student record system sits:version 8.2.1 guide - Swansea University

STUDENT RECORD SYSTEM
SITS:VERSION 8.2.1
GUIDE
SUMMARY:
These notes are written to accompany an introductory training session,
which covers some of the most useful features of the Swansea’s Student
Records System – Tribal - SITS (Strategic Information Technology
Services Ltd).
INTENDED USER(S): • For beginners, when accompanied by a training session.
DOCUMENT VERSION: 12
LAST UPDATED: May 2010
FEEDBACK TO:
Information Services and Systems, Software Support.
Mary Crowley ext 4719 m.j.crowley@swansea.ac.uk
Mary Akbari ext 3149 a.k.m.akbari@swansea.ac.uk

LOGIN PROCEDURES .......................................................................................................................1
ACCESSING SCREENS AND NAVIGATION.............................................................................................1
TABLE OF KEYS AND FUNCTIONS.......................................................................................................2
WILDCARD SYMBOLS .......................................................................................................................2
PF3 KEY LOCATED ON THE NUMERIC KEY PAD TO THE RIGHT OF THE KEYBOARD....................................3
HOW TO RUN A NEW SEARCH FROM THE IMMEDIATE TABLE..................................................................3
USING THE TOGGLE FUNCTION .........................................................................................................3
PRINTING .......................................................................................................................................3
EXIT THE SYSTEM............................................................................................................................3
CHANGE YOUR PASSWORD...............................................................................................................3
USING THE (STU) STUDENT DETAIL SCREEN .......................................................................................4
IDENTIFYING INDIVIDUAL STUDENTS ..................................................................................................4
ADDRESSES ...................................................................................................................................4
IDENTIFY STUDENTS BY STUDENT CODE OR SURNAME IN STU ..............................................................5
USING THE (SCJ) STUDENT COURSE JOIN SCREEN ..............................................................................6
SCHEME CODE STRUCTURE..............................................................................................................6
COURSE DATES ON SCJ ...................................................................................................................6
USING THE (SCE) STUDENT COURSE ENROLMENT SCREEN ..................................................................7
TAKE A LOOK AT INDIVIDUAL STUDENT COURSE ENROLMENT DETAILS ...................................................7
SELECT STUDENTS BY ACADEMIC YEAR .............................................................................................7
CHECK THE STUDENT ENROLMENT STATUS........................................................................................8
RUN A GROUP DATA SEARCH: ...........................................................................................................8
USING THE (SPR) STUDENT PROGRAMME ROUTE SCREEN ...................................................................9
SCHEME CODING STRUCTURE ..........................................................................................................9
MODULES.....................................................................................................................................10
MODULE CODE STRUCTURE............................................................................................................10

LOGIN PROCEDURES
To login to SITS (Systems In Tuition System, more generally known as Dolphin) you will need a user account
number (8 digit code) and a password (8 digit code). M Dobbs (extension 5715) will arrange your user account
number and a password, on presentation of a signed certificate allowing you to become a system user with specific
user access permissions following any recommended training.
SITS is a Windows based application. To launch the application:
From the Desktop double click on the SITS Live icon to open SITS:VISION – [Logon V7.4.1]
• Enter your User name to the Username box press Tab
• Enter your Password to the Password box
• Press OK to open the SITS Message Notice Board
• Press OK once again to open the SITS Menu System window.
• Your password changes every 30 days but you will be warned in advance.
• Never disclose passwords to user accounts. Do not leave your computer logged on when not in use.
ACCESSING SCREENS AND NAVIGATION
There are a number of ways to move from one screen to another in SITS, some people prefer to use the mouse to
move, whereas others like to use the function keys. Obviously, your user access permissions will dictate what
tables you can access throughout the system.
• The system defaults to UPPERCASE.
• You can either move from one screen to another, by typing the screen short titles (eg CAPS) in the menu
option box and pressing the Tab key, then continue moving using the menu-bar options, or move around by
selecting the relevant icons with the mouse from options menus (you can loose yourself in the system using
this route, if you do not have a good understanding of the system structures).
• An easy way to find a screen without knowing the actual short title is to use the search facility, by typing in a
key word, such as “Student” in the “keyword search box” found at the bottom of the menu screen and then
pressing F2 or Ctrl & D.
• It is necessary for users who intend to update/amend the data (as opposed to browsing the information) to
understand the function keys in greater detail.
• In any window, you can exit the screen by doing Ctrl & D or F4 to Quit or even press the X at the top right hand
corner of each window to close it
• Move between records using the Page up/ Page down keys
• Use the scroll bar to browse all of the fields within a record
• To single out any record, do another Ctrl & R or F5, you will see the record becomes unique 1 of 1
• Select OTHER from the menu bar options to link to additional data windows.
User Help Manuals can be launched by clicking on the HELP button at the far right hand side of the screen.
• Select Keyboard Help from the HELP menu. Select a function from the right hand pane to display the key
command accompanied by a detailed description.
• Select On-Line Manuals, these are divided into product areas as shown in the navigation menu tree displayed
in the left window. Clicking on the plus sign will expand the tree, whilst clicking on the icon or description will open
the document in this window. In addition you can Press Ctrl & F1 from any screen to view the user manuals.
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TABLE OF KEYS AND FUNCTIONS
Function Keys
Gold Keys
Purpose
F1 Ctrl & H Help
F2 Ctrl & D Details F2 or Ctrl & D again to Accept the code
F3 Ctrl & A Previous Screen
F4 Ctrl & Q Quit a Screen
F5 Ctrl & R Retrieve
F6 Ctrl & S Store
F7
Clear Field
F8 Previous Field Shift & Tab
F9 Ctrl & M Error Messages
F10
Activate Menu Bar
F11 Ctrl & P Print Screen
F12
Clear Screen
Ctrl & A
Accept
Ctrl & E
Erase
Ctrl & C
Copy Field
Ctrl & K
Keyboard Help
Ctrl & V
Paste Field
Alt & Print Screen Copy Screen
Ctrl & Z
Zoom
WILDCARD SYMBOLS
Often the user might want to retrieve more than one record, possibly all records in the system or even a group of records. This can
be achieved by using characters, which are referred to as “Wildcards”.
Function Keys Gold Keys = Ctrl Purpose
PF2 Ctrl & ? Single Digit wildcards used when retrieving records by code e.g. LA-3?? This
will retrieve all Level 3 Law modules.
PF3 Ctrl & * “*” Wildcard – a general wildcard which can be used on any field, text or codes.
PF4
Ctrl &!=
“=” Equal To
“!=” Not Equal To
DEL Ctrl & > “>” Greater than (>D*)
Ctrl & <
Ctrl & |
Ctrl &
Further examples are given below:
“

PF3 KEY LOCATED ON THE NUMERIC KEY PAD TO THE RIGHT OF THE KEYBOARD
You must add an * (asterisk) immediately after the student number in any window except for or as well as the CAPS
screen. This wildcard symbol identifies the student’s complete record eg 123456/1--123456/2-123456/3, (3 courses)
for it is possible for a student to be enrolled on more than one course.
HOW TO RUN A NEW SEARCH FROM THE IMMEDIATE TABLE
Press the F12 function key to clear the screen; this makes the screen available to run a new search. You can also
exit the STU screen by pressing F4 or Ctrl & Q to Quit but this means you would have to open the STU window
again.
USING THE TOGGLE FUNCTION
If you intend running regular searches, Toggle is a useful tool; it also makes searching far easier. To do this: With
any window open and BEFORE you begin to add your search criteria:
• Select Save Profiling from the Misc Menu, Add your criteria
• Do Ctrl & R or F5 to retrieve the data
• To run a new search press F12 to Clear the screen
• Open the Misc menu and now choose Load last Profile, Change or Add criteria as required
PRINTING
You can choose to screen dump records to a default or selected printer. For example:
• Open the STU window then input the Student number and do Ctrl & R (F5) to retrieve the record.
• Select Print Screen from the Misc option menu. The Print Screen dialog box opens, choose Screen form the
Print Screen/Form/All options
Click on the 3 dots to choose one of the Printer attributes model options eg Printer, click on OK and finally click on
Print. (If you retrieve a group of records, you should decide whether you want to print All or the Individual (Form)
EXIT THE SYSTEM
Choose to close each screen by
• Press Ctrl & Q to Quit Session or F4 to Close each window until you are prompted with the System
message “already at top menu – exit menu system? (Y/N). Choose Yes
If you choose to exit at any other point from the system, it will give a prompt message “Are you sure you want to
Exist the Application Y or N”. Choose Yes.
CHANGE YOUR PASSWORD
To change your password go to the Main Menu screen, enter PWD in the select menu option box then press the TAB
key. Enter your current password and press OK, on the next window enter your new password and press OK once
more, finally Verify your new password. You can press the Main Menu button to go back to the opening screen.
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USING THE (STU) STUDENT DETAIL SCREEN
The Student detail (STU) record is created when the student first becomes known to the institution whether as an
applicant or as a student. The student is identified by a unique registration number, which is allocated to a
student when a record is created. This particular screen is common to MAS, SRS and CAMS components. It
purely refers to student personal data with no reference to academic details.
IDENTIFYING INDIVIDUAL STUDENTS
• Enter STU in the Select Menu Option box.
• Press Tab to open the Full Student Record window (STU)
When searching for an individual student record, you can either use the
Student no, the Surname or the Surname and Forenames fields.
With the STU window open:
Enter the Student Number in the Student no field.
• Press Ctrl & R or F5 to retrieve the record. See similar information to that in the diagram below when you have
completed your search.
• It is important to check the Status fields in all screens, in this
particular screen the Status in each field refers to
1. App status = Status of the student as an applicant.
2. Stu status = Status of the student at the university
3. Ex. Status = Status of the student as an ex-student (Alumni)
The STU menu now contains 1 of 1 Full Student Details, take a
look at the Image Buttons for Accommodation (Home &
Contact), Report fields & Bank details in the centre of the STU
screen as seen in the diagram.
ADDRESSES
• Student addresses are stored to keep a track of the student‘s Home, Contact and Extra Addresses such as year
abroad, or perhaps even a designated address to which a student would like a Degree Certificate forwarded. The
Accommodation Office strictly controls the updating of the Accommodation records, if any change is necessary
either email, telephone or send a hard copy of the details to the Accommodation Office. Click on either of the
Address buttons to view the Student’s Address details. If you find you have selected the wrong address either
choose the Cancel button or use the cross in the top right hand corner of the screen to close the window, and try
again. The student Home Telephone number, Local Telephone number and Email address is stored along
with the address fields.
Alternatively, you can do the following:
• On the STU menu choose Addresses from the Other menu bar options
• Select from the list of Contact, Home, All Student and Extra types of address.
• Select Contact Addresses from the list of address types
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• Use the drop down box in the top right hand pane to reselect an
address type eg Holiday Address (HOL)
• From this window you can Add, Edit or Copy addresses
• Report fields as shown in the diagram allows you to browse or update
student personal fields data such as Nationality, Disability etc in the one
window
• Bank details provides access to bank details for individual students, this screen displays the Bank account and
Sort details. Student Finance details are managed in the University QL finance system.
Scroll up/down the STU screen to view the other data within the Student record screen such as Sponsor,
Home/Overseas indicator, LEA Local Education Authority, Ethnic Origin, Car Registration etc.
Take a look at further information linked to this student record by clicking on the Other drop down
menu options to open the drop down list (or press Alt & O to open the menu, use the arrow keys to
choose an option and press Return). For example:
From the Other menu
• Choose Join course to open the Student Course Join (SCJ) window, you can see the
links between the Student record and the Course record.
Again choose the Other menu
• Choose Enrolment to open the Student Enrolment (SCE) window.
• Use the Page up/Page down keys to travel through the Academic years and Course
Blocks
IDENTIFY STUDENTS BY STUDENT CODE OR SURNAME IN STU
Swansea’s student record system provides student information ever since 1995. Each student has an individual
student code eg 123456, but if you were to run a search by student Surname or Surname and Forenames you would
probably be presented with many matches.
1. Search for a student by Student Number by inserting the code into the Student no. field and pressing F5 or Ctrl
& R to retrieve the record.
2. Search for a student by Surname or Surname and Forenames by inserting the information into the correct fields
and pressing F5 or Crtl & R to retrieve the record/s. If you are presented with more than one match eg 1 of 12,
scroll through the records using the page down/up keys and when you locate the correct record do another F5 or
Ctrl & R to release the unwanted records and make the correct one unique 1 of 1
3. If you cannot interpret a Student Surname you can do a search using the wildcard symbols. See page 2
- 5 -

USING THE (SCJ) STUDENT COURSE JOIN SCREEN
Once a student has registered at Swansea, the student can join a course. When the student joins a course a
Student Course Join (SCJ) record is created. A student can join more than one course at a time or consecutively.
A student only joins a course when starting it; there is no need to re-join each year. All data entry is input to SCJ to
maintain the records. From this screen you can see an accurate view of the Start, End and Expected End dates.
• Enter SCJ to the Select Menu Option field. Press Tab
Take a look at some of the information presented in this window:
• Student Join Status refers to the Status on the Student on the Course eg
C = Current, CC = Completed Course, W = Withdrawn
• Course Group identifies course degree group types
eg UGID = UG Initial Degree, PGCE = PG Certificate of Education
• Blk/Occ having joined a course, a student must enrol on course
block/occurrence; no one can enrol on a course block/occurrence unless
they have joined the course.
Block (CBK) is a period of a course, which enables a student’s progression
from one year of the course to another to be maintained and managed. A block defines the unit of enrolment / reenrolment
for a student and is the period over which fees are charged. Course Blocks may also have several
"runs" or occurrences in an academic year i.e. they may be repeated. The "runs" can have different locations, and
dates.
Course Block Occurrence (CBO) record e.g. BA Business Studies Year 1 Block A, makes a course block
available within an academic year. Multiple "runs" are permitted by allowing occurrences to have different letters,
(A,B). This can be used, for example, where a course runs on several sites or has two entry cohorts each year.
SCHEME CODE STRUCTURE
The structure for a modular SRS course is built as follows, with a typical example below:
Characters 1 &2 3 4 5 6 7
Translation Scheme Honours/Non Faculty Duration Special Year Year out
nomenclature Honours
at Swansea
Example BA H A 3 F S
BENE3XX = BEng (Ordinary) - Faculty of Eng.(no special year)
BEHE4XS = BEng (Honours) incorporating Level S -Faculty of Eng.
LLHB3XX = LLB (Honours) - Faculty of Bus., Econ and Law (no special year)
COURSE DATES ON SCJ
All the dates recorded on this screen refer to the course.
• Start date refers to the Date the student starts the course
• End date refers to the Date the student completes the course
• Expected end date refers to the Date the student is due to complete the course.
- 6 -

Take a look at additional data linked to this SCJ record; click on the Other menu to open the drop down list of
options (or press Alt & O to open the menu, use the arrow keys to choose an option and press Return). For
example:
• Choose CAMS SPR record to see the linked Student Programme Route records, this screen is to Cams
what the Student (STU) record is to SRS
Again choose the Other menu
• Choose Modules to see the actual Modules being taken by the student
USING THE (SCE) STUDENT COURSE ENROLMENT SCREEN
The SCE table records the details of a student enrolling onto a course (i.e. an occurrence of a course block during
a specific academic year). An SCE record is required for each year of enrolment on the course and provides
information about a student for a particular academic year.
When the student has enrolled successfully it is only necessary to change the status on the SCE record to
CURRENT. In this way the status code is used to distinguish those students that have passed through the
enrolment process successfully from those who have not.
The SCE record also holds details about the next course, block and occurrence onto which a student is to be
enrolled. Also some details of fees and annual progress are recorded on this screen.
TAKE A LOOK AT INDIVIDUAL STUDENT COURSE ENROLMENT DETAILS
Open the Student Enrolment Detail SCE window.
• Enter a student number in the SCJ code field, but
this time add an * (PF3 key located on the numeric
pad to the right of the keyboard). Do this to identify
a student’s complete record eg 123456/1--123456/2-
123456/3, for it is possible for a student to be
enrolled on more than one course.
• Press Ctrl & R or F5 to retrieve the record and see the 1 of 3 records; one for each academic year.
• Use the page down key to view the next records, and page up to go to the previous record. The current
academic record is displayed first
SELECT STUDENTS BY ACADEMIC YEAR
Having joined a course, a student must enrol on each course block/occurrence that s/he wishes to take. Students
cannot enrol on a course block/occurrence unless they have joined the course. An SCE record is required for each
year of enrolment on the course. It provides information about a student for a particular academic year.
Select:
Acad year eg 06/07 = 2006/2007 & Department eg CSCI = Computer Science
Enrolment status eg E = Enrolled & Crse Block eg 1 = First year of Course
• Do Ctrl & R or F5 to retrieve these records.
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CHECK THE STUDENT ENROLMENT STATUS
The Student Course Enrolment record (SCE) is arguably the most important record on the system. A separate record is
created for each academic year, and through these screens a historic record of the student's academic progress and
academic record can be viewed. The most important field on the SCE record is the Student Course Enrolment Status.
• From the Main menu, enter SCE in the Select menu option box and press Tab to open the Course Enrolment Detail
window. If you are unfamiliar with codes you can open the popup table of data values; to do this either click in the field
then press F2 or Ctrl & D.
To become familiar with the Enrolment codes take a look at the examples as
shown in the diagram.
• Do Ctrl & D (F2) to open the Popup table or double click it
• Do Ctrl & A (F2) to select a code from the list or double click it
• Do Ctrl and Q (F4) to Quit/Close the Popup table
RUN A GROUP DATA SEARCH:
• You can use data to identify group of students. With the Student Course
Enrolment screen open; try adding the following criteria)
• Acad year: 06/07
• Crse block: S (Year Abroad/Industry)
• Enrolment status: E (Enrolled)
• Now Press Ctrl & R (F5) to Retrieve the records
See the records retrieved as displayed in the diagram
• Page up/ Page down to travel through the records
• Scroll up/down the to see all the information displayed within a record
• To single out any record, do a Ctrl & R or F5 again; you will see the
record become 1 of 1.
See a range of information displayed in this screen:
FACULTY (FAC) eg S = Science
MODE OF ATTENDANCE eg 11 = Full Time
COURSE DETAILS (CRS) eg BSHS3XX ACADEMIC YEAR (AYR) eg 06/07
COURSE BLOCK (CBK) eg Year/Level 1/2/3/S/4
START AND END DATES OF ENROLEMENT
OCCURRENCE (CBO) eg A/B/C
PROGRESS STATUS eg Conf = Confirmed
COURSE RESULT (RES) eg P = Pass, F = Failed
DEPARTMENT (DPT) eg CSCI = Computer Science
Go to the OTHER menu options to view related student information.
• Choose Student details, this screen combines the student Address information on screen
• Or choose Sponsor details to display Sponsor (SSP) records for student
• Or choose Absences to display Student Absence (SAB) records
If you wish to export system data, you should request a training course in the uses of Oracle Discoverer Report writing,
via the Software Support Unit on telephone extension 3149 or email a.k.m.akbari@swansea.ac.uk.
There are currently a wide range of existing reports to support data requests in the system.
- 8 -

USING THE (SPR) STUDENT PROGRAMME ROUTE SCREEN
The SPR record is to CAMS what the Student (STU) record is to SRS. All student related records e.g. Student Module
Selections are accessed via the SPR record via the "Other" menu options. On the Student Programme Route record it
is possible to define both a study programme route and award programme route. Usually, these two will be the same, but
they can be used to distinguish where a student is taking an additional award within a programme, which remains the
student’s main programme. In such cases, the student’s modules are counted towards both awards. With the SPR
screen open:
• Add a SPR code (Student code) *or maybe a Surname &
Forename/s
• Do Ctrl & R or F5 to select the record.
Refer to information displayed in this window
• Status = Student status code
• DOB = Date of Birth
• Study level = Level of study the student is at
• Study Programme = Overall programme which a student has
been registered on CAMS e.g. BA - Bachelor of Arts (Hons)
• Route = A route is comprised of pathways which define what type of subjects a student will study under a particular
programme e.g. FRAHS could mean FRENCH JOINT AND HISTORY JOINT.
• Intended Award = Defines the types of award that can be obtained by a student.
• Start Date = Date the student started on the course or at the institution.
• Exp End Date = Date the student is expected to complete the course/programme.
SCHEME CODING STRUCTURE
A scheme is a way of grouping together all "programmes" of study, which have a common credit (120 in total) and award
structure. Within a scheme, a student may take any module to the extent that the rules allow. The structure for a modular
SRS course is built as follows, with some examples below:
Characters 1 &2 3 4 5 6 7
Translation Scheme Honours/Non Faculty Duration Special Year Year out
nomenclature Honours
at Swansea
Example BA H A 3 F S
BENE3XX = BEng (Ordinary) - Faculty of Eng.(no special year)
BEHE4XS = BEng (Honours) incorporating Level S -Faculty of Eng.
LLHB3XX = LLB (Honours) - Faculty of Bus., Econ and Law (no special year)
Go to the OTHER menu options to view related student information.
Select options from the menu bar shown in the diagram:
• Module = Actual modules being taken by a student (SMO)
• Results = Module result for each module being taken by a student. It displays the year/period
and both the actual and agreed marks (SMR)
• Award = Records details of the award(s) which a student obtained during their programme of
studies (SAW)
• Details = Personal details of a student (STU)
• Progress = Student Progress Information (SPI)
- 9 -

MODULES
See the diagram below of Module Details (MOD) information, which holds the general information on modules. Some of
the fields shown on this screen are:
• Full Name = Full code description 120 characters allowed
• Domain = Academic responsibility for the module eg Applied Language Studies
• Module Type = Method by which the module is studied eg Taught = Taught Lecture Based,
• Assessment Patt. = Each module must reference an
assessment pattern which describes both the weighting and
methods by which a module is to be assessed
e.g. coursework 50% and a 2 hour exam 50%.
• Credits = Credits associated with each Module
eg 10, 20, 40
MODULE CODE STRUCTURE
The following table defines how a module code is generally structured
Character 1 2 3 4 5 6
Translation Department Code Distinguishing
Character
Level
Codes decided on by Department
Example A L E 1 0 3
ALE103 = English for Business - Level 1
BIB202 = Enzymology - Level 2
CE-001 = Chemical Engineering Project - Foundation Year
Check out the Options available on the OTHER menu drop down list, as shown in
the illustration:
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