Licensee Student Administration Website
Compiled by Theo Loesch
Updated by Roelof Schutte Nov 2010
This is a lengthy presentation please request
Mr Liebenberg to send us to your licensee
to present the training live
Quote: Thomas Mann
“Order and simplification are the first
steps toward the mastery of a subject”
Accessing Licensee Student
Administration on the “new look”
(LSA Website)
• Go the UNISA website www.unisa.ac.za
• Click on ‘’about’’
• And then you will find “licensee” on the right
bottom side of the page.
• Or directly = http://lsa.unisa.ac.za/
HOW TO LOGIN
On the left-hand side of the webpage, click in the space
provided under “User ID”
Enter your four-digit User code and press the Tab-key or
click in the field under “Password”
Enter your password and click on the login button
Passwords expires every month
LOGIN
Login to LSA Website
USER CODE AND PASSWORD
• User codes are the codes created for each Licensee by UNISA which grants
access to the student information on the UNISA Licensee web site.
• The password is the code created by the user. This code must be kept in a safe
place and never revealed to anyone.
• When the user code is provided, the initial password will always be
'password', until the user has made his/her first successful logon.
• Once the user logged on successfully, he/she will be prompted to change
the password. This is compulsory and the user will not be able to use this
site until the password was changed successfully.
• A valid password must be at least 6 characters long, made up from both
alphabetic and numeric characters. A maximum of three numerical numbers
are allowed.
• When the password is reset at UNISA, it will normally be reset to be
'password' again and the user will be required to change it again after the first
successful login.
5 >user password
Enter your four-digit user code.
Enter the password that you used up to this point
Choose a new password
Retype your new password and click submit.
 Expired passwords and reset procedure:
 Send an email to Mr Liebenberg to reset your password
 ICT will now reset it to the word “Password”
 Once logged on you will be prompted to change your password
 Enter your user code on above screen AND your old password
NB! “Old password” in this case will be the word “Password” and
NOT your old password that expired
Use full links
• Calendars/Brochures
– Also use full to give to students
– Go to www.unisa.ac.za
– Then under “my REGISTRATION” go to
“Undergraduate & Honnours”
– On the left bottom click on “Download brochures”
– To obtain the link highlight the specific brochure
– Copy and paste it into an email or document
– The link will automatically appear
Click on
Undergrad & Hons
Click on
Download brochures
More use full links
• Application phase dates
http://www.unisa.ac.za/Default.asp?Cmd=ViewContent&ContentID=24091
More use full links
• Quotations
https://www2.unisa.ac.za/aol/asp/srrqn01c.asp?system=SOL
393 > QUOTE STUDY FEES
Description: On this webpage a quotation for study fees can calculated
The Academic Year will be populated in the relevant field ;
Select the country where the student will be writing his/her
examinations. (See notes below)
At the Qualification-field, select Undergraduate or Postgraduate. (See
notes below)
Enter the Qualification code, only for Postgraduate Qualifications.
Select Yes or No if a library card is required. (See notes below)
Select Yes or No if the student need to apply for matriculation
exemption. (See notes below)
Enter the subject codes as reflected in the relevant calendar.
Should automatically
be populated
Check specific foreign
levies. Cat A = Africa
Cat B All other
NB!
IMPORTANT:
Refer to the “my Registration” Brochure regarding the relevant Foreign Levy.
Should the student initially register with a South-African address and/or examination centre,
any changes after registration on of the address or examination venue to a foreign country
will automatically charge the applicable foreign levy, per module/subject, on the student’s
account
Undergraduate studies includes:
all formative and professional undergraduate qualifications (E.g. BCOM, BA,
BCOMPT, BSC)
all vocationally orientated qualifications (E.g. National Higher Certificates,
National Diplomas)
Postgraduate studies includes:
all formative and professional postgraduate qualifications (E.g. Honours, Masters and
Doctors degrees)
all vocationally orientated qualifications (E.g. B-Tech and M-Tech degrees)
See NB! Library Card: Only students that will be visiting any one of the main campuses, i.e.
Muckleneuk or Florida campus, and wishes to make use of the Unisa library need to apply for
this card. Refer to the Information Brochure regarding costs involved.
Matriculation Exemption: Refer to the admission requirements for that specific qualification.
More use full links
• Previous years calendars ONLY from the year
2000 onwards
• Not available to students online yet, but it has
been requested that it be published on our web
http://staff.unisa.ac.za/idept/vos/
Click on Unisa
Calendar
Next page will contain
the archived calendars
Terminology and icons explained
User
•
A user is anyone who is permitted to login to the LSA website and a User code was
issued by Unisa
User Code
• The user code is a unique 4 digit numerical code assigned to a particular user.
Password
• The password is used together with the user number to gain access to the Student
System and must be kept secret.
• A valid password must be at least 6 characters long, made up from both alphabetic and
numeric characters. A maximum of three numerical numbers are allowed.
Function Nr
• The function number is the number allocated to a particular function that the Student
System allows the user to perform.
Admin Online Menu
• This is the list of all the functions that you have available to you. It appears on your
screen as soon as you have successfully logged in and clicked on the “student system
functions” -tab.
System Codes
Description: These are the codes generally used by Unisa on its Student
System and LSA
Registration Periods
1 = 1st Semester
2 = 2nd Semester
Registration Status
RG = Registered
CA = Cancelled (Forfeit a percentage of fees)
AC = Admin Cancellation (Cancelled, no fees
forfeited). This cancellation will only be done by a
supervisor/Manager of Unisa under special circumstances.
NC = No Cancellation
Language & Qualification
Only E = English and A = Afrikaans
Qualification
Five-digit numeric number used to
identify Unisa qualifications e.g.: 02011
Five-digit alphabetical letters used to
identify National Diplomas, B-Tech and MTech degrees
Refer to calendar for specific code
ADMISSION CODES
0 - Not decided
1 - No admission
2 - Admission
3 - Admission due to
Military service
4 - Admission due to
previous years
5 - Admission for other
reasons
6 - Exam cancelled
(before admission)
7 - Withdrawal from
exam
8 - Supplementary Exam
cancelled
SUPPLEMENTARY
EXAMINATION CODE
1 - Not applicable
2 - Aegrotat
3 - Clash of dates
4 - Admin
5 - Special
6 - Miscellaneous
7 - Supplementary
8 - Crouse case
9 - Follow up
BOOKMARK THIS PAGE
Press Ctrl+D or
Click on Favourites and Add Favourites
and
Click on Add
* Note:
The word “Colleges” will be replaced by
“Licensees” in future
USER PASSWORD
This function is used to change your
password. A similar webpage will
appear if this is the first time you
login to LSA
edutoit@unisa.ac.za
Click on “student
system functions”
Student System Functions Main
Menu
On this webpage you will find a list of menus
that you click on to perform specific queries and
actions
This menu of services will be extended as more
functions are made available for Licensees on this
website.
To access a menu, simply move your mouse
pointer over a desired menu and on the menu
once.
94 > STUDENT NUMBER
SEARCH
This function is used to search or lookup a
student number with limited information of
the student available.
* Note:
Never use a student number unless you are
100% sure that it is the same student
Enter criteria at on or more fields.
If the student has more than one initial, enter a space between each initial. (e.g. A B C instead of ABC)
If you change the search for Address field to no, only the magisterial district will be displayed
Click on “Display” and all students’ matching the search criteria’s details will be displayed.
96 > STUDENT PERSONAL
INFORMATION
Description: On this webpage some of a
student’s biographical information can be
viewed
Enter the student number and click on “Display”
PERMISSIONS
If this student is not registered at your
Licensee, the following screen will be
displayed:
Any updates or changes must be requested in writing to Licensee@unisa.ac.za
Changes can be made when registering online or by completing a registration form.
113 > Flags per Student
• A flag is an indicator of an outstanding item
or an indicator that there it something
specific to take note of on a student’s
record.
• AME flags are in the 300 range
• Application flags are in the 500 range
Example of AME flags
Another example of AME flags
Example of Application flags
135 > STUDENT ACADEMIC
RECORD
Description: On this webpage a student’s academic
record can be viewed.
Important:
This function is for office use only. It may never be
printed and issued to anybody
Click on the link “135 >student academic
record”
Enter the student number and click on
“Display”
You can view each qualification’s academic record
by clicking on the qualification code
An unofficial academic record for office use only
will be displayed for the selected qualification
137 > STUDENT STUDY
UNITS
Description: On this webpage, a student’s
current registration status can be viewed
• Click on the link “137 >student study units”
• Enter the student number and click on
“Display”
• A similar webpage will be displayed:
Assignments:
See note below
ASSIGNMENTS
• To view a student’s assignment progress, click on the link as shown
above
• The following detail will be displayed:
•
•
•
•
•
•
•
•
•
•
•
Study Unit
Semester or Cycle registered for
Registration status
Language registered in (English or Afrikaans)
Qualification code and description
Assignment number
Percentage
Credits awarded towards total
Date received
Date returned
Cancellation status
• Refer to page 2 for details about the codes used.
155 > ITEMS PER STUDY UNIT
LIST
Description: On this webpage, information
about items issued per subject/module can
be viewed
Click on the link “155 >items per study
unit list”
Enter the year and subject/module code
and click on “Display”
A similar webpage will be displayed:
342 > STUDENT EXAM TIME
TABLE
Description: On this webpage a student’s
examination timetable and examination
venue can be viewed
• Enter the exam year, exam period, student
number and practical type (if applicable);
• Click on “Display”
• A similar webpage will be displayed:
EXAMINATION TIMETABLE
PLEASE NOTE:
This is not an official examination permit
Only admission permits issued by the Department:
Examinations and Assessment will be accepted.
Any discrepancies must be queried with the
Examinations department directly. exams@unisa.ac.za
Please note the applicable closing date before each
examination for venue changes etc.
If the student was not registered through your Licensee
and Branch, you will not be able to view his/her
examination timetable. A similar screen would be
displayed:
373 > STUDENT EXAM
RESULTS
Description: On this webpage a student’s
examination results and possible
Supplementary Examination dates and
times can be viewed.
Enter the exam year, exam period and
student number ;
Click on “Display”
A similar webpage will be displayed:
421 > LIST STUDENTS PER
EXAM
Description: On this webpage you will be able to view all the
students registered to write examinations at your
examination venue
Enter the examination year, exam period and study unit;
Select criteria:
Registration Status, refer to codes on page 3.
Admission Status, three options
Supplementary, three options
Start student number (optional)
Click on “List”
A similar webpage will be displayed:
Refer to Admission and Supplementary codes on page 5
463 > DISPLAY/PRINT COLLEGE
ACCOUNT
Description: On this webpage your Licensee account
and a student’s account can be viewed.
Two options:
Account Per Student
Enter the academic year and student number.
Click on “Display Student”
Account per Licensee
Enter the Academic Year, Account Type and
Branch Code;
Click on “Display Account”
Account Per Student
Account per Licensee
566 > EXTRACT COLLEGE
EXAM RESULTS
Description: On this webpage your Licensee’s
students’ examination result can be extracted
Your account number and branch code, with a
description will automatically be populated.
Enter the Exam Year an select Exam Period;
Previous reports are displayed below the line,
you can select the desired report
Click on “Extract File”
Click on “Extract File”
A similar webpage will be displayed:
APPLICATION FOR A
STUDENT NUMBER
This must be used for new students only.
Please visit:
http://applications.unisa.ac.za/
The Your Choice@Unisa must be
consulted when completing this online
form.
WEB APPLICATIONS
On this webpage you will be able to:
Apply for a registration of a student via the
Internet
Apply for study unit additions
Apply for study unit cancellations
Login here again with your four-digit
user code and password.
E.g.: 4512
Password unisa-bse
POSSIBLE ERROR MESSAGES:
• Failure to complete all the field will result
in the following error code when clicking
on the “NEXT” –button:
If the information you have entered
does not correspond with the data on
the database, the following message
will be displayed:
If a student is already registered you
will receive the following message:
When you see this message, you should go to
“Study unit additions” Refer to the next topic.
Description
More information
Contact number
Very important for courier purposes
Exam centre
Drop-down arrow for selection available
Home language
Drop-down arrow for selection available
Nationality
Drop-down arrow for selection available
Population group
Drop-down arrow for selection available
Occupation
Drop-down arrow for selection available
Economic sector
Drop-down arrow for selection available
In which format would you like to receive your
registration material (Calendars etc.) in future?
This is the format for future Calendars and
Brochures to be sent to the student
May your name, e-mail address and contact
details be given to fellow students for academic
purposes?
Students can choose this option for the purpose
of formulating study groups etc.
Do you have any current or previous
registrations or qualifications at tertiary
institutions?
Concurrent registration at two approved South
African Universities is not allowed without
permission from both Universities. If you have
already registered, or intend to register
concurrently at another approved South African
University for 2008, supply the following
information. Compulsory for exemption purposes
Here you can change the language in which you
wish to study a particular subject. Only English
and Afrikaans are available choices.
This screen will indicate your selection of semester
or cycle you indicated.
An option to select subjects for non-degree
purposes can be selected in the appropriate field.
This option should only be used after consulting
with an Advisor at the Licensee section or as per
instruction from Unisa.
If everything is in order, click “NEXT”
CONFIRMATION OF
APPLICATION
• Only after the application was successfully
submitted, a confirmation screen similar to
the one below will be displayed.
VERY IMPORTANT: THIS IS NOT A
CONFIRMATION OF
REGISTRATION. THE STUDENT’S
SUCCESSFUL REGISTRATION WILL
ONLY BE CONFIRMED BY UNISA
VERY IMPORTANT:
FOR ALL REGISTRATIONS DONE
ONLINE, THE STUDENT MUST
SUBMIT A FULLY COMPLETED
REGISTRATION FORM, TOGETHER
WITH THE DECLARATION FORM
(where applicable). THESE
DOCUMENTS MUST BE FILED AT
THE LICENSEE FOR RECORD AND
AUDIT PURPOSES
Study Unit Additions
• If a student has already registered for any
semester in an academic year, this function
should be used if a student wishes to
register for more modules
POSSIBLE ERROR MESSAGES:
• Student not registered
– The student is not
registered for this
academic year.
– You should apply on
“Web registration”
POSSIBLE ERROR MESSAGES:
• Additions not allowed
– The registration cycle might
be closed for any additions,
– The Cycle/Semester period
is invalid for the subject
– The student is not registered
with your Licensee
POSSIBLE ERROR MESSAGES:
• Not all the fields were
completed
– All the fields are
compulsory to complete.
– Failure to complete all the
field will result in the
following error code when
clicking on the “NEXT” –
button:
FIELDS TO COMPLETE
Description
More information
Student number, initials and surname
This information will be displayed on the top of the page
Current registration
The qualification the student is currently registered will be
displayed
E-mail address
The student’s e-mail address must be entered
Closing dates
Provisional examination timetables
Full year and semester modules/subjects
You will only be able to select the modules/subjects that are still
available for registration
Whatever you select from the appropriate drop-down menus will be automatically populated in the fields below
Example of a drop down menu:
IMPORTANT:
Ensure that the student is aware of
the provisional examination
dates. You should advise the
student to compare his/her
current examination dates, prior
to applying for any additions
• To complete the transaction, click on “Submit
Additional Study Units”
• After successful submission of the application,
you will receive a confirmation screen similar to
the one below:
STUDY UNIT
CANCELLATIONS ON LSA
• Login to Licensee Online (LSA)
• Click on the “web applications” –field (see
callout nr 1)
• Then click on the “Study unit cancellations”
–field (see callout nr 2)
POSSIBLE ERROR MESSAGES:
• Student not registered (Refer to example earlier)
• Cancellations not allowed
– The registration cycle
might be closed for any
cancellations,
– The Cycle/Semester period
is invalid for the subject
– The student is not
registered with your
Licensee
POSSIBLE ERROR MESSAGES:
• Not all the fields were completed (Refer to
example earlier)
Confirmation page:
Ensure that only the subjects the student wish
cancel is displayed on this page
After successful submission of
application, you will see a similar
page:
IMPORTANT INFORMATION
• This is only an application for cancellation on the student’s behalf.
• The actual cancellation will be performed by a Unisa Licensee
Advisor.
• Confirmation will be send if the application for cancellation was
successful.
• The Licensee would be informed regarding the outcome of the
cancellation.
• The Licensee must communicate the result to the student as agreed
with Unisa in the Licensee contract and the Memorandum of
Understanding (MOU) as well as the Memorandum of Agreement
(MOA)
• Do not instruct the student to contact Unisa, or the Licensee section
for the result.
• Results can also be viewed on the LSA Website
General misunderstandings
1) Licensee online registrations are live

Advisors only receive the online registrations that had
problems and/or error messages

Please try to resolve the error messages on your side

Rather complete a registration even if it means you can only
register the student for one module

Send an email to licensee@unisa.ac.za to help you resolve the
matter OR do online addition for the unsuccessful modules
General misunderstandings cont
2) Can semester changes be done on the licensee
online?


NO
The reason:


Semester changes are done free of charge before the relevant closing
date for registration
Therefore an advisor must first do an admin cancellation(cancellation
with full refund) then ADD the module for the new period
General misunderstandings cont
• Please DO NOT do a normal online cancellation
and then a online addition. This creates
complications for the student = fees are forfeited in
which event an addition cannot be done
• Procedures:
– Send and email to licensee@unisa.ac.za requesting for
the exchange of semesters please provide module codes
– Complete the required form with your licensee stamp,
scan and email it to the above email address