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Short Course Registration System Reference Guide
The online Short Course Registration System (SCRS) was developed to:
1. provide a standardised platform to capture all essential information regarding a short course (as stipulated in the current SC Policy);
2. provide a mechanism to capture all relevant information regarding the financial planning of a short course;
The presentation of short courses is a teaching activity that takes place in the name of the University and needs to comply with the quality assurance requirements of the University and the relevant government and regulatory institutions (DHET; CHE and SAQA).
3. implement a workflow mechanism to ensure that the relevant role players take full responsibility for the quality assurance and proper financial management of a short course;
4. provide a data base of all courses to use as a marketing tool;
5. provide a base for the necessary system integration.
The managerial responsibility for short courses is vested in the normal lines of academic management, viz. departmental chairpersons and deans, or divisional heads of environment and centres of responsibility.
Short Courses
Divisions, roles, responsibilities and systems associated with Short Courses
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Access to the Short Course Registration System
Note: All staff members automatically have access to the system but can only access the courses they themselves have created.
1. Go to the Staff Portal - my.sun.ac.za
2. Sign in with your username and password
3. Click on Teaching and Learning
4. Go to Manage Modules
5. Click on Approve short courses
System Home Page
Note: A unique short Course ID (4-digits) is allocated to a short course once registered. Once approved, a unique Program Code is allocated when the course is captured on SIS (Student Information System).
The list on the home page will indicate “No matching records found” the first time you sign in
or if you haven’t created any courses - .
Before you create a New Course To create a course the following minimum information is needed:
Short Course Name: -
WARNING! Once the name of the course has been completed on this screen it CANNOT be changed and needs careful consideration before completing.
Note: This is the name used to advertise the course on the Short Course website and the name of the course that will appear on the certificate.
Selection Required: - Indicate if applicants will be subject to a selection process according to selection criteria.
The home page will display a list of all existing
courses created by the signed in user - . It also shows the current approval status and the applicable actions for the course.
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WARNING: TYPE ALL information when completing the required fields - DO NOT copy and paste information from a Word or any other document - certain characters in the text may not be recognised by the System and your information will not be displayed correctly.
Create a New Course
1. Click on Register a New Course (Home page)
2. Fill in the detail
3. Click Register to proceed to the next screen
Capture Required Information
The following required sections and associated fields must be completed after registration before the course can be submitted for approval:
IMPORTANT: The Abbreviated Course Names (limited to 30 characters) are the names used on SIS when the course is created as a program. This means that, once all systems are in place, it will be part of the student record.
Note: The Abbreviated Names should link logically to the full name of the course but refrain from using just acronyms.
Link staff to their required roles.
Discussed in detail in the next section.
Specify who will present the course. The CVs of all
external presenters must to be uploaded.
Note: The outcomes are used in the advertisement of the course on the Short Course website.
Include Presentation Methods, Assessment
Methods and Assessment Criteria.
Budget consideration guidelines
The full-cost approach is applied with regard to all short-course activities of the University. This means that the total income should cover the total direct and indirect expenditure (see 6. Finances in the current SC Policy).
All income generated by short courses has to be paid into the cost centre that was created specifically for the short course. Alternatively, a new project for a short course can be created within an existing cost centre for annually recurring short courses. All expenditure will then be incurred against that cost centre or project. The overall financial control is handled by the Finance Division.
The budget is compiled by the course leader, recommended by the departmental chairperson and approved by the dean or the head of environment as part of the normal online approval process (see 6.1 Budget and reports in the current SC Policy).
INCOME
Income is defined as all course fees or registration fees that are paid by the participants in an activity, regardless of whether it takes the form of sponsorships (including exhibition fees) or interest received (see 6.2 Income in the current SC Policy).
INCOME - Subject to levy on third stream income
Contact: Faiza Majiet: [email protected], 021 808 4544
Other income Any income not derived from course fees or donations
Type Other (if sponsorship then invoice must be generated – through normal invoice procedure)
Note Need to be specific in the description of this type of income
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Course fees - External
Any course fee that is not paid via an interdepartmental transfer
Types Delegates; Students; Staff; Other
Note Students and Staff can attend a course on own account
INCOME - NOT subject to levy on third stream income
Donations Donations as well as funding received from internal departments
Type Donations
Note see Financial policy no. 2.20 Donations and receipt on donations
Contact: Joan Weyers: [email protected], 021 808 3893
Course fees - Internal
Any course fee that is paid via an interdepartmental transfer
Types Students; Staff;
Note Normally only students and staff that get subsidised by department
Contact: Faiza Majiet: [email protected], 021 808 4544
A market-related price for a specific course will be determined by the course leader in consultation with the departmental chairperson or head of environment, with a view to making a profit or breaking even (see 6.3 Determining prices in SC Policy).
EXPENSES
All direct expenditure related to a course is recovered from the income from the specific course. Development work, capital expenditure and entertainment costs that are not linked to a course, membership of associations and printing that is not directly linked to a course may not be recovered as direct expenditure for a specific course (see 6.6 Other direct costs in SC Policy) .
Also see Financial policy no. 2.12 Obtaining goods and services and no. 9. Purchasing and Tender policy and procedure
DIRECT COSTS
Course material
Types Workbook, slides, writing pads, booklets; Printing costs; Faxing; Copying; Postage; Stationery; Ring binding; Other
Contact: Shaun Gabriels: [email protected], 021 808 4117 – for copying, binding
Contact: Elmien Lovell: [email protected], 021 808 9068 – for copyright issues
Remuneration
Types SU presenter; External presenter; SU facilitator; External facilitator; Administration fee; Other
Note The course leader together with the departmental chairperson or head of environment, determines the tariff payable to the presenters. Presenters are not remunerated for any development work with regard to a course (see 6.4 Fees for presenters in SC Policy).
Advertising / marketing
Types Magazines; Newspaper; Internet/e-mail; Pamphlets/brochures; Postage; Other
Note Course leaders, market approved and registered courses under the banner of the University themselves, subject to the provisions with regard to the University’s corporate image and if it has been approved by the Division for Communication and Liaison of the University (see 14. Marketing in SC Policy).
Course certificates
Types Attendance; Competency; CPD; Envelopes; Postage; Other
Contact: Nelda Titus: [email protected], 021 808 4677 – printing of certificates
Venue and equipment hire
Types Venue; Trip projector; TV monitor; Pointer; Screen; Flip charts; Data projector; Other
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Note Elmien Lovell: [email protected], 021 808 9068 – List of venues
Contact: Jo Venter: [email protected], 021 808 2650 (STIAS)
Travel and accommodation
Types Accommodation; Flights; Local transport costs; Other
Note Elmien Lovell: [email protected], 021 808 9068 – List of B&B
Contact: Anita Steyn: [email protected], 021 808 4389 – requisitions regarding accommodation and flights
Catering and entertainment
Types Meals; Snacks; Drinks; Catering other; Entertainment; Other
If you use STIAS for a venue then the above is included
Other direct costs
Type Other
Note MUST be clarified in budget line description.
INDIRECT COST
Levy Calculated as a percentage on the total income
Types Faculty Levy; Departmental Levy
Note Depends on Dean and or Chair of faculty and or Department
Institutional Levy
Calculated according to formula on all income subject to levy on third stream income
Types Levy on third stream income
see Financial policy no. 2.23 Surcharge on gross third-stream income
Other indirect costs
Type Other
Note MUST be clarified in budget line description.
NET SURPLUS/SHORTFALL
See 6.7 Distribution of profit or loss in the SC Policy for clear guidelines regarding the abovementioned.
Complete Budget
Note: It is recommended that you complete the General Course - and Staff and Approval Information sections before completing the budget.
STEP 1: Get Course Budget pdf
1. Go to Budget section
2. Click Download Budget
IMPORTANT: The system will generate a course specific (header) pdf document with recommended sections to consider - see Budget Consideration Guidelines.
STEP 2: Save Course Budget pdf
1. Choose Save when the file download option prompts you to Open, Save or Cancel.
2. Browse to the Folder where you store all your course related documentation.
3. Name the document appropriately and Save
STEP 3. Complete Course Budget pdf
Browse to the Folder where you stored the pdf document and double click.
The pdf form can now be completed.
Note: Only specific fields can be filled in. The rest is calculated automatically or can only be filled in later i.e. actual amounts.
Hint: It sometimes happens that the lines per section are split across pages which makes it difficult to view as a unit. Change the page view to solve the problem:
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Click View in the menu bar > Page Display > Enable Scrolling
To ADD a budget line:
Click Add
Choose the type from the drop-down list that will appear in the line
To REMOVE a budget line:
Click X
Note: The last line of a section CANNOT be removed.
To change the TYPE of budget line:
Click on the drop-down arrow > scroll to the desired options and click on it.
Note: Options are stored alphabetically and divided into two groups - income and expenditure.
To ADD a Description
Click in the field and type the description.
REMINDER: It is good practice to always fill in the description field but compulsory when choosing the “Other” option from the drop-down list.
Number/Quantity and Tariff/Cost fields
If the total estimated amount per line is not relevant to a Number/Quantity please fill a 1 in the column e.g.
EXCEPTIONS: For specific types the Tariff/Cost field is changed to a percentage.
Note the following types:
Faculty / Departmental Levy = calculated as percentage of total income.
Levy on third stream income = US specified percentage of total income subject to this levy (excludes donations and “internal fees”). It is calculated automatically and cannot be changed.
Distribution of Surplus/Shortfall = percentage of type as set out in Policy.
STEP 4. Collaborate on Budget (optional)
The pdf mechanism to capture the budget details
makes it possible to easily collaborate on the
content of the budget. The document can be
distributed to and updated by all concerned parties.
STEP 5. Upload final Course Budget
Note: Information in the budget document MUST be uploaded to the SCRS database once finalised by all concerned parties.
1. Go back to the SCRS Home Page - see Access the System.
2. Click on the blue name of the course e.g.:
3. Go to the Budget section
4. Click Upload Budget
5. Browse to the finalised document
6. Click Open button
The system will extract the data from the pdf document and capture it to the database.
VERY IMPORTANT: If you want to change information in the budget before submitting the course for recommendation, you need to GET A NEW GENERATED pdf from the system - follow STEP 1 and Step 2 and replace the file on the computer.
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Submit for recommendation and approval
Note: All the required sections and fields must be completed - sections must be indicated as (Complete) - before the system will allow you to submit the course for approval.
If a section is indicated as (Incomplete) it means some compulsory field(s) still needs to be completed - the field(s) will be highlighted with a red border or marked with a red asterisk *.
1. Click Submit for Recommendation in the top line of the Edit Course page
Note: Once submitted no changes can be made to the course or budget information.
Monitor the workflow
The SCRS uses the Oracle Workflow mechanism to control the Approval process of the Short Course.
The Process
The Role Players
Role Description of person
COURSE ADMIN The person who captured the course
FIN. APPROVER Representative of Financial Services
RECOMMENDER Departmental Chairperson or Head of Environment
APPROVER Dean or Head of Centres of Responsibility
SIS CREATOR Representative of the Registrar’s Office
The Course Administrator will receive:
an initial email once the course is submitted;
a notification whenever revision is required;
a notification if the course was rejected or once it is approved.
The notification will include the comments made by the workflow role players.
The Financial Approver, Recommender and
Approver will receive emails according to their
position in the workflow process and depending
on the decision of the predecessor in the process.
This email will notify the person that he/she needs to check the content of the course and/or budget and make a decision based on the content. The person also needs to comment on the content to motivate the decision made.
Once the course has been
approved the SIS creator will
receive an email that the course
can be created on SIS.
The SIS creator will use the Abbreviated Names to create the course as a program on SIS. A Program Code is allocated and linked to the course on the SCRS.
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To check the Course Status
1. Go to the SCRS Home Page > see Approval Status
To view your notification history
1. Go to the Sun-e-HR Home page and sign on with your username and password
2. Click the Full List button in the Worklist area
3. In the View drop-down choose All Notifications > click Go
The list of notification can now be sorted according to any column by clicking on the column name. The arrow next to the column name indicates the sort order.
IMPORTANT: ONLY once the course status is reflected as Approved on the Short Course Registration System, can the course be advertised.
Role Approval Status Reason Workflow
COURSE ADMIN Short course not yet submitted for recommendation
Short course created not yet started
Budget Revision required Fin. Approver stopped approval process
**
Not Recommended - Revision Allowed
Recommender stopped approval process
**
Short Course has been Rejected - Revision Allowed
Approver rejected short course **
Short Course has been approved Course approved by all concerned parties
completed - Course Admin notified
FIN. APPROVER
Short Course sent for Financial review
Course Admin clicked “submit for recommendation”
created - Fin. Approver notified
RECOMMENDER
Budget Checked - Sent for recommendation
Financial Approver signed off workflow
Recommender notified
APPROVER
Short Course has been recommended
Recommender signed off workflow Approver notified
SIS CREATOR
Approved - Awaiting SIS Creation Approver signed off workflow SIS creator notified
** Workflow completed – new workflow will start when user submits for recommendation once revision is done
COURSE ADMIN
Not Recommended - No Revision Allowed
Recommender stopped approval process - no further revision allowed
completed- Course Admin notified
Short Course Rejected - No revision allowed
Approver rejected short course - no further revision allowed
completed- Course Admin notified
Cancelled Used by Short Course System Admin to mark courses as Cancelled
not workflow related
