Background
After reviewing how iSIMS determine/calculate the enrollment figure, we identify that iSIMS is not able to update the status of each student at the end of the normal and extended life of a programme offering. This causes the system to report incorrect enrollment figures because some persons are still at the Student – In Training status. This led us to the development of this process where iSIMS will update the status of each student at the end of the normal and extended life of a programme offering.
At the end of the normal and extended life of a programme offering, iSIMS will update the status of each student to an appropriate status based on the grades that are attached to the courses on the map. This will ensure that the iSIMS reports as best as possible, an accurate enrollment figure.
Programme Offering End Date Process
Each student status will be updated based on the following rules:
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If the student has a passing grade for all the courses on the programme map, their status will be updated to Student – Complete/Awaiting Verification (this status can be changed from the system setting page)
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If the student fail or did not attempt one or more courses that is on the programme map, their status will be updated to Student - Incomplete (this status can be changed from the system setting page)
Programme Offering Extended End Date Process
Each student status will be updated based on the following rules:
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If the student has a passing grade for all the courses on the programme map, their status will be updated to Student – Complete/Awaiting Verification (this status can be changed from the system setting page)
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If the student fail or did not attempt one or more courses that is on the programme map, their status will be updated to Terminated (this status can be changed from the system setting page)
New Rules
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In addition to the rules above, you will not be able to extend a programme for more than fifty percent (50%) of its normal life.
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At the end of the normal life of a programme offering, the cross registration feature will be turned on automatically so that students in these partially closed offering can sit will current active students to complete outstanding courses
Please note that the system can automatically update the status of students who are not registered by a specified date in each semester. Example, the system can move a student to the Leave of Absence status if they are not registered two (2) weeks before the end of the semester.
Prerequisites
In order for this process to be effective, we need to ensure that the following:
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The end date for each programme offering is correct
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The extended life date for each programme offering must be set
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The programme map for each programme offering is complete and accurate
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Avoid transferring students from one offering to another to sit a course. Students can remain in their programme offering and sit a course that is being offered to another programme offering once the cross registration feature is turned on.
Notification to Staff
The following notification will be sent 4, 3, 2 and 1 week before the end of the normal and extended life of the programme offering. The list of users who will be notified will be set based on the governing body the offering is attached to.
Notification to Students
Students who are in the Student – In Training and Student - Incomplete statuses will be notified 6 months before the normal and extended life of the programme. They will be notified about their current status and what is outstanding for completion.
The message that will be sent to students will be a system template which can be modified by the institution.
Last updated on April 11, 2023