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Using Valpac.Net

 

 

Edition: 13 March 2007

 

(F)       STRUCTURE OF FLAT ASCII FILES TO BE PREPARED BY INSTITUTIONS FOR 2008

 

1.            GENERAL SPECIFICATIONS FOR ASCII FILES TO BE PREPARED BY INSTITUTIONS

 

Records to be terminated preferably with a carriage return and line feed (Hex 0D0A).  A less preferred alternative is a line feed only (Hex 0A).

 

No non-printing characters to be included in any record, except for terminating carriage return and line feed (Hex 0D0A) or line feed (Hex 0A).

 

No null record to be included after the last data record.

 

Lengths of all the records in the one file to be the same.

 

In each record, the "comments" field allows input of any optional alphanumeric text of interest to the institution.  This field may be filled with spaces.  The VALPAC.Net database will treat this field as a text field during the importing of data to its database.

 

 

2.            STUDENT FILE

 

File name:    yyyyxxxSTUD.s   (replace “yyyy” with the submission year, "xxx" with the institution code, and "s" by the submission number)

Sort order:    Any order

Unique key:  Element 007 concatenated with Element 001

 

Element number

Element name

Field name

Width

Start column

End column

Data type

 

007

Student number

STUDNUM

15

1

15

Text

008

South African identity number

SAIDNUM

15

16

30

Text

001

Qualification code

QUALCODE

15

31

45

Text

009

Qualification commencement date

COMDATE

8

46

53

Numeric

010

Entrance category

ENTRCAT

1

54

54

Text

011

Date of birth

DOB

8

55

62

Numeric

012

Gender

GENDER

1

63

63

Text

013

Race

RACE

1

64

64

Text

014

Nationality

NATIONAL

3

65

67

Text

049

Citizen-resident status

CITIRES

2

68

69

Text

052

Home language

HOMELANG

4

70

73

Text

019

NSFAS status

NSFAS

2

74

75

Text

020

Institutional housing

HOUSING

4

76

79

Numeric

021

Previous year’s activity

PREVACT

2

80

81

Text

022

Secondary education completion

SECED

2

82

83

Text

023

Matriculation aggregate

MATRIC

4

84

87

Numeric

024

Attendance mode

ATTMODE

1

88

88

Text

025

Qualification requirements status

REQUIRE

1

89

89

Text

026

CESM category for first area of specialisation

CESMSPE1

6

90

95

Text

027

CESM category for second area of specialisation

CESMSPE2

6

96

101

Text

028

CESM category for third area of specialisation

CESMSPE3

6

102

107

Text

029

CESM category for fourth area of specialisation

CESMSPE4

6

108

113

Text

015

Home postcode

POSTCODE

4

114

117

Text

055

Home address line 1

ADDRES1

38

118

155

Text

056

Home address line 2

ADDRES2

38

156

193

Text

057

Home address line 3

ADDRES3

38

194

231

Text

016

Disability status

DISABIL

10

232

241

Text

017

Socio-economic status

SOCSTAT

2

242

243

Text

066

Student last name

LASTNAME

26

244

269

Text

067

Student first name

FRSTNAME

26

270

295

Text

068

Student middle name

MIDDNAME

26

296

321

Text

069

Postal address line 1

PSTADDR1

50

322

371

Text

070

Postal address line 2

PSTADDR2

50

372

421

Text

071

Postal address line 3

PSTADDR3

50

422

471

Text

072

Postal address postcode

PSTPCODE

4

472

475

Text

073

% research for masters qualification

RESTIME

5

476

480

Numeric

074

Centre number

CNTRNMBR

7

481

487

Numeric

075

Centre name

CNTRNAME

25

488

512

Text

076

Examination number

EXAMNMBR

13

513

525

Text

077

Examination centre

EXAMCNTR

15

526

540

Numeric

078

Professional development

PROFDEV

1

541

541

Text

079

Full-time/Part-time study

FULLPRTS

2

542

543

Text

080

Activity in current year

ACTCRTYR

2

544

545

Text

 

Comments

COMMENTS

30

546

575

Text

 

 

3a           COURSE REGISTRATIONS FILE (1999 all submissions, 2000 1ST submission)

 

File name:    yyyyxxxCREG (replace “yyyy” with the submission year, "xxx" with the institution code, and "s" by the submission number)

Sort order:    Any order

Unique key:  Element 007 concatenated with Element 001 concatenated with Element 030 concatenated with Element 064

 

Element number

Element name

Field name

Width

Start column

End column

Data type

 

007

Student number

STUDNUM

15

1

15

Text

001

Qualification code

QUALCODE

15

16

30

Text

030

Course code

CRSECODE

9

31

39

Text

064

Course repeat code

CRSEREPT

1

40

40

Text

018

Funding status

FUNDING

2

41

42

Text

032

Course completion status

COMPSTAT

1

43

43

Text

051

Examination-only indicator

EXAMONLY

1

44

44

Text

 

Comments

COMMENTS

30

45

74

Text

 

 

3b           COURSE REGISTRATIONS FILE (1999 all submissions; 2000 2nd submission)

 

File name:    yyyyxxxCREG (replace “yyyy” with the submission year, "xxx" with the institution code, and "s" by the submission number)

Sort order:    Any order

Unique key:  Element 007 concatenated with Element 001 concatenated with Element 030

 

Element number

Element name

Field name

Width

Start column

End column

Data type

 

007

Student number

STUDNUM

15

1

15

Text

001

Qualification code

QUALCODE

15

16

30

Text

030

Course code

CRSECODE

9

31

39

Text

064

Attendance mode for course

ATTMODEC

1

40

40

Text

018

Funding status

FUNDING

2

41

42

Text

032

Course completion status

COMPSTAT

1

43

43

Text

051

Examination-only indicator

EXAMONLY

1

44

44

Text

 

Comments

COMMENTS

30

45

74

Text

 

 

 

4.            CREDIT VALUE FILE

 

File name:    yyyyxxxCRED.s   (replace “yyyy” with the submission year, “xxx” with the institution code, and “s” by the submission number)

Sort order:    Any order

Unique key:  Element 001 concatenated with Element 030

 

Element number

Element name

Field name

Width

Start column

End column

Data type

 

001

Qualification code

QUALCODE

15

1

15

Text

030

Course code

CRSECODE

9

16

24

Text

065

Filler1

FILLER1

1

25

25

Text

036

Course credit value

CRSECRED

8

26

33

Numeric

050

Completed research course credit value

CRSECRER

8

34

41

Numeric

 

Comments

COMMENTS

30

42

71

Text

 

 

5.            QUALIFICATION FILE

 

File name:    yyyyxxxQUAL.s   (replace “yyyy” with the submission year, “xxx” with the institution code, and “s” by the submission number)

Sort order:    Any order

Unique key:           Element 001

 

Element number

Element name

Field name

Width

Start column

End column

Data type

 

001

Qualification code

QUALCODE

15

1

15

Text

002

Previous years qualification code

QUALPREV

15

16

30

Text

003

Qualification name/Designator

QUALNAME

65

31

95

Text

004

Approval status

APSTATUS

1

96

96

Text

005

Qualification type/Qualification descriptor

QUALTYPE

2

97

98

Text

053

Minimum time – total

MINTIMET

4

99

102

Numeric

054

Minimum time – experiential

MINTIMEX

4

103

106

Numeric

081

Institution Programme name

INPROGNM

65

107

171

Text

082

Qualifier

QUALFIER

65

172

236

Text

083

Abbreviation

ABBREVIA

65

237

301

Text

084

Legacy indicator

LEGCYIND

1

302

302

Text

085

NQF Exit level

NQFEXITL

2

303

304

Text

086

Minimum total credits

MINTCRED

3

305

307

Numeric

087

Minimum credits at level

MINCREDL

3

308

310

Numeric

088

Maximum credits at level

MAXCREDL

3

311

313

Numeric

089

Mode of delivery for a qualification

MODDELIV

1

314

314

Text

090

Total subsidy units

TLSUBSUN

4

315

318

Numeric

 

Comments

COMMENTS

30

319

348

Text

 

 

6.            QUALIFICATION CESM FILE

 

File name:    yyyyxxxCESM.s   (replace “yyyy” with the submission year, "xxx" with the institution code, and "s" by the submission number)

Sort order:    Any order

Unique key:  Element 001

 

Element number

Element name

Field name

Width

Start column

End column

Data type

 

001

Qualification code

QUALCODE

15

1

15

Text

006

Major field CESM

CESMMAJ

6

16

21

Text

 

Comments

COMMENTS

30

22

51

Text

 

 

7.            COURSE FILE

 

File name:    yyyyxxxCRSE.s   (replace “yyyy” with the submission year, "xxx" with the institution code, and "s" by the submission number)

Sort order:    Any order

Unique key:  Element 030

 

Element number

Element name

Field name

Width

Start column

End column

Data type

 

030

Course code

CRSECODE

9

1

9

Text

065

Filler1

FILLER1

1

10

10

Text

031

Course approval status

CRSEAPPR

1

11

11

Text

033

Course CESM

CESMCRSE

6

12

17

Text

034

Course level code

CLEVCODE

2

18

19

Text

059

Contact-only availability

CONMODE

1

20

20

Text

060

Distance-only availability

DISTMODE

1

21

21

Text

061

Mixed mode availability

MIXMODE

1

22

22

Text

062

Experiential training indicator

EXPTRAIN

1

23

23

Text

058

Course name

CRSENAME

65

24

88

Text

091

Foundation Course

FOUNCRSE

1

89

89

Text

092

NQF level

NQFLEVEL

2

90

91

Text

093

NQF credit

NQFCREDT

3

92

94

Text

 

Comments

COMMENTS

30

95

124

Text

 

 

8.            STAFF PROFILE FILE

 

File name:    yyyyxxxPROF.s   (replace “yyyy” with the submission year, "xxx" with the institution code, and "s" by the submission number)

Sort order:    Any order

Unique key:  Element 037 concatenated with Element 039

 

Element number

Element name

Field name

Width

Start column

End column

Data type

 

037

Staff number

STAFNUM

15

1

15

Text

038

Employment commencement year

ECOMYEAR

4

16

19

Numeric

039

Personnel category

PERSCAT

2

20

21

Text

040

Rank of staff member

STAFRANK

2

22

23

Text

011

Date of birth

DOB

8

24

31

Text

012

Gender

GENDER

1

32

32

Text

013

Race

RACE

1

33

33

Text

014

Nationality

NATIONAL

3

34

36

Text

041

Permanent/temporary status

PERMTEMP

2

37

38

Text

042

Full-time/part-time status

FULLPART

2

39

40

Text

046

Qualification type

STAFQUAL

2

41

42

Text

047

Joint appointment

JOINTAPP

1

43

43

Text

048

On payroll code

ONPAYRL

1

44

44

Text

094

Post Doctoral/Research Fellow

PDRESFLW

2

45

46

Text

 

Comments

COMMENTS

30

47

76

Text

 

 

9.            STAFF FTE FILE

 

File name:    yyyyxxxSFTE.s   (replace “yyyy” with the submission year, "xxx" with the institution code, and "s" by the submission number)

Sort order:    Any order

Unique key:  Element 037 concatenated with Element 039 concatenated with Element 044 concatenated with Element 045

 

Element number

Element name

Field name

Width

Start column

End column

Data type

 

037

Staff number

STAFNUM

15

1

15

Text

039

Personnel category

PERSCAT

2

16

17

Text

043

Staff FTE value

STAFFTE

8

18

25

Numeric

044

Staff programme

STAFPROG

3

26

28

Text

045

Staff programme CESM

CESMSTAF

6

29

34

Text

 

Comments

COMMENTS

30

35

64

Text