Student Management System (SMS)

Co-Curricular Module

Introduction
The Co-Curricular sub-system of SMS (in future this will be referred to as SMSCC) allows authorized1 SMS users to capture co-curricular activities for academically registered students. The SMSCC record is attached to the students year of registration so it is not possible to capture activities for years that the student is not academically registered. Only activities taking place in or after the year 20082 will be captured into the system. Note that all capturing, editing & deleting is logged by the SMS system against the users account.

First Steps
The SMSCC submenu is accessed from the main menu/home page.

An Authorized SMS user is a UKZN staff member who has been successfully registered on the SMS system and who also has been given access to the appropriate Co-curricular role. 2 SMSCC is only going to be used for 2008 records onwards. Any records captured against earlier years will be deleted. -1-

Student Management System (SMS)

Co-Curricular Module

Capturing a single activity for a student

To record the activity you will need to know the student number and the year of registration against which the record will be held.

Once the Student Number has been added and the Academic year selected you then choose a category:

Depending on what category you choose you will then be offered a number of sub-categories.

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Student Management System (SMS)

Co-Curricular Module

Selecting a sub-category can then required that you fill in either an Executive Position or a Code of Sport

Finally a Start and End date need to be provided:

Clicking the

bring up the calendar chooser:

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Student Management System (SMS)

Co-Curricular Module All that remains is for the ADD button to be clicked.

Capturing the same activity for many students

It is sometimes necessary to record a number of students with the same activity (e.g. Sporting Colours or Golden Key membership). This function allows a list of student numbers to be typed or pasted from elsewhere and then a specific activity (identical for all the supplied students) applied to these students. The only difference between this screen and the previous on is the fact that it allows multiple student numbers to be entered (or pasted form another document/spreadsheet)

Searching for a specific student

Providing a student number, surname or first name will list all students who have co-curricular records which match that criteria.

Clicking on the student number will then display all co-curricular records for that specific student.

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Student Management System (SMS)

Co-Curricular Module

You can get to this same screen directly if you know a student number by using the Display Record option on the menu and entering a student number:

Visibility of SMSCC records on Student Central

Student Central - SC (http://sc.ukzn.ac.za) will display all records captured in SMSCC for all students from 2008 onwards. There will be a delay (7 days) from insertion of a record in SMSCC to it being visible on SC so that any errors can be corrected during that time without this being seen by the students. One of the reasons that the SMSCC records are shown to students is so that they become responsible for making sure that their own records are kept up-to-date.

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