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DEPARTMENT
OF EDUCATION
HIGHER
EDUCATION MANAGEMENT INFORMATION SYSTEM
CIRCULAR
1: February 2009
|
2. New codes for Element 022 (Secondary
education completion) for the National Senior Certificate 3. Change to Validation error 00904
(Qualification commencement date) 4. Additional codes for Element 014
(Nationality) 5. Reporting on Element 091 (Foundation
course) 6. Reporting on Element 074 (Centre number)
7. New CESM manual
Implementation date 1 January 2010 8.
Occasional students 9.
Reporting of graduates in more than one reporting year |
For
institutions who obtain updated postal code lists from the Post Office the method
of updating the lookup table in Valpac is as follows:
The update file needs to be in a text file and saved
as a .dat file. The easiest way is to
copy the Postal and street code columns into a new sheet. Then delete the
heading row and sort both columns from smallest to largest (this will get rid
of blank lines). The codes need to be placed into one column and sorted again
from smallest to largest and then the duplicate codes need to be removed.
(These steps can also be done through Access with queries instead of through
Excel.) These then need to be copied into a text file and three entries added,
XXXX, YYYY and ZZZZ. The codes need to be saved in the folder
[ProgramFiles]\Valpac\System\Updates\ with the name POSTYYYYMMDD.dat where
YYYYMMDD is the date they created the file.
Then when you start up Valpac the lookup table
postcode will be automatically updated.
The file will be
rejected and deleted if they save it in the wrong format, don't include the
XXXX, YYYY, ZZZZ codes, or if there are duplicates.
If you experience
problems please contact the Praxis Computing Help Desk
Codes for Element 022 (Secondary Education
completion) for the National Senior Certificate are as follows:
10 National Senior Certificate (NSC) with a
minimum of 30% in the language of learning and teaching of the higher education
institution as certified by the Council for General and Further Education and
Training (Umalusi).
11 National Senior Certificate (NSC) with a
minimum of 30% in the language of learning and teaching of the higher education
institution as certified by Umalusi, coupled with an achievement rating 3
(Moderate Achievement, 40-49%) or better in four recognized NSC 20-credit
subjects.
12 National Senior Certificate (NSC) with a
minimum of 30% in the language of learning and teaching of the higher education
institution as certified by Umalusi, coupled with an achievement rating 4
(Adequate Achievement, 50-59%) or better in four subjects chosen from 20-credit
NSC designated subject list (refer Government Gazette, 11 July 2008).
The
new NSC does not have an aggregate total; so at this stage use the no
information code 0001 for element 023.
3. CHANGE TO VALIDATION ERROR 00904
(QUALIFICATION COMMENCEMENT DATE
Error 00904 (Qualification commencement date) over
40 years ago has been changed to a warning error and the test excludes
occasional students
4. ADDITIONAL
CODES FOR ELEMENT 014 (NATIONALITY)
The Directorate: Africa and Middle East requires
information on African countries outside SADC that the Department of Education
has signed or is in the process of signing agreements with. Listed below are the countries and the new
codes:
ALG Algeria
GAB Gabon
GUI Guinea
RWA Rwanda
BUR Burundi
SUD Sudan
NGE - Nigeria
Please include these codes, where possible, in your
3rd submission of the 2008 student data.
5. REPORTING
ON ELEMENT 091 (FOUNDATION COURSE)
It has come to our attention that institutions are
not reporting all their foundation courses in HEMIS, for example an institution
may have applied for foundation funding for students on an extended curriculum
programme in Engineering, but the credit reports do not reflect any foundation
students in cesm 08. Please ensure that
all foundation courses are coded correctly.
6. REPORTING
ON ELEMENT 074 (CENTRE NUMBER)
It
has come to our attention that the new NSC data has a nine digit field for the
centre number. The Department will
therefore have to update the database accordingly and will notify the
institutions as soon as the change has been implemented. In the meantime, please ignore the validation
error.
7. NEW
CESM DOCUMENT IMPLEMENTATION DATE 1 JANUARY 2010
All institutions should have received the new cesm
manual approved by the Minister for implementation 1 January 2010. For the other categories the manual only
shows a 4 digit code. HEMIS requires 6
digits, therefore 99 must be added to these codes. The cesms affected are listed below.
|
CODE IN CESM MANUAL |
CODE IN HEMIS |
|
0199 |
019999 |
|
0299 |
029999 |
|
0399 |
039999 |
|
0499 |
049999 |
|
0599 |
059999 |
|
0699 |
069999 |
|
0799 |
079999 |
|
0899 |
089999 |
|
0999 |
099999 |
|
1099 |
109999 |
|
1199 |
119999 |
|
1299 |
129999 |
|
1399 |
139999 |
|
1499 |
149999 |
|
1599 |
159999 |
|
1699 |
169999 |
|
1799 |
179999 |
|
1899 |
189999 |
|
1999 |
199999 |
|
2099 |
209999 |
8. OCCASIONAL STUDENTS
Some
institutions are still reflecting occasional students as graduates in their
HEMIS reporting. The HEMIS glossary
defines and occasional student as follows:
This is a person who satisfies the statutory requirements for entry into
a formally approved qualification offered by the institution, who is
effectively registered for an approved course, but who is not registered for an
approved qualification.
By definition therefore an occasional student cannot
be reflected as a graduate as he/she is not registered for an approved
qualification. Please ensure these
students are reported correctly in HEMIS as it creates problems when graduate
data is extracted from the National database.
9. REPORTING OF GRADUATES IN MORE THAN ONE
REPORTING YEAR
It appears that
increasingly institutions are reporting the same graduate in more than one
reporting year. If this is a valid
graduation, for example a student graduates in the same qualification but with
a different major, subject to the 50% rule, then he/she may reported
twice. However, students who, in error,
are reported as graduates say for example in 2006 and then again in 2007 are
problematic. This error leads to a
double claim in output subsidy and means that incorrect data is provided to the
National Learner Records Database (NLRD).
This database will, as a result of this error, reflect students as
having graduate when in fact they did not.
In order to avoid this error the graduate records would have to be
thoroughly checked before reporting in HEMIS.