maintenance
(XIFS) screen and can be found in the Condition Style dropdown list. This option will return a
Y/N calculation when using the Extract Calculation (YCFR) screen. This amendment has been
released in software updates
2.3
SQE now Viewable through Menu Bar. Previous Grades Displayed on ACD
When accessed through Other > Quals and Experience, the Student Qualification and
Experience (SQE) screen has been enhanced to display the SQE screen with all fields
displayed. This replaces the SRS_STU_SQE screen.
The qualification tab on the Application Clearance & Decision Entry (ACD) screen has also
been enhanced to include Previous Grade, Previous Points and Total of “Used in Offer”
points field.
2.4
SQE Standard Letter Group created
A new Standard Letter Groups (SLG) has been created to allow Standard Letters (SRL) to be
defined for Student Qualifications & Experience (SQE)
2.5
Duplicate Matching checking for inverted date of birth
The search within the IPP Transfer (TRAN) process has always identified potential matches
where the date of birth has been inverted. This development has been added to the
Duplicate matching process (XDUP). This means that if a new applicant has entered their
DOB as 10/07/1993 and there was an existing STU with DOB 07/10/1993, the STU record
would appear in the list of potential matches but with a much lower percentage match, as
no $dob_exact$ weighting is applied, than someone with a match on the exact date of birth.
Page 13 of 45
2.6
Merging of ESD and IPU records (XDUP)
When the system merges IPR and ESD applications using Duplicate matching process (XDUP),
the Transfer Code field on IPR and the STU code on ESD are either populated with the new
STU code or populated with the IPU code based on the parameter value of System
Parameter SRS_IPP_083. Where this parameter is set to N, the system will use the new STU
code to populate the IPR_TCOD field on IPR and the ESD_STUC field on ESD. If this
parameter is set to Y, the system will populate the IPR_IPUC code into the IPR_TCOD field on
IPR and the ESD_STUC field on ESD. A single MST record will exist following the merge with
linking MREs to STU, ESD and IPU. This amendment has been released in software updates
2.7
ACD prevents bulk store
If a user retrieves multiple applicants on Application Clearance & Decision Entry (ACD) and
for example, makes an unconditional offer on the first record and then attempts to move to
the next applicant without storing, a message is now displayed on screen: "Please store
current occurrence before proceeding (bulk update is not allowed on this screen)". The user
cannot move to the next record without storing. This enhancement prevents data being lost.
This amendment has been released in software updates
2.8
Package Course Offerings
A new parameterised Package tab has been added to the Application Clearance & Decision
Entry (ACD) screen. New functionality within the Package tab enables Users to create
packages of study through the Package Course Offerings (SRS_XPCO) screen by grouping
together existing Course Applications (CAPS) with other levels of study to form the study
package offered to the applicant. The ranking of courses within the Package are defined
which feed into the decision making process. Decisions are applied to the Package through
the Package Course Offering Applying Decisions (SRS_XPCO_1) screen; two decisions can be
applied, firstly to the element ranked 1 and a second decision, applied in bulk, to the
remaining elements of the Package. Package Course Header (PCOH) and Package Course
Offering (SRS_PCO) records are created as a result of this processing.
2.9
Student Education History Language field extended
The Language field (EDH_LANG) on the Student Education History (EDH) table has been
increased from 20 to 50 characters
2.10
School National Centre Number field extended
The A-L Centre No. field (SCL_NNCN) on the School (SCL) table has been increased from 5 to
7 characters
2.11
Generate Fee Amount from CAP_FSTC or STU_FSTC
An applicant's Fee amount (CAP_FEEA) can now be generated based on the Fee status held
in either CAP_FSTC or STU_FSTC. System Parameter (SYP) SRS_ACD_04 has three additional
options that allow CAP_FSTC to be used to generate the fee. The three additional options
available to select are “Always” (using CAP_FSTC), “First time only” (using CAP_FSTC) or
“Never” (using CAP_FSTC).
2.12
Four decimal places added to several Points and Mark fields
The following System Parameters (SYP) are used to change the field value from 0 to 4
decimal places:
Page 14 of 45
MAS16_006 - Number of decimal places for score fields
SRS01_009 - Number of decimal places for _PNTS fields
SRS01_010 - Number of decimal places for _MARK fields
Affected Fields:
The Confirmation Process 1 (CP1) report options 2, 3 and 4 now display up to four decimal
places
2.13
Fields added to Student Qualifications - Unit grades
Two new fields are to be provided by UCAS in relation to Units as a result of upcoming BTEC
and Access to HE changes. Unit Value (SQU_UVAL) and Graded (SQU_GRAD) fields have
been added to the Student Qualifications - Unit grades (SQU) table.
3. External Link (MAS02)
3.1
Population of International Baccalaureate field
On the import of data from UCAS, the APF_HSCF.APF field is now populated with I
(International Baccalaureate) when the flag is ticked at UCAS. Previous codes for this field
were H, K, and Q and these are no longer used by UCAS. This field is shown as ticked on the
HIV > ivstarK records and as a Y in the import process from UCAS, and the system records
this as I on the HSC/Hong Kong field available through More Qualification Details button on
Application Form (APFS). This functionality has been released in software updates
3.2
Qualification Title added to ivgFormQuals and ODBC-Link import
The Qualification Title (QUALTITLE) is now present on the ivgFormQuals screen on ODBCLink Institution Views (HIV). This field is now also imported by the ODBC Import Process into
the Other Relevant Qual Title (SQF_QTTL) field on Student Qual (formquals) (SQF).
3.3
New Fields for 2015 ODBC
A number of new fields have been added to cater for the 2015 changes which are found on
the *H and *X transactions from UCAS. These fields include data for:
 Socioeconomic (post 2010)
 Parental Occupation (post 2010)
 Religion/belief
 Sexual Orientation
Page 15 of 45

Gender Identify (Changed since Birth)
All of the above can be found via the HIV screen in the *H and *X transactions
Socioeconomic data can be found by using the HCV screen and selecting the UCAS Common
Views > CVRefSocioEconomic option and will be populated into the STUA record.
Parental Occupation is held on the Standard Occupational Classification (SOB) table and is
populated into the STUA record. Details of the new codes can be found by using the HCV
screen and selecting the UCAS Common Views>cvRefPOCC2010 option.
Religious Belief, Sexual Orientation and Gender Identify are imported into the Equality Data
area of the STU record. The codes are held as dropdown lists and data for these lists can be
found by using the HCV screen and selecting Generic Common Views for each option. It is
possible to populate/update the SOB table using the cvRefAmendments option on the HCV
screen>Generic Common Views. If you use this option, the date when this table was last
updated by the institution using the cvrefAmendments option is held on System Parameter
HER_XUCV_001. It is not possible to update the dropdown lists on the STU/STUA from this
cvRefAmendments option. This functionality has been released in software updates.
3.4
New UCAS Residence Category for 2015
There have been a number of new Residence Category codes added and the following codes
need to be added to the UCAS Residence Category (URC) table to cater for this change:
P
Q
R
S
T
U
V
UK Citizen – England
UK Citizen – Scotland
UK Citizen – Wales
UK Citizen – Northern Ireland
British Citizen – Channel Islands and Isle of Man
British Citizen – British Overseas Territories
EU National – EU National (Non-UK Citizen)
UCAS Fee Status Defaults (UFD) and UCAS Applicant Category Defaults (UAD) will need to be
amended to take into account these new Residence Category codes.
3.5
Additions to Work Experience for UTT for 2015
Several new data items are being sent by UTT for the start of the 2015 cycle. The following
fields have been added to the Work Experience (WKE) table to hold this data:
o
o
o
o
o
o
3.6
Experience ID
Date From
Date To
Hours Per Week
Org Name
Role Title
Additions to Work Experience for UTT
Additional data items are being sent by UTT relating to Work Experience for the start of the
2015 cycle. The import programs have been modified to import this data into new fields
available in version 8.8.0 onwards, on the Work Experience (WKE) record:
 Experience ID (WKE_EXID)
 Org Name (WKE_ORGN )
 Role (WKE_ROLE)
 Hours Per Week (WKE_HPWK)
 Date From (WKE_BEGD)
 Date To (WKE_ENDD)
Page 16 of 45
For older versions the data will be populated into the Work Experience field on WKE. When
using ODBC-link the additional data items are sent on the ivgStarExperience and
ivgStarExperienceU transactions in ODBC-Link Institution Views (HIV).
When using XML-link the additional data items are sent in the <WorkExperience> section on
the XML-link Update Dates (XUD). This functionality has been released in software updates
3.7
LC transactions available for UTT
From cycle 2015, it will be possible for institutions to send a course correction (LC)
transaction to UTT. The ODBC-link export program has been changed to enable the LC
transaction.
Seven new Valid Decisions & Responses (VDR) records need to be set up to cater for this
new transmission:
 UTT-1 Change of month prior to decision
 UTT-1 Change year prior to decision
 UTT-1 Course change prior to decision
 UTT-1 Course/Year change prior to decision
 UTT-1 Course/Year/Month change prior to decision
 UTT-1 Course/Month change prior to decision
 UTT-1 Change of month/year prior to decision
For XML-link new UXM/UXP/UXF records for have been created for
setCourseCorrectionTransGttr. The XML-link export program has been changed to send a
Transaction type of setCourseCorrectionTransGttr. This functionality has been released in
software updates
3.8
Course data sent to UCAS when Change of Month
When a change of month is undertaken by the institution, UCAS have now made it
mandatory to include the course code with the transmission for the month change. This
change has been included in the export program. No action is required by the institutions
but you may see course data included in the log files or via the TranIn record accessible
through the HIV screen. This has been back-ported to all maintained versions. This
functionality has been released in software updates
3.9
New fields to accommodate Socio-Economic 2010 and Parental Education
2010 data
Two new fields have been added to the ODBC-Link Institution Views (HIV) in the *J
transactions which are imported into UCAS Data for HESA (UDH):
o Socio-Economic 2010
o Parental Education 2010
 ivStarJ
 ivStarJU
 ivcStarJ
 ivcStarJU
 ivgStarj
 ivStarJU
Two new fields have been added to the UCAS Data for HESA (UDH) screen:
o Socio-Economic 2010 - (UDH_SEC1)
o Parental Education 2010 - (UDH_SOC1)
As part of the XML-Link download two new fields have been added as part of the
HESADData:
o Socio-Economic 2010 - sec2010
Page 17 of 45
o Parental Education 2010 - soc2010
This functionality has been released in software updates
3.10
UCAS Import matching to MST
Previously the import of an identified duplicate applicant created a new MST. This has been
changed so that when an applicant is imported from UCAS and is identified as a duplicate
and the existing record has an MST but no STU, i.e. only an Enquirer (ESD) record exists, the
XDUP process will now attach the newly imported data (STU entity) to the original MST and
no longer creates an additional MST record. This functionality has been released in software
updates
3.11
New fields added to UAB table for ivStarX import
Additional data items are being sent by UCAS relating to Applicant Background for the start
of the 2015 cycle. The import programs have been modified to import this data into new
fields available in version 8.8.1, on the UCAS Applicant Background (UABD) table.
The five new fields that have been added are:
gender identity (UAB_GNID)
sexual orientation (UAB_SXOR)
religion/belief (UAB_RELB)
socioeconomic 2010 (UAB_SOCC)
parental occupation 2010 (UAB_POCC)
When using ODBC-link the additional data items are sent on the ivStarX transactions in
ODBC-Link Institution Views (HIV). When using XML-link the additional data items are sent in
the <AppBackground> section on the XML-link Update Dates (XUD) .
4. Clearing (2015) (MAS01)
There is a new screen for clearing on Student Records. This is not used or set up in King’s
currently.
5. Points Based Immigration (SRS29)
5.1
Scrollbar added to the Progress Justification field
A scrollbar has been added to the Progress Justification (VCR_PRJU) field on the Visa CAS
Request (VCR) record so information in this field can be more easily viewed.
5.2
Improve consistency of VCR on the web
This has not been set up in King’s
5.3
Ability to delete VCR records in e:Vision
This has not been set up in King’s
5.4
New English language test providers added to dropdown
The two new English language test providers, IELTS and TCLUK, have been added to the
English Test Provider (VCR_ELTP) field on the Visa CAS request (VCR) screen.
Page 18 of 45
Institution Published Programme (IPP)
No changes that affect King’s for the 8.8.0 and 8.8.1 upgrade
Students (SRS)
1. Students General (SRS01)
1.1
Student Additional Details (STUA) creation through QSS and ATR
Student Additional Details (STUA) records can now be created through the Quick Student
Setup (QSS) and Applicant Transfer (ATR) processes, where System Parameter, SRS01_007, is
set up to do so. Further documentation can be found on the Student Additional Details
(STUA) page in the online manuals
1.2
New Socio-Economic Classification field added to the STUA entity
A new Socio-Economic Classification (STUA_SOCC) field has been added to the Student
Additional Details (STUA) record, this is to allow for a potential new coding structure.
1.3
New Research Council Student (SRS_RCS) table to validate SCJ field
A new table, Research Council Student Type (SRS_RCS), has been created to allow the
Research Council Student (SCJ_RCST) field on Student Course Join (SCJ) to be validated. This
allows institutions to control the changes of valid values which are made by HESA
1.4
‘Next Fee Status’ on SCE now tied into SRE
The Next Fee Status field (SCE_FST1) has been added to the Student Re-enrolment (SRE)
process as the primary source for populating the Fee Status field (SCE_FSTC) on the newly
created SCE record where the SRE Roll-on Fee Status functionality is used.
1.5
New Student Join Details (SJD) entity
A new entity, Student Join Details (SJD), has been created which has a one to one
relationship with the Student Course Join (SCJ) table. This table has been created to hold
additional data which is required for the HESA return. The Student Join Details (SJD) entity
has also been included in the SCJ Standard Letter Group (SLG). The SJD record is included in
Data Maintenance (DMM) Option 5, for merging duplicate students and the Student
Archiving processes.
1.6
Student Join Details (SJD) creation
To supplement and increase functionality of the new Student Join Details (SJD) record, a
number of processes now allow the creation of these records. A new operation (CREATESJD)
has been added to allow for the creation of SJD records from SCJ, this can be utilised from
&P. The creation operation has also been included in the Applicant Transfer (ATR) and the
Quick Student Setup (QSS) processes. An SJD record will be created as part of these
processes where System Parameter SRS01_008 is switched on. When the Reverse Applicant
Transfer (RAT) process is run then the SJD record will be deleted.
Two new automation operations (SRS_JSJD.ADDSJD and SRS_JSJD.MODSJD) are available to
create new and modify existing SJD records. SJD records can also be created through
Student Re-Enrolment (SRE) Options 2 and 3, where a new SCJ record has been created.
Further documentation about each of these and details of the SJD record can be found in the
Student Join Details (SJD) page of the online manuals.
Page 19 of 45
1.7
UK Learner Provider field added to the School (SCL) record
A new UK Learner Provider (UKPRN) field has been added to the School (SCL) record. This is
to capture the UKPRN number for students who have come from an FE background.
1.8
User Defined Fields (UDF) added to Nationality (NAT)
User Defined Fields (UDF) have been added to the Nationality (NAT) table to allow users to
store additional information against NAT records.
1.9
Age on Entry field is now non-editable
The Age on Entry (SCJ_AGOE) field on the Course Join Detail (SCJ) record is now non-editable
preventing the field from re-calculation each time the record is accessed.
1.10
New field for Year of Programme on the Course Block record
A new Year of Programme (CBK_YPRG) field has been added to the Course Block (CBK)
record to allow a differentiation between the Year of Programme for HESA reporting
purposes (YEARPRG) and the Year of Programme used internally.
1.11
Merging of SNK Records
The Data Maintenance (DMM) process has been extended to allow the merge of Student
Next of Kin (SNK) records between potential duplicate students. The DMM process uses a
new Student All Entities (SAE) record for the SNK entity to facilitate this functionality.
1.12
Improved messaging for Quick Student Setup
The messaging on Quick Student Setup (QSS) has been improved to better reflect the
screen’s processes and actions.
1.13
Course Block Occurrence Title field length extended
The Course Block Occurrence (CBO) title field has been extended to 120 characters; it is now
the same length as the Course (CRS) title field.
1.14
“At Risk” checkbox added to NAT Table
A new At Risk checkbox has been added to the Nationality (NAT) table. Currently this
checkbox has no processing behind it.
1.15
Prevent Merge of VCR records
A new Student All Entities (SAE) record has been created for the VISA CAS Request (VCR)
entity which allows VCR records to be handled by the Data Maintenance (DMM) and Student
Archiving (ASD) processes. It is recommended that the SAE record for VCR is set to ‘Prevent
Merge’; the merge functionality has not been enabled for VCR.
1.16
HEAPES Population field added to SJD & SUK
A HEAPES Population (SJD_HPOP & SUK_HPOP) drop-down has been added to the Student
Join Details (SJD) and the Statutory UK Data (SUK) records to determine whether a student is
within the HEAPES population or not.
Page 20 of 45
1.17
HESA Alternative Providers Fundability Value added to EFU
A HESA Alternative Providers Fundability value (EFU_APFV) field has been added to the
External Fundability (EFU) screen to allow for the sourcing of the Student Support Eligibility
(SSELIG) field.
1.18
HESA 2014/15 Changes- Removed “9” as a Valid Value in STA_INHR
From 2014/15 reduced return “9” is no longer used in the HESA Student return. Therefore, it
is no longer a valid value in the HESA (STA_INHR) field on the Status (STA) table, and cannot
be stored.
1.19
Modifications to the Reverse Applicant Transfer process
The Reverse Applicant Transfer process (RAT) has been improved to allow users to select
from a predetermined list, which records to reverse. On screen checkboxes control this
functionality. System Parameter (SYP) SRS_RAT_02 will repopulate default values. If this SYP
is blank, then System Parameter SRS_ATR1_11 will be used for default values. Users can
override these default values during execution on the RAT screen.
1.20
The National Insurance field has been extended to 32 characters
All National Insurance fields have been extended to be 32 characters in length so that the
field can hold the South African ID (and for future proofing any other Country's IDs).
1.21
New APR option to identify and resolve differences between STU and ADD
The Address Processes and Reports (APR) screen now includes an option to identify and
resolve differences between Student (STU) and Address (ADD) records. Running this option
will display a new screen, Address Update. This screen shows the differences between STU
and ADD records, and gives you the opportunity to correct these differences by selecting
which is the correct address.
2. HESA
2.1
Calculation of LOADYRA/B and STULOAD
When INSTAPP equals a value of ‘1’ (controlled by System Parameter (SYP) SRS_XHER_100),
HESA Option 1 will now populate LOADYRA, LOADYRB and STULOAD from system recorded
data as standard.
2.2
Exclude Stu Supp No field added to SCJ and alteration to HESA Option 1
An Exclude Stu Supp No (SCJ_NSSF) field has been added to the Student Course Join (SCJ)
record. This field is to be used where a SSN has been specified on the Student (STU) record,
but they are not sponsored by Student Finance.
During HESA Option 1, if Exclude Stu Supp No (SCJ_NSSF) is populated with 'Y' and the
Student Support Number (STU_SSIN) has specified on the Student (STU) record, the SSN will
not be extracted into the HIN record during processing.
2.3
Sourcing logic for Awarding Body improved
The sourcing of the Awarding Body (HCI_AWDB) field on the HESA Course Identifier (HCI)
record has been improved to allow Institutions to select (through System Parameter
SRS_XHER_136) whether they want to follow the SQA > CBO > CQA path or the SAW > SPR
path to get the field value.
Page 21 of 45
2.4
HESA 2013/14 changes for Version 1.4 of the Revision History
The following fields have had their sourcing logic updated in line with the changes
announced by HESA:
The HESA Financial Support (HFN) and the HESA Mobility (HMB) tables have both had their
creation logic modified. The Fee Regime (SCE_FREG) field on SCE has had a new value added
’30 Not subject to regulated fee’. The Articulation (SCJ_ARTI) field on SCJ having the new
value ‘5 Student on one of the additional places funded by the SFC for articulation’ added.
2.5
Calculation logic of the YEARSTU field on HIN improved
The calculation of the final years YEARSTU field (HIN_YSTU) on HESA Instance (HIN), has
been updated to cater of non-standard year students. Where a student is non-standard and
in their final year this field will be populated by the sum of the anniversaries between the
COMDATE and ENDDATE.
2.6
HESA ITT 2014/15 changes
The Bursary Level Awarded and Discretionary Funding fields on the Statutory UK (SUK)
table have now been added to the Student ITT Data (SID) table. The HESA ITT process will
look at the SID table as a primary source and then the SUK table. These fields are now
validated against the new tables Bursary Level Awarded (BLA) and Discretionary Funding for
Bursaries (DFD).
The new field for HESA ITT 2014/15 Major Source of Funding has also been added to the SID
table for sourcing purpose and the Classification field has been changed from a dropdown
list to being validated against the Classification (CLA) table.
One new field Major Source of Tuition Fees has been added to the HESA ITT Student Record
(HIT) in order to hold the data to be returned to meet the changes that have been made for
the HESA ITT 2014/15 return.
The population of the Skills test number has been removed as this field is non-returnable
from 2014/15. As part of this change a non-returnable fields popup has been added to the
HIT table to hold the fields that are no longer included in the ITT return.
The XML generation for HESA ITT has been adapted to include the new field Major Source of
Tuition Fees (HIT_MSTF) where it is populated and no longer includes the Skills Test
Number.
2.7
Source changes for HESA 2014/15
A number of new fields are required for the HESA 2014/15 return; the sources for these
fields have been added to allow institutions to begin to capture data in time for enrolment
Page 22 of 45
2.8
Changes for HESA 2014/15
The following new fields have been added to the existing HESA tables. Sourcing logic has
been added to the appropriate HESA processes:
A new popup has been added to the HESA Instance (HIN) table to hold then 10 new
LOCATION fields.
A new HESA Learning Delivery Work Placement (HDW) record has been created to hold work
placement data; this will hold 4 new fields – LEARNWORKEMPID, LEARNWORKEND,
LEARNWORKMODE & LEARNWORKSTART. The HESA Option 5 XML generation has also been
amended and re-ordered to meet the requirements of the HESA 2014/15 return.
2.9
HESA 2014/15 additional source changes
There have been additional source changes for the 2014/15 return, including
12 new fields have been added to the FE Data 2 tab of the Statutory UK Data (SUK) record,
to allow 3 occurrences of the LEARNWORK dataset.
2.10
MODYR for dummy modules now populated
The functionality of the MODYR allocation has been enhanced so it can now calculate for
dummy modules (created from either HCI or CBO and for either modular or non-modular
courses). Further documentation can be found in the MODYR Calculation section of the
manuals.
Note: this is only applicable for institutions that have INSTAPP equalling ‘1’ (controlled by
System Parameter, SRS_XHER_100).
2.11
HESA Data Supply changes 2013/14
The HESA Core Data (HCD) and the HESA Subject Data (HSD) tables have been amended to
adhere to the HESA 2013/14 Data Supply file structure. More tabs have been added to the
Page 23 of 45
HCD screen to allow for the new fields that were added, and OWNCOURSEID has been
added to the HESA Subject Data record.
The import process via option 11 on the HESA screen has also been amended to allow for
the new file structures to be imported into the system.
2.12
Source of Return fields (SRF) documentation improved
The Source of Return fields (SRF) page in the online manuals has been enhanced. There are
now more examples of syntax that can be used, including new style conditions.
2.13
HESA non-standard (INSTAPP = 1) fields
A number of developments have been made to the fields calculated where INSTAPP = 1 (set
in System Parameter, SRS_XHER_100). The calculation of Student Year A and Student Year B
has been amended to ensure that these mirror the HESA guidance with the split between
starting a new instance and finishing off an instance.
The MODYR calculation has been enhanced to ensure it is accurate when making a
comparison against the student year dates. The MODYR calculation has also been enhanced
for non-modular courses (HCI_ERFM = C or P), it now compares a student’s COMDATE and
ENDDATE with the HESA reporting period to calculate the correct MODYR code.
The calculation of STULOAD, LOADYRA & LOADYRB now use modules as a source for all
students and all year types.
2.14
HESA Financial Support (HFN) records of the same type will now be
combined
If multiple Statutory UK Financial (SUKF) records exist for the same Financial Support Type,
then HESA option 1 will now add them together to create one HESA Financial Support (HFN)
record.
2.15
Changes to HESA Option 5 – XML generation
A new System Parameter (SYP) ( SRS_XHER_137) has been introduced to control whether or
not optimised SQL is used to pull course and module data into the XML (it is recommended
that it is used). For more details, please see the HESA Option 5 section of the manuals. In
addition, only courses that are related to a student in the current reporting year are now
retrieved allowing a more robust process.
2.16
Exclusion flag added to SUKE, SUKM and SUKF
An Exclude from HESA checkbox has been added to the Statutory UK – Employment Status
(SUKE), Statutory UK – Mobility Data (SUKM) and Statutory UK – Financial (SUKF) records.
When ticked, the current record will be excluded from the HESA option 1 process.
2.17
HESA mobility data on SPL and PLC incorporated into HESA option
The HESA mobility data that is stored on the Placement (PLC) and Student Placement (SPL)
records has now been incorporated into HESA option 1. The source of HESA mobility data is
controlled by System Parameter (SYP) SRS_XHER_138, the default of which is to use
Statutory UK – Mobility data (SUKM) records.
Page 24 of 45
2.18
HESA Option 1 will fail to process where SRS_XHER_010 is “blank”
System Parameter (SYP) SRS_XHER_010 determines whether to generate the HESA id using
STU code or Academic year; where this is “blank”, HESA options 1, 10 and 12 will no longer
run as it would cause data complications.
2.19
HESA XML generation performance enhancement
The HESA XML generation process has been enhanced to increase performance when
creating XML files that contain a large cohort of data.
2.20
New System Parameter for sourcing HCI_ESB1-3
A new System Parameter (SYP), SRS_XHER_139, has been added which gives the option to
set the process to ignore the Student Course Enrolment (SCE) External Subject (SCE_ESB1 –
3) and SCE External Balance (SCE_EBAL) fields when populating SBJCA and SBJPCNT.
2.21
HESA 2014/15 Changes- Removed “9” as a Valid Value in STA_INHR
From 2014/15, reduced return “9” is no longer used in the HESA Student return. Therefore,
it is no longer a valid value in the HESA (STA_INHR) field on the Status (STA) table.
2.22
SQE Sequence number added to HESA Qualifications on Entry (HQE) table
A new field has been added to the HESA Qualifications on Entry (HQE) table to hold the
Student Qualification & Experience (SQE) sequence number. Where the HQE is sourced from
SQE, this field will be populated with the sequence number on the SQE record that was used
to generate the HQE record, where it is sourced from UDQ this field will remain blank.
2.23
Import and comparison facilities for the UHN target
Option 13 has been added to the HESA screen to allow for the import of the UHN target list
(into HTL records) and the comparison of these with HESA Instance (HIN) records. For
additional reporting and comparison facilities there has been a standard letter group added
for HTL. For further information, see the Option 13 section of the HESA manual.
2.24
New values added for INITIATIVES and OUTCOME
To meet the requirements of HESA Student and ITT returns the following changes have been
made:
Five new values have been added to SCE_INI1 and SCE_INI2 (F - EYITT Graduate Entry, G EYITT Graduate employment based, H - EYITT Undergraduate entry, I - EYITT Assessment
Only and J - EYITT School Direct). Two new values have been added to the SCJ_ITTO field (D Awarded EYTS and E - EYTS withheld)
3. Finance
3.1
Additional fields made available from ECD
There were additional fields on the External Course Definition (ECD) table which have always
been hidden, they fields are now available via the Extra fields popup button on the ECD
screen.
3.2
VAT field length increased to six characters
The VAT field length across the whole of Student Accounting Management and Intray and
Online Payments components has been increased to accommodate six character tax codes.
Page 25 of 45
3.3
Course Name field on ECD extended to 120 characters
The Course name field on the External Course Definition (ECD) table has been extended to
120 characters to cater for the changes made by the SLC.
3.4
Management of Blank SSN numbers in the SFE and SFU import files
If a student included in the SFE or SFU import file has a blank Student Support Number (SSN)
then the import file will now still be processed but the erroneous student/s will be skipped.
The message buffer will identify the problematic students.
3.5
System Parameters SRS02_019 and SRS02_020 are now associative list
type
The parameter type for System Parameters SRS02_019 and SRS02_020 has been changed to
associative list. This functionality has been released in software updates
3.6
Calculate Debtor Balance (CLGB) enhanced to account for recurring online
payment plans
The CLGB process will now also take into account scheduled payment plans created via
Recurring Online Payments (SIW_OPG) in a similar way to how it caters for direct debits
(DDI).
3.7
SFB Enhancements
New fields have been added to the HEBSS – SLC Bursary Export Data (SFB) screen to allow
for the new file layouts announced by the SLC to be imported. The import process that is run
from the Import HEBSS file (ISFB) screen has also been updated to cater for the new
‘Information Only’ and ‘Full Administration Service’ files.
3.8
Recurring Payment Schedule Header Component Name field sourcing
The Recurring Payment Header (RPH) Component Name field has had its source updated to
come from the Short Name field (COM_SNAM) on the related Component (COM) record.
3.9
Batch (RPB) description functionality added to the Recurring Card
Payment (RCP) screen
A Batch Description field has been added to the Recurring Card Payment (RCP) process
screen. This will allow you to update the related Recurring Payment Batch Audit (RPB)
records Batch Description field (RPB_DESC).
3.10
MEC added to populate the Fees Due and Fee Transaction notes fields
A new Messages Control (MEC) “FEE_CANCEL_NOTE” has been added to populate the notes
fields on Fees Due (FDU) and Fee Transaction (FTR) when a fee has been cancelled via
Generate Fee transactions (GFT) option 6, GFT option 7 or CCN. If the notes field on CCN is
not filled in when reversing a fee, then the newly created FTR will and the cancelled FDU will
use the description from the MEC.
3.11
Import Student Finance Update can now handle exporting the SLC
extended information file
The Import Student Finance Update (ISFU) export process can now handle the SLC extended
information import files. The export process will drop the extended information fields and
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append the file with the ATFEE value, allowing the Attendance Confirmation Report (ACR)
file to be sent back to the SLC.
3.12
New Institution Code field on Student Finance Update
A new Institution code (SFU_INSC) field has been added to the Student Finance Update (SFU)
screen. When an SLC or SAAS file is imported using ISFU, this field will be populated with the
institution code held in the import file.
3.13
Import Student Finance Update processing can now handle multiple
institution codes for SLC
New System Parameter (SYP) SRS_XSFU_023 has been introduced to hold a list of institution
codes where an institution has multiple institutions attached. When this parameter is
populated, the existing parameter ( SRS_XSFU_003 ) will be ignored; therefore, all institution
codes must be specified in the new SYP. When this parameter is blank the processing will
continue as before by checking SRS_XSFU_003.
This new functionality will allow SLC import files with different institution codes to be
imported into the system, these files will then be able to be exported correctly. The
institution code used will be held in the new institution code field on Student Finance
Update (SFU). This parameter has no effect on SAAS or the Fees Import (STFI) processes.
3.14
Enhancement to Import Student Finance Update matching processing
New System Parameter (SYP) SRS_XSFU_024 has been introduced to control how the
matching functionality will work when using additional Student Course Join (SCJ) criteria in
SYP (SRS_XSFU_012). The parameter can be set to match all or any SCJ matching criteria,
allowing for an AND/OR functionality. The default is to match ALL criteria to maintain
previous functionality.
3.15
New screen to view SLC Student Finance records
The Student SFU/SFE View (SSV) screen has been created to allow a user to view a SLC
student’s Student Finance Update (SFU) and Student Funding Enrolment Request (SFE)
information at the same time.
3.16
Ability to create ad hoc SLC export file
It is now possible to create ad hoc export files for SLC sponsored students from the Import
Student Finance Update (ISFU) screen. A new popup can be accessed which allows users to
specify criteria to create the export file for subsets of Student Finance Update (SFU) records
rather than all records included in the import file.
3.17
Last Extraction Date field added to Student Finance Update
A new Last Extraction Date (SFU_EXTD) field has been added to the Student Finance Update
(SFU) screen. When an SLC or SAAS file is exported using ISFU this field will hold the latest
date it was exported.
4. Placements (not used)
4.1
Direct Placements in e:Vision enhancements
The Direct Placement e:Vision screen layout has been improved and made more responsive
to the size of the browser window. An all-in-one icon has been introduced to indicate the
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student’s suitability for a placement. The display of a placement once the target number of
the placement availability record can now be managed via a system parameter
5. Progression and Assessment
5.1
Use SMR as the source for Level in progression
Assessment Rules within Progression now use SMR as the source of Level, rather than MOD.
5.2
Use of GPA within Progression processing (CSP)
New functionality has been added which means that it is now possible to define rules within
Progression Processing which make use of previously calculated Grade Point Average (GPA)
values taken either from session GPA or cumulative GPA. More details can be found within
the Progression section of the manuals.
5.3
Progression Confirmation defaults Next PRG/ROU/STA
The Progression Confirmation screens (within CSP in client and in e:Vision) will now
automatically default the Next Programme, Next Route, and Next Status fields from the
current fields on a Student Course Enrolment (SCE) when the associated next fields are
blank.
5.4
Automatic population of Progression Period field on Student Progress
On the Generate SPI’s screen in CSP, if the Number of Periods and Period List fields are
blank, then the Period (SPI_PPSL) on the SPI record is populated from the Progression Period
(CBO_PSL2) on the CBO record, or if this is blank then it uses the Start Period Slot
(CBO_PSLC) instead.
6. Award Ceremony
6.1
Add Payment Time field on to Student Ceremony Payment
A Payment Time field has been added on to the Student Ceremony Payment (SCP) record,
which can be populated with the time that a payment was made. This field will not be
automatically updated by the system, which is in keeping with the existing Payment Date
field.
6.2
Future Ceremony Planning (PLM) has been added to e:Vision as Set Up My
Ceremony (this has not been set up in King’s)
A new development has been completed in version 880 to allow you to run the Ceremony
Planning Mode (PLM) process via e:Vision under Set Up My Ceremony (SIW_XCMY). This
development will allow you to replicate the PLM functionality in e:Vision
6.3
Moving multiple Student Ceremony records from the Invited Student
Ceremony screen (SRS_CMY_SCY)
An enhancement has been made to the Invited Student ceremony screen that will allow you
to move multiple SCY records displayed to another ceremony. All the previous functionality
for moving SCY records from this location will apply to all SCY records selected by you to be
included in the move.
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6.4
Cloning a ceremony and related entities from e:Visions ‘Set Up My
Ceremony (this has not been set up in King’s)
An enhancement has been made to e:Vision Set Up My Ceremony (SIW_XCMY) in order to
include a clone function. This will allow you to select a ceremony and then clone the
ceremony record (CMY) along with the following related entities (controlled by System
Parameter (SYP) SRS_XCMY_023).
o Award Ceremony Course (CYC)
o Ceremony seating Block Set (CBS)
o Ceremony Description (CDE)
o Ceremony Prize (CYP)
o Ceremony Task (CYT)
o Unavailable Ceremony Seats (CYU)
6.5
New Reason field and validating table from the Ceremony Unavailable
Seats (CYU) record
A validated reason for unavailability has been added to the Unavailable Ceremony Seat
(CYU) record top level and when open from the Award Ceremony (CMY) record
(SRS_CMY_CYU). The new Reason (CYU_CYRC) field is validated against the new Ceremony
Reason (CYR) table.
6.6
System Parameter (SYP) SRS_XCMY_004 included in e:Vision Set Up My
Ceremony (SIW_XCMY)
The functionality to exclude a course via the criteria in System Parameter (SYP)
SRS_XCMY_004 has now been added to e:Vision’s Set Up My Ceremony (SIW_XCMY).
6.7
New entities added to manage Student Prizes externally from the
ceremony
To allow you the ability to manage student prizes separately from ceremonies, two new
entities have been created in component SRS01 (as seen below), and the Prize record have
been moved from component SRS07 over to SRS01. The Prize and Student Prize records will
also create GradIntel Achievement (GAR) and Achievement Type (GAT) records if you wish.
More information on this can be found in the GradIntel section. An additional new
Ceremony Type (CMT) table has also been created in the ceremonies component; giving you
the ability to link your prize to a specific ceremony type should it be required. For more
information on this new functionality please see the Assign Prizes section of the online
manuals
6.8
Student Ceremony Invitations has now been added to e:Vision (SIW_XSCI)
A new e:Vision program has been created (SIW_XSCI) to bring Student Ceremony Invitations
to the web. This will give you all the functionality you experienced in SITS:Vision client, as
well as displaying the Student Ceremony (SCY) records and Ceremony Exclusion (CYX)
records for the ceremony you have retrieved. This functionality can be run through either a
Container Option (COP), or a Task Element (TTE).
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6.9
A link has been added to the Send Invitations screen from the Setup My
Ceremony screen (not set up in King’s)
A button has been added to the bottom of the e:Vision Set Up My Ceremony (SIW_XCMY)
screen, to provide you with a direct link to the e:Vision ‘Send Invitations’ screen
6.10
Student Awards have been updated to only include confirmed award
sources
System Parameter (SYP) SRS_XCMY_002 has been updated to only include confirmed award
sources from the Student Qualifications Aim and Attainment (SQA) record and Student
Award (SAW) record. The confirmed award sourcing pathway to the Course Qualification
(CQA), External Qualification Aim (CQA_EQAC), has been removed from the parameter.
6.11
Ceremony records not in use will no longer be shown in the move
ceremony list
Ceremony (CMY) records that are not in use will no longer be displayed in the ‘Student
Move’ or ‘Move a Course to Another Ceremony’ popup screen ceremony lists
6.12
e:Vision ‘Set Up My Ceremony’ - Ceremony Course records creation
enhanced (SIW_XCMY)
System Parameters (SYP) SRS_XCMY_007 and SRS_XCMY_008 have been added to the CYC
creation from e:Vision’s Set Up My Ceremony (SIW_XCMY). Where SYP SRS_XCMY_007 is a
value of ‘Y’, the CYC creation will use SYP SRS_XCMY_008 to source the Award (CYC_AWDC)
value.
7. Research
7.1
Unit of Assessment and Supervisor Approval
New fields are now included on the Unit of Assessment Supervisor (UOS) screen. The new
fields were added to allow the UOS screen to hold additional information about supervisors
for the purpose of tracking training, previous experience, and examining experience. More
information can be found in the Research Management section of the online manuals
located in the Setup of Auxiliary Tables section.
7.2
Addition of Research Skills to e:Vision (not set up at King’s)
New fields to allow the recording of Record Type and Research Council Type have been
added to RSC1. It is now possible to view and edit RSC1 records via SIW_RSH_RDS. Default
vistas have been provided for this purpose. Additional COP options have been created for
SIW_RSH_RDS to allow the corresponding vista buttons to be hidden.
7.3
Research Q & A functionality improvement (not set up at King’s)
New functionality has been added to allow you to filter by student or questionnaire type to
view student’s research question and answers in e:Vision. Two new checkboxes are available
from the COP parameters for SIW_RQA to set these filters. See the Research Questions and
Answers manual page for more details.
7.4
View Students current Research Events via e:Vision (not set up at King’s)
Student management in e:Vision now has the option to allow you to view, amend and add
Research Degree Student Events (RDE) records to Research Students in much the same way
as Research Degree Student (RDS) screen within the Research Student Management (RSH)
component. See the Research via e:Vision manual page for more details.
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8. Accounting Module – SAM
8.1
LPS Schedule Calculation adds Advanced Mode
The Ledger payment Schedule (LPS) entity has been enhanced with “Advance Mode”
features, in addition to existing original functionality. Users are now able to define due dates
and amounts for all instalments within a payment schedule. Previously, only the first
instalment could be defined by a user, and system calculated values used for all subsequent
instalments’ due dates and amounts.
For example, a three instalment schedule of 40%, 30%, 30% was possible by defining a fixed
first instalment of 40%, and the system splitting the remaining 60% across the remaining 2
instalments. However, a payment schedule of 25%, 25% 50% (i.e. to match the UK Student
Loan Company’s payments) was not possible; the system would specify a fixed first
instalment of 25% and then split the remaining 75% equally across the remaining two
instalments. It is now possible to specify the exact percentage to be used in each instalment
in a payment schedule.
In addition, a schedule calculation tool has been added to the LPS screen to enable schedule
projection with current LPS field values.
8.2
'Account switched' status added to the DDM Registration state dropdown
A new status of 'Account switched' has been added to the Direct Debit Mandate (DDM)
Registration state (DDM_BREG) dropdown list to cater for direct debits which are switched
to a new bank account and bring the way direct debits are processed in line with new BACS
direct debit guidelines. DDM records which are set to “Account switched” will not be picked
up during the direct debit processing.
8.3
Default response set to 'No' when rescheduled totals are different to
original balance
When using the Reschedule Debts (RSD) process, the default response is now set to 'No'
when the amounts to pay have been amended. Previously, when a repayment schedule had
been applied to an original debt and the amounts manually changed, the program would
show a warning message to say the amounts were different and prompt whether or not the
user wished to proceed regardless. The new default answer of 'No' will prevent a user
accidentally pressing the Enter key and causing imbalance in student accounts.
8.4
DDM_BKAM field lengthened from 18 characters to 32 on SRS_DDM
The Account Name field (DDM_BKAM) on Direct Debit Mandate (DDM) has been lengthened
from 18 characters to 32.
8.5
Ledger Document Collections
A new Ledger Document Collection (LDC) record has been introduced to allow users to group
Ledger Document Header (LDH) records of similar types. The collection holds Ledger
Document Collection Elements (LDE) records to link Document Headers to the Collection.
The Document Collection (LDC) record also holds a Personnel Collection (PRC) code to
determine the users with allowed access to use the document types belonging to the group.
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8.6
New System Parameter to determine how available LDH records are
generated in CLEH and MLEH
System Parameter (SYP) SRS19_016 has been implemented to determine how Ledger
Document Header (LDH) records are displayed in the Create Ledger Entry Header screens
(CLEH and MLEH). If the parameter is set to Y then Ledger Document Collection Header (LDC)
records will be used to generate a list of LDH records in CLEH and MLEH based on user
access. If this parameter is set to N or blank the both screens will use the retrieve profile
defined in LDH_PROFILE field.
8.7
New Index on LGH to improve the performance of LTEI process
The Entry Header code field on the Ledger Transaction record (LGH_LEHC) has been indexed
to improve performance of the Ledger Transaction Entry Import (LTEI) process. The Index
will prevent the process doing a full retrieve on LGH every time it needs to check the current
LEH code has not already been used on a Ledger Header.
9. Student Automation
9.1
New System Parameter to determine outcome of duplicate records during
Automation processing
System Parameter (SYP) SRS16_01 has been implemented to determine what happens when
Automation Operations are processed via the Automation Process (AMP) screen and
duplicate SCE/SCJ records are found. Users have the choice whether to error if duplicate (E default value), use the first record with the lowest sequence (F), use the last record with the
highest sequence (L), or use the last active record (A).
10.
10.1
Fund Management
Amendment to FNL Payment date field to accommodate international
dates
This enhancement will display the Day in a dummy field on the Fund Payment Profile List
(FNL) form, from a given Date entered into the Payment Date field (FNL_PAYD.FNL).
11.
11.1
Students - Intray and Online Payments (SAM)
New Payment Service Provider interface
The Payment Service Provider PayPal Hosted Payments Pro is now supported by SITS:Vision.
Ceremony, LEH and IPP type payments are all supported by the interface.
The Payment Service Provider Secure Trading Payment Pages (STPP) is now supported by
SITS:Vision. Ceremony, LEH and IPP type payments are all supported by the interface.
The Payment Service Provider Web Page Marketing (WPM) is now supported by SITS:Vision.
Ceremony, LEH and IPP type payments are all supported by the interface.
11.2
New System Parameter to Control Ledger Transaction Log (LGL) creation
New System Parameter (SYP) SRS19_015 has been created to allow the control of the
creation of Log files when a Ledger Transaction is completed.
11.3
Optimise Ledger Transaction Log record creation
The Creation of Ledger Transaction Log (LGL) records has been optimised; the enhancement
does not read Counter (CNT) to create the unique Key of the LGL record, instead it is now
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built up of (Date/Time/Type/Code). The new process also does not read the previous LGL
record, as it uses the known database values of the top level Ledger Entry (LTE), Entry
Header (LEH), Ledger Header (LGH) or Ledger Transaction (LGT) records to see if there have
been any changes, and only call the logging process if required. Any new records created
would pass zero values in a list and set previous values to zero.
12.
12.1
Accessibility Assessment Management
UDF fields added to AAC
20 User defined fields have been added to the Arrangement Accessibility Constraint (AAC)
screen.
12.2
AAA and ARP User Defined Fields can now vary based on Type (AAT)
It is now possible to make use of User Defined Type (UDT) when defining User Defined Fields
(UDF) for Arrangements (AAA) and Arrangement Requirements and Providers (ARP). Based
upon Arrangement Type (AAT), these UDTs allow each Arrangement on AAM to use different
user defined field validation (if required – this isn’t a mandatory change).
12.3
Student Accessibility Constraints in to WASP (AAC and WAC)
Two new entities have been created: Arrangement Accessibility Constraint (AAC) and WASP
Accessibility Constraint (WAC). The latter are produced when students with AAC records are
run through the GAS process in WASP. These records can be used to apply day, time, and
session constraints to a specific student and/or paper type.
13.
13.1
Student Engagement Manager
Engagement Log Monitor (ELM) creation mode control added
New System Parameter (SYP) SRS_XENL_2 has been added to assist you in controlling the
conditions of the creation of ELM records. The two creation modes offered are as follows:
1 - Create an ELM for each Engagement Log (ENL) that passes each monitor rule
2 - Only create one ELM per Engagement Monitor Rule (EMR) for an SCJ's ENL's that pass the
conditions
13.2
New Precondition field added to the Engagement Monitor Rule screen
A new Precondition field (EMR_PCON) has been added to the Engagement Monitor Rule
(EMR) record. This can be used to filter Engagement Log (ENL) records before the EMR is
used to create an Engagement Log Monitor (ELM) record. Only if an ENL record passes any
Preconditions will it be processed against the Condition (EMR_COND) field on EMR.
14.
14.1
Key Information Sets
KIS XML generation now allows reporting of all KLN records
The Include all KLNs tick box has been created on the Key Information Set (KIS) processing
screen to allow the XML generation to report all KLN records regardless of having a KIC
present.
Page 33 of 45
14.2
Location ID (MLI_LCID) re-added onto the MCR Location record (MLI)
The Location ID field (MLI_LCID) has been re-added to the MCR Location (MLI) table. This will
now be used, where populated, as the primary source for the Location ID on KIS Location
(KLN) and KIS Course Location (KCL).
14.3
Related KIS courses included in XML output when ‘Use KIS CRS Profile’
ticked (KIS)
When the Use KIS CRS profile checkbox is ticked on the Key Information Set processing (KIS)
screen, the KIS profile will be used to generate an XML file, and any KIS type 2 courses will
now also have any related courses and their associated records included in the XML file.
14.4
Creating KIS Accreditation records with Course and Route combination
KIS option 2 how has the ability to allow you to create KIS Accreditation (KAC) records from
Course Professional Accreditation records (CPA) that have both valid Course Code and Route
Code populated that relate to the linked MAS Course (MCR).
14.5
Locking all associated KIS course records from KIS Course Descriptor
(KCD)
A new Lock Record field (KCD_LOCK) has been added to KIS Course Descriptor (KCD). This
will give you the ability to lock all KIS Course records associated with the locked KCD and
prevent them from updating or deleting during the applicable KIS screen process.
14.6
KIS 2015/16 statutory changes
For the 2015/16 KIS statutory changes the logic for the XML file creation (KIS option 6), has
been updated to ensure the xml field and entity order complies with the HESA file structure
changes.
14.7
Including Course Year = ‘0’ in KIS Course Descriptor (KCD) student count
The KIS Course Descriptor (KCD) Number of Students (KCD_CURS) count has been expanded
to take into account students who may be on their first year with a Course Block (CBK)
Course Year (CBK_YEAR) with a value of ‘0’. Where a course has an initial block Course Year
of ‘0’ the associated students will be used in the KCD student count over those on the same
course associated with the block Course Year of ‘1’.
14.8
New System Parameter to exclude students by their External Location of
Study
New System Parameter (SYP) SRS_KIS_022 has been added to allow you to define External
Locations of Study (ELS) codes that will exclude students (from Student Enrolment (SCE) Ext
Study Location (SCE_ELSC) field) from the KIS Course Descriptor (KCD) Number of students
(KCD_CURS) count in KIS option 1a, and the KIS Popular Credits calculation in KIS option 3.
14.9
New System Parameter (SYP) to define a pathway to the HESA KIS
validation kit
A new System Parameter (SYP) (SRS_KIS_023) has been added to allow you to define the
pathway for your KIS specific validation kit location to be used in conjunction with KIS option
7
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14.10 KIS Accreditation Type (KAT) Text field (KAT_DESC) increased to 1000
characters
The Accreditation Type Text (KAT_DESC) field on the KIS Accreditation Type (KAT) record has
been increased from 350 characters to 1000 characters
14.11 An additional Module (MOD) exclusion criteria added to KIS Option 3
An additional module (MOD) exclusion criteria has been added to KIS option 3. If a module
has an External Return Format (MOD_ERFM) of a value of ‘N’ the module will be excluded
from the KPM creation process.
14.12 KIS documentation improvements
The supporting online manual documentation for KIS has been revised and improved to help
assist you during your KIS return.
15.
15.1
GradIntel
Display student name on GradIntel Account Information
Student names are now displayed as a translation for GradIntel Account Information (GIA)
records when they are created using Student (STU) type MST Related Code (MRC).
15.2
New GradIntel operation to revoke a student’s academic transcript
SRS_YGII.REVOKE_ACADEMIC_TRANSCRIPT is a new GradIntel operation which can be used
to revoke a student’s academic transcript.
15.3
Integrating GradIntel with Student Ceremony Prizes
New functionality has been added to the GradIntel component to allow the automated
creation of GradIntel Achievement (GAR) and GradIntel Achievement Type (GAT) records
when either Prize (PRZ), or Student Prize (PZS) records are created. This functionality can be
switched on and off by System Parameter (SYP) SRS33_002. The following additional fields
have been added to GAT and GAR to help cater for this new functionality. For more
information on this area please see the GradIntel Prizes section of the manuals.
Prize Code
GAR_PRZC
Achievement Type Name
GAR_GATN
Achievement Type Description GAR_GATD
Prize Code
GAT_PRZC
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Programmes (CAMS)
16.
16.1
General
Amended XCrd field on Programme of Study (PRG) for more flexibility in
Cross-crediting
To give greater control over which Programmes are used in Cross-crediting , the XCrd field
on the Programme of Study (PRG) record has been amended from a check box to a
dropdown with the following values:
Allows cross-crediting to and from that Programme
Yes
The Programme is completely excluded from cross-crediting
No
From Cross-crediting is only allowed from that Programme
16.2
SMRT Module Name (SMR_MNAM) field has been extended
The Module Name (SMR_MNAM) field on Student Module Result Details (SMRT) has been
extended from 250 characters to 1000 characters.
16.3
Add SMOT to SPR letter group
Fields from the entity Student Module Taking Things (CAM_SMOT) can now be referenced
directly by Standard Letters (SRLs) in the SPR Letter Group (SLG).
16.4
Parent Department field added to Department (DPT)
A Parent Department field has been added to the Department (DPT) screen. Following the
likelihood that central and sub departments exist, this field allows institutions to define
whether that particular department has a parent department giving users the ability to
define hierarchical relationships between their departments.
16.5
New Standard Letter Group for Student Scheduling Number (SSN)
A new Standard Letter Group (SLG) has been introduced for SSN, allowing Standard
Report/Letters (SRL) to be run, for example, from the Current / All menus for SSN (client) or
via System Tools such as Tasking (e:Vision).
16.6
Module Reports options 12 and 13 to accept Scheme and Level criteria
Module Reports (MDR) options 12 and 13 now take the Scheme and Level selection criteria
in to account when printing. When the criteria are specified, only Events records where the
associated Module Occurrence (MAV) matches those values will be printed (as Event does
not include Scheme or Level information itself).
16.7
Module Reports selection criteria can now be cleared
The F12 button now clears the fields on Module Reports (MDR). Also, the Year field can be
cleared individually (so it does not populate the name from the Academic Year and Period
with the first records in the AYR table).
17.
17.1
Basic Data Menu
Module / Module Rule documentation moved
The documentation for Module / Module rules (MMR and MMB) has been centralised in one
location within the Programme Planning section of manual. This details MMR setup in client
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and e:Vision, examples of use and how MMR is used within Module Registration. This
information was previously spread between the Programme Planning and Module
Registration sections.
17.2
SMC, SPC, and SAC now allow up to 4 decimal places
The Student Module Credit (SMC), Student Pathway Credit (SPC), and Student Award Credit
(SAC) entities now allow marks to be specified with up to 4 decimal places (based on the
Mark Scheme), which brings them in to line with other records such as Student Module
Result (SMR) .
17.3
New option added to MMB_TFLAG
A Taken in Same Year ('Y') option has been added to the Rule taking flag (MMB_TFLAG) in
Module Rule Body (MMB), this function operates similarly to the "taken" type of rule, but
only looks at modules selected in the current year
17.4
New SYP for validation of SQA MAV records
System Parameter (SYP) CAM02_42 has been added to determine whether the system will
error or warn only when adding SQA validated Module Availability (MAV) records via the
MAV screen if the background validation tables are not set up.
18.
18.1
Module Registration
Skip MMR flag added to SMC
A Skip MMR flag (SMC_SMMR) has been added to the Student Module Credits (SMC) screen
to allow a specific SMC record to be excluded from the Module Rule checks for Module
Registration
18.2
Exclude Generic Exemption flag added to PDV
An Exclude Generic Exemptions check box field has been added to the Prescribed Diet Rule
Value (PDV) screen. This determines whether a rule should exclude Generic Exemptions
from any totals when they would otherwise match the rule inclusion records
18.3
Improvements to the way diet rules count new credit
In addition to the ‘New Credit (NEW)’ Selection Data option on the Prescribed Diet Rule
Value (PDV) screen, a new option ‘Not Assessed (NAS)’ has been included in order to provide
better control of what constitutes new credit for timeless diets. This option works in
conjunction with SYP SIW_MRG_NAS to define which Module Result (SMR) agreed grades
are considered to mean "not assessed".
18.4
Module Registration - Pre-selection
A new e:Vision screen (SIW_MRG_PDS) is available to facilitate the pre-selection of modules
within Module Registration. When the student logs into the enhanced version of Module
Registration the Pre-selection screen is displayed allowing them to view and accept a predefined set of modules (a ‘standard programme’) for their Diet(s). They can also amend
these choices via the main Module Registration screen (SIW_SME_B).
The standard programme is defined for a Diet within the new Prescribed Diet Selection
(PDS1) and related Prescribed Diet Modules (PDS1>PDL) screens. There is also a Setup
screen (CAM_PDM_PDS) available via button on the Diet Elements (CAM_PDM) so that
Prescribed Diet Selection and Module records can be more easily created with the relevant
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details. The Pre-Selection of modules is enabled via a COP Parameter for the SIW_MRG
program. Please see the Module Registration Pre-Selection section of the manual for further
details.
18.5
Only Completed SMRs processed against SIW_MRG_SMF
System Parameter (SYP) SIW_MRG_SMF will now only exclude selections with a failed SMR
from the main module registration screen when the Cur Pro (SMR_PROC) field is set to
Complete (COM) on the Student Module Result (SMR) record.
18.6
Allow out of use modules to be submitted for exemptions (SMC)
In Module Registration it is now possible to submit a Student Module Credit (SMC) which
has an associated ‘Out of use’ Module (MOD) record (the In Use checkbox is unticked on
MOD). Normal selections (SMS) still cannot be selected if the In Use checkbox is unticked.
18.7
Lock student selections
A new process screen Lock Student Module Selections (XLSM) has been created which allows
the user to lock Student Module Selection (SMS) records so that they may not be deselected
(in module registration). This process works in conjunction with new SYP CAM01_008 which
contains a series of user defined conditions which the SMS records which are retrieved are
compared against; if these conditions are met the SMS record will be locked.
Alongside this a new option has been added to SYP SIW_MRG_ROL this allows the user to
specify whether or not a student should be able to deselect a rolled over module if the
original selection (SMS) is locked (SMS_LOCK is set).
18.8
Programme Academic Approval search criteria
Enhancements have been made to the Programme Academic Approval (SIW_PAA) screen,
which include; the addition of dynamic list boxes and SCE fields (Year, Course, Block and
Occurrence) as part of the search criteria, a new system parameter to hold institution
defined ‘pending’ codes which can be used as part of the search criteria to locate the
Student Scheduling Number (SSN) records and the option to add multiple statuses in the
Registration Status field for retrieval. Also additional options have been included in the COP
parameters pop-up box to hold default values for the Module Registration Year, Period and
also whether to run it for a single year or period. Name search has also been made case
insensitive.
18.9
Programme Academic Approval sort order
Extra options have now been added to the sort order dropdown within the retrieval criteria
on SIW_PAA. In conjunction with this, a new COP parameter Sort using Code or Name has
been added which allows the user to determine whether the codes or names of some these
options are to be used for the sorting.
18.10 Post Approval changes using Enhanced Module Registration
A COP option has now been added to SIW_MRG to control whether Enhanced Module
Registration (SIW_SME_B) should be used during post-approval changes when enhanced
module registration is in use. Here students can add, replace and delete their module
selections. All Diet and Module Rules are effective using this method.
18.11 Programme approval and post approval customisation
Extra information has now been added within both programme approval and post approval
which displays to the user the total credits which a student has requested to take.
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Functionality has now been added to hyperlink the module names within programme
approval and post approval to the standard additional module details screen enabling the
user to view further details relating to the module. Access to this can be controlled via the
SIW_MRG_LNK system parameter.
COP parameters have been added to Programme Academic Approval (SIW_PAA), the first of
which enables a toggle Comments button which allows the user to view and hide previous
comments when accepting and rejecting students’ module selections in both Programme
Academic Approval and Post-Approval. Another COP parameter can be used to force the
display of the View/Add comments screen when rejecting selections, again this can be used
in both Programme Academic Approval and Post-Approval.
18.12 Post Approval: Partial Approval/Rejection
Post-Approval page (SIW_PAA_1) now includes the approval/rejection date and times and
allows customisation of the column headings of the student’s module selections table.
Partial approval and rejection has been introduced so that the approver can approve or
reject specific selections on a module by module basis. These do not have to be done all at
the same time – some can be flagged as pending to come back to at a later date. Students
can also be notified of these partial changes; this can be controlled by system parameter
SIW_PAA_001.
18.13 Provide access to the Additional Details field on the Student Diet Log
(SDL) record
It is now possible to easily access the Additional Details (SDL_ADTL) held against a Student
Diet Log (SDL) record. A button has been added to the SDL top-level screen which, when
clicked, will open up a pop-up listing the details in that field. This information is critical to the
Module Registration process, and should not normally be amended.
18.14 Additional options to Save or Reset module selections
New options have been added to Enhanced Module Registration to allow module selections
to be saved and returned to at a later date or reset to the students last saved selections.
These options are controlled by parameters on the COP. If the Allow saving of selections for
later parameter is set to either ‘Yes’ or ‘No’, then adding or removing modules still performs
all the necessary rule validation but does not touch the underlying SMS, SDL or SMO records
until either Save or Submit is used. If it is set to ‘Auto’, then the system will behave as it did
previously; automatically updating all of the underlying records.
18.15 Display of Rejected/Confirmed students in Programme Academic
Approval search screen
A new parameter has been added to the Container Options (COP) parameter selection
screen (MEN_COP_PAA) (for Program Code “SIW_PAA”) to allow control over whether or
not the list of retrieved students is updated after a student’s selections have been approved
/ rejected and then the Back button has been used to return to the search page.
If ticked, then any students where their status no longer matches the selection criteria will
be removed from the list. If this option is not ticked the list will still contain all students that
were initially retrieved, even if their status no longer matches the selection criteria.
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18.16 New System Parameter for running SST in MST or SPR mode during
Module Registration or Programme Academic Approval processes
A new System Parameter (SYP) SIW_MRG_SSTM has been created for use when Schedule
Student (SST) is run as part of Module Registration or Programme Academic Approval (PAA).
When set to Y, the SST process will run for the single Student Programme Route (SPR) code
that Module Registration/PAA is being run for, rather than running for all SPR codes
attached to the Master (MST) code of the student as the process currently does. When set
to N (default), the SST process will run for all SPR codes that are attached to the MST code of
the student being run through Module Registration/PAA.
19.
19.1
Diets
Undo Registration tab added to Generate and Edit Student Module Diets
(GED) screen
A new Undo Registration tab has been added to the Generate and Edit Student Module Diets
(GED) screen. This tab provides the same functionality as Reset Student Module Diets
(SMEU) and allows multiple students to be reset at the same time.
19.2
PDM1 Scheduling Group field size increased
The Student Scheduling Group (PDM_SGRP.PDM) field on the PDM1 screen has been
increased from 2 characters in length to 12 characters. This brings it in line with the
Scheduling Group field on the SMS record.
19.3
Bulk copy of DMD records
It is now possible to copy either the currently selected diet, or all retrieved diets using the
Duplicate Diet option from the Current menu, or the Duplicate All Diets option from the ‘All’
menu on Define Module Diet (DMD) . System Parameter (SYP) CAM_PDT_004 has been
added to allow you to specify the Diet code (PDT_CODE) format when using these options.
20.
20.1
Student Scheduling
Locked EAD/EVAs in SST
The Reset and Refresh Schedule Action modes within SST have been changed to deal with
locked Student Event Attribute Details (EAD) and Event Attribute (EVA) and associated
Student Module Taking (SMO) records where no Student Module Selection (SMS) record
exists. The following will occur:
Reset and Refresh mode – if there are any EAD and EVA records that have the Lock Attribute
field set to Y, these records, along with the related SMO, will be deleted when no associated
SMS exists. If an SMS exists, they will not be deleted.
20.2
Copy MDF added to GMV
A new checkbox Copy MDF Recs (COPY_MDF) has been added to Generate Module
Availability (GMV), which when ticked allows Module Department Fee Share (MDF) records
to be rolled forward when the Generate Module Availability (MAV) records process is run.
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20.3
Stop after n errors added to SST
A Stop after n errors field has been added to the Schedule Student (SST) screen to force the
scheduling process to stop once the specified number of errors is reached.
20.4
Scheduling for dropdown added to SST
When System Parameter (SYP) CAM_XSST_07 is set to SHOW=B or blank, a dropdown field
will be displayed on the first Schedule Student (SST) screen to select whether to schedule
students to Module or Course Events. After selecting the relevant value and clicking on the
Show Students button only the Schedule button relevant to Module or Course Events will be
displayed on the next screen.
20.5
Reset Screen button added to Schedule Student (SST)
A Reset Screen button has been added to the second screen of Schedule Student (SST). This
button will reset all values on the left of the screen back to their original values, tick the
Process checkbox for all Students and remove the Show Results button from the screen.
20.6
Re-schedule students mode added to SST screen
The Re-schedule Students on a Module (SSM) screen has now been incorporated into the
Schedule Student (SST) screen. When the menu option SSM is entered, the SST screen will
open running in SSM mode with two additional fields displayed on the first screen. Module
Code and Module Occurrence will only be displayed when running in SSM mode. On the
second SST screen, only certain options are available (see manuals for more details) and the
Schedule Action field has three new options, in all cases Student Module Taking (SMO) will
remain un-touched:



This Module only – the events for the module entered on the first screen only will be rescheduled.
All Modules – the events for the module entered on the first screen and all other modules
the student is currently scheduled onto that match the Year and Period SSM is being run for
will be re-scheduled.
Prioritise this Module – the process will try to re-schedule the events for the module entered
on the first screen only and if it is unable to do so, for example because of a clash, then the
process will attempt to re-schedule events for all modules and the Year and Period SSM is
being run for; in order for find a clash free route through the timetable.
20.7
New selection criteria and overwriting behaviour for Generate Module
Availability (GMV) screen
The following new fields have been added to the Generate Module Availability (GMV)
screen: Faculty, In Use and Retrieve Profile. The Scheme and Level fields have been
removed. The Retrieve Profile field can be used to set any field on the MAV record as
selection criteria, including Scheme, Level and User Defined Fields. The GMV process will
also now detect if matching MAV records already exist in the new year/period for the
module/occurrence you are generating new records for. You will now be given the option to
overwrite the existing records in this situation.
20.8
Sort name added to Student list screen of SST
On the Student list screen of Schedule Student (SST), the student’s Sort Name has been
added to the display of the list of retrieved students. It has also been added to the message
screen when viewing student based messages.
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21.
21.1
Assessments
Ability to restrict the marks/grades to be overwritten in Mark Import
A new System Parameter (SYP) CAM_XSAS_31 has been added, which can be used to define
grades that are allowed to be overwritten on mark entry import ; for example if the
mark/grade combination has a grade contained within the parameter list, then it will be
allowed to be overwritten on the file import. If the mark/grade combination is not listed,
then the mark/grade will not be overwritten. This new parameter works in conjunction with
existing System Parameter CAM_XSAS_03.
21.2
Skip Generation field added on to SMR
A new Skip Generation (SMR_SKIP) field has been added on to the Student Module Result
(SMR) record, and can be viewed via the SMRS screen. This field, when ticked, will prevent
the Assessment Generation process (SAS option 1b) from re-generating the SMR and
associated SAS records, thus preventing any information manually added after generation
from being lost. The field would need to be unticked before that record could be regenerated again.
21.3
Update options on Generate Candidate Numbers include SAL and SRR
Options 3 and 4 on Generate Candidate Numbers (GCN) now include the updating of
candidate number fields on both Student Assessment Log (SAL) and Student Re-assessment
Log (SRR) records
21.4
Calculation of module results using Variable Assessment Weightings and
Qualifying Sets
The CAM_XSAS_32 System Parameter (SYP) has been introduced to control how Variable
Assessment Weightings (VAW) are used in conjunction with Qualifying Sets. The default
remains that the average for the qualifying set will be calculated, and this will be used when
determining the marks to include in the VAW, but a new option exists to allow the individual
assessment items within the qualifying set to be used in VAW instead (with the qualifying set
only used to check for a qualifying mark failure).
22.
22.1
Awards
New option in the MEN03_004 SYP
When using Process Student Awards (PSA) option 8 to generate Award Certificates, a new
option is available in the MEN03_004 SYP to limit generation to those students who have a
Student Ceremony (SCY) record for the ceremony specified on the PSA. This is in addition to
the existing option in the SYP which limited generation to only those students with an SCY in
the same year as the award.
23.
23.1
Exam Scheduling
Slot Generation Order
It is now possible to use the PRA sort order field to change the order in which Assessment
Slot (WSL) records are generated from the Assessment Slot Definition (WSD) records.
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23.2
Assessment Relationship Rules Maintenance screen (XARC)
A new maintenance screen Set up Assessment Rules (XARC) has been designed to allow
users to create a set of requirements regarding the dates or order of individual exams,
allowing Assessment Relationship Collections (ARC) and Assessment Relationship Rules
(ARR) to be created, amended and deleted. The screen can be accessed via the Other menu
from Module (MOD), Assessment Paper (ATP) or Module Assessment Body (MAB)
depending on the value of System Parameter (SYP) CAM08_02. Further information is
available in the online manuals.
23.3
Assessment Relationship Rules in WASP (ARC)
Following on from the new Set up Assessment Rules (XARC) screen described in release note
12.2 above, the processing of Assessment Relationship Rules (ARR) has been re-written in
the WASP Schedule and Move options. Detailed messaging is provided in the message buffer
to indicate the slots available to the Assessment to Schedule (WAS) record taking into
account any relevant ARRs and Preferred slot etc. information on the WAS record. Further
information is available in the online manuals.
23.4
Student Accessibility Constraints in to WASP (AAC and WAC)
A new Accessibility Constraints (AAC) record for specific Student Constraints is available via
the Student Constraints button from the Arrangements (AAA) tab in Accessibility
Management (AAM) screen. This button will only be displayed when the value of System
Parameter (SYP) CAM_WASP_007 matches the value in the Teaching field on the AAA
record. The AAC record can apply day, time and session constraints for a specific student and
to particular Paper Types to be used when scheduling the student(s) to exams (WASP)
Each student that has an AAC record will have an Accessibility Constraint (WAC) record
produced when the GAS process is run from WASP for the exam profile containing the
student’s details. The Schedule Student process will then take into account any Student
Constraints (WAC) when attempting to schedule students on to exams. The WAC record is
accessed from the Student Constraints link on the Other menu from the A to S screens of the
WASP.
A Respect Student Constraints? checkbox on the WASP profile constraints (WSC) record
controls whether the scheduler should be stopped or not as a result of a failed WAC record.
This applies to both the top level WSC screen and WSC when accessed through the WASP
screen. The Move Module blue arrow options in WASP will first take into account student
constraints (WAC) and then assessment constraints (WSC) when attempting to schedule
students on to exams, except for the Force Move option which will override any constraints.
Further information is available in the online manuals.
23.5
Include an Exam Invigilator Status field (WSI)
A Status field has been added to WASP Exam Invigilator (WSI) within the exam invigilator
which you can use, for example, to indicate whether the invigilator was present at the exam.
You can set up an Institution Field Definition (IFD) for this field and add values to the
dropdown to store other status types as well. This currently defaults to null and contains
'Yes' and 'No' values.
23.6
Review Additional Requirements (RAR)
A new screen Review Additional Requirements (RAR) exists that allows you to amend and/or
approve student accessibility requirements. The screen can retrieve either the WASP
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requirements or the AAM requirements for students. More information about the Review
Additional Requirements (RAR) screen can be found in the online manuals
23.7
Facility Requirements in WASP (ARP and WARF)
A new Special Requirements Room Collection field has been added to the Assessment
Scheduling Profile (WSP), Exam Scheduling Slots (WSL), and the Assessment to Schedule
(WAS) screens. Additional changes have also been made to the Assessment Requirements
Facilities (WARF) screen including the removal of the WAS Code and PYC Code fields and the
addition of a Paper Type field. When scheduling assessments, if the main room the exam is
scheduled in does not meet a student’s facility requirements, the process will add them to
one of the rooms in the special requirements room collection. If none of the special
requirement rooms meet a student’s facility requirements, then a new field Create dummy
room has been added to the Assessment Scheduling Constraint (WSC) screen that allows you
to create dummy holding rooms for those students. More information can be found in the
WASP & Accessibility Management section of the manuals on the Facility Requirements in
WASP page
23.8
Assign students to special requirements rooms (CAM_WASP_WSM_ARA)
A new screen is available from the Assessment Slots (WSL) or Assessment Slot Modules
(WSM) screens within WASP to assign students with special requirements who have been
put into dummy holding rooms during the WASP Scheduling process to a suitable room that
meets their accessibility requirements. Further information is available in the online
manuals.
23.9
Use ESS check box added to WAS (WAS)
A check box has been added to the top level Assessment to Schedule (WAS) screen. Use ESS?
(WAS_UESS) will be populated during the GAS process taking the value from the Use ESS?
field on the relevant Profile Element (WSE) record. The default value is N.
23.10 UDF fields added to AAC and WAC
20 User Defined Fields (UDF) have been added to the Arrangement Accessibility Constraint
(AAC) and WASP Accessibility Constraint (WAC) screens.
23.11 Students can be processed in the Assign students to special requirements
rooms screen multiple times
It is now possible to put students back into the dummy room after they have been assigned
a special requirements room via the Assign students to special requirements rooms screen.
They can also be processed multiple times, so that rooms can be assigned and then
subsequently changed as required.
23.12 Indicate in data when an exam has been influenced by an Assessment
Relationship
The system will now tick a checkbox on the Assessment to Schedule (WAS) and the
Assessment Slot Module (WSM) to indicate that an Assessment Relationship has influenced
where and when the exam has been scheduled.
23.13 Time of day rule for Assessment Relationships
A new Assessment relationship type of Time of Day is now available when setting up your
Assessment Relationship Rules. Like other Assessment Relationship Rules, the rule controls
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how specified examinations can be scheduled within the main WASP exam scheduling
process.
23.14 Room Facility Selector to Show Extra Details
When using the Room Facility Selector to assign special requirements students to rooms, the
Facility Details field now shows extra details to indicate how many of the facilities exist and
other students in the room currently using those facilities. More information can be found in
the Use the Room Facility Selector section of the manuals located on the Facility
Requirements page.
23.15 WASP Schedule process can be run in batch
The main Scheduling process in WASP can now be run in batch, allowing the process to be
run at a later date and time.
23.16 Assessment Relationship usage now enabled by System Parameter
CAM_WASP_ARC
The Assessment Relationship functionality will now only be used by the WASP scheduling
processes when System Parameter (SYP) CAM_WASP_ARC is set to ‘Y’.
Please note that running WASP with this SYP set to Y will mean that the scheduling process
will take longer to run due to the extra processing that the scheduler has to do.
24.
24.1
Award predictor – (No Licence; general info)
New System Parameter to determine whether Min/Max/Mid Mark Value
is used
Previously, when running the e:Vision Award Predictor (SIW_XAWD_AWP) and allowing the
user to enter grades rather than marks, the maximum mark from the mark range was used
in the calculation. We have now added System parameter CAM21_08, which allows you to
specify whether the mark used in the calculation will be taken from the Maximum, Minimum
or Middle of a mark range on the Marking Scheme Conversion (MKC) record.
For example, given a mark range on the MKC of 30 to 39:
MIN would use 30, MAX would use 39, and MID would use (30 + 39)/2, which would be 35
for a zero decimal-place mark scheme or 34.5 for others.
25.
25.1
Grade Point Averages – (No Licence; general info)
GPA Type Collection (GTC>GTE)
New GPA Type Collection (GTC) and Elements (GTE) screens are now available. These allow
the definition of a group of grade point average types
25.2
Other new features for GPA include:
 GPA calculations via CSP Progression (CSP)
 Extension of Calculated/Confirmed Value fields to 3 decimal places (SPIC)
 Display of GPA fields in SPI and SPIA
 Cumulative GPA value incorporated into Awards
 Ability to calculate GPAs using a hybrid MKS definition
Further information is available in the Grade Point Average section of the manuals.
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