Licensee Student Administration Website

Compiled by Theo LoeschUpdated by Roelof Schutte Nov 2010

This is a lengthy presentation please request Mr Liebenberg to send us to your licensee to present the training live

Quote: Thomas Mann“Order and simplification are the first steps toward the mastery of a subject”

Accessing Licensee Student Administration on the “new look”

(LSA Website) • Go the UNISA website www.unisa.ac.za • Click on ‘’about’’• And then you will find “licensee” on the right

bottom side of the page. • Or directly = http://lsa.unisa.ac.za/

HOW TO LOGIN

On the left-hand side of the webpage, click in the space provided under “User ID”

Enter your four-digit User code and press the Tab-key or click in the field under “Password”

Enter your password and click on the login button Passwords expires every month

LOGIN

Login to LSA WebsiteUSER CODE AND PASSWORD• User codes are the codes created for each Licensee by UNISA which grants

access to the student information on the UNISA Licensee web site.• The password is the code created by the user. This code must be kept in a safe

place and never revealed to anyone.• When the user code is provided, the initial password will always be

'password', until the user has made his/her first successful logon.• Once the user logged on successfully, he/she will be prompted to change

the password. This is compulsory and the user will not be able to use this site until the password was changed successfully.

• A valid password must be at least 6 characters long, made up from both alphabetic and numeric characters. A maximum of three numerical numbers are allowed.

• When the password is reset at UNISA, it will normally be reset to be 'password' again and the user will be required to change it again after the first successful login.

Enter your four-digit user code. Enter the password that you used up to this point Choose a new password Retype your new password and click submit.

5 >user password

Expired passwords and reset procedure: Send an email to Mr Liebenberg to reset your password ICT will now reset it to the word “Password” Once logged on you will be prompted to change your password Enter your user code on above screen AND your old password NB! “Old password” in this case will be the word “Password” and NOT your old password that expired

Use full links• Calendars/Brochures

– Also use full to give to students– Go to www.unisa.ac.za– Then under “my REGISTRATION” go to “Undergraduate & Honnours”– On the left bottom click on “Download brochures”– To obtain the link highlight the specific brochure– Copy and paste it into an email or document– The link will automatically appear

Click on Undergrad & Hons

Click onDownload brochures

More use full links• Application phase dateshttp://www.unisa.ac.za/Default.asp?Cmd=ViewContent&ContentID=24091

More use full links

• Quotations

https://www2.unisa.ac.za/aol/asp/srrqn01c.asp?system=SOL

393 > QUOTE STUDY FEES Description: On this webpage a quotation for study fees can calculated

The Academic Year will be populated in the relevant field ; Select the country where the student will be writing his/her

examinations. (See notes below) At the Qualification-field, select Undergraduate or Postgraduate.

(See notes below) Enter the Qualification code, only for Postgraduate Qualifications. Select Yes or No if a library card is required. (See notes below) Select Yes or No if the student need to apply for matriculation

exemption. (See notes below) Enter the subject codes as reflected in the relevant calendar.

Should automaticallybe populated

Check specific foreign levies. Cat A = AfricaCat B All other

NB!

IMPORTANT: Refer to the “my Registration” Brochure regarding the relevant Foreign Levy.

Should the student initially register with a South-African address and/or examination centre, any changes after registration on of the address or examination venue to a foreign country will automatically charge the applicable foreign levy, per module/subject, on the student’s account

Undergraduate studies includes: all formative and professional undergraduate qualifications (E.g. BCOM, BA,

BCOMPT, BSC) all vocationally orientated qualifications (E.g. National Higher Certificates,

National Diplomas) Postgraduate studies includes:

all formative and professional postgraduate qualifications (E.g. Honours, Masters and Doctors degrees)

all vocationally orientated qualifications (E.g. B-Tech and M-Tech degrees)

See NB! Library Card: Only students that will be visiting any one of the main campuses, i.e. Muckleneuk or Florida campus, and wishes to make use of the Unisa library need to apply for this card. Refer to the Information Brochure regarding costs involved.

Matriculation Exemption: Refer to the admission requirements for that specific qualification.

More use full links

• Previous years calendars ONLY from the year 2000 onwards• Not available to students online yet, but it has been requested that

it be published on our web

http://staff.unisa.ac.za/idept/vos/

\

Click on Unisa Calendar

Next page will contain the archived calendars

Terminology and icons explained User • A user is anyone who is permitted to login to the LSA website and a User code was

issued by UnisaUser Code • The user code is a unique 4 digit numerical code assigned to a particular user.Password • The password is used together with the user number to gain access to the Student System

and must be kept secret. • A valid password must be at least 6 characters long, made up from both alphabetic and

numeric characters. A maximum of three numerical numbers are allowed.Function Nr • The function number is the number allocated to a particular function that the Student

System allows the user to perform. Admin Online Menu• This is the list of all the functions that you have available to you. It appears on your

screen as soon as you have successfully logged in and clicked on the “student system functions” -tab.

System CodesDescription: These are the codes generally used by Unisa on its Student

System and LSA

Registration Periods

1 = 1st Semester 2 = 2nd Semester

Registration Status

RG = Registered CA = Cancelled (Forfeit a percentage of fees)

AC = Admin Cancellation (Cancelled, no fees forfeited). This cancellation will only be done by a supervisor/Manager of Unisa under special circumstances.

NC = No Cancellation

Language & Qualification

Only E = English and A = AfrikaansQualification

Five-digit numeric number used to identify Unisa qualifications e.g.: 02011

Five-digit alphabetical letters used to identify National Diplomas, B-Tech and M-Tech degrees

Refer to calendar for specific code

ADMISSION CODES

0 - Not decided 1 - No admission 2 - Admission3 - Admission due to

Military service4 - Admission due to

previous years

5 - Admission for other reasons

6 - Exam cancelled (before admission)

7 - Withdrawal from exam

8 - Supplementary Exam cancelled

SUPPLEMENTARY EXAMINATION CODE

1 - Not applicable 2 - Aegrotat3 - Clash of dates 4 - Admin5 - Special

6 - Miscellaneous7 - Supplementary8 - Crouse case9 - Follow up

BOOKMARK THIS PAGE

Press Ctrl+D or Click on Favourites and Add Favourites

and Click on Add

* Note:The word “Colleges” will be replaced by

“Licensees” in future

USER PASSWORD

This function is used to change your password. A similar webpage will appear if this is the first time you

login to LSAedutoit@unisa.ac.za

Click on “student system functions”

Student System Functions Main Menu

On this webpage you will find a list of menus that you click on to perform specific queries and actions

This menu of services will be extended as more functions are made available for Licensees on this website.

To access a menu, simply move your mouse pointer over a desired menu and on the menu once.

94 > STUDENT NUMBER SEARCH

This function is used to search or lookup a student number with limited information of the student available.

* Note:Never use a student number unless you are

100% sure that it is the same student

Enter criteria at on or more fields. If the student has more than one initial, enter a space between each initial. (e.g. A B C instead of ABC) If you change the search for Address field to no, only the magisterial district will be displayed Click on “Display” and all students’ matching the search criteria’s details will be displayed.

96 > STUDENT PERSONAL INFORMATION

Description: On this webpage some of a student’s biographical information can be

viewed

Enter the student number and click on “Display”

PERMISSIONS

If this student is not registered at your Licensee, the following screen will be displayed:

Any updates or changes must be requested in writing to Licensee@unisa.ac.zaChanges can be made when registering online or by completing a registration form.

113 > Flags per Student

• A flag is an indicator of an outstanding item or an indicator that there it something specific to take note of on a student’s record.

• AME flags are in the 300 range• Application flags are in the 500 range

Example of AME flags

Another example of AME flags

Example of Application flags

135 > STUDENT ACADEMIC RECORD

Description: On this webpage a student’s academic record can be viewed.

Important:This function is for office use only. It may never be

printed and issued to anybody Click on the link “135 >student academic

record” Enter the student number and click on

“Display”

You can view each qualification’s academic recordby clicking on the qualification code

An unofficial academic record for office use only will be displayed for the selected qualification

137 > STUDENT STUDY UNITS

Description: On this webpage, a student’s current registration status can be viewed

• Click on the link “137 >student study units”

• Enter the student number and click on “Display”

• A similar webpage will be displayed:

Assignments: See note below

ASSIGNMENTS• To view a student’s assignment progress, click on the link as shown

above• The following detail will be displayed:

• Study Unit• Semester or Cycle registered for• Registration status• Language registered in (English or Afrikaans)• Qualification code and description• Assignment number• Percentage• Credits awarded towards total• Date received• Date returned• Cancellation status

• Refer to page 2 for details about the codes used.

155 > ITEMS PER STUDY UNIT LIST

Description: On this webpage, information about items issued per subject/module can

be viewed Click on the link “155 >items per study

unit list” Enter the year and subject/module code

and click on “Display” A similar webpage will be displayed:

342 > STUDENT EXAM TIME TABLE

Description: On this webpage a student’s examination timetable and examination

venue can be viewed• Enter the exam year, exam period, student

number and practical type (if applicable);• Click on “Display”• A similar webpage will be displayed:

EXAMINATION TIMETABLEPLEASE NOTE:

This is not an official examination permit Only admission permits issued by the Department:

Examinations and Assessment will be accepted. Any discrepancies must be queried with the

Examinations department directly. exams@unisa.ac.za Please note the applicable closing date before each

examination for venue changes etc. If the student was not registered through your Licensee

and Branch, you will not be able to view his/her examination timetable. A similar screen would be displayed:

373 > STUDENT EXAM RESULTS

Description: On this webpage a student’s examination results and possible

Supplementary Examination dates and times can be viewed.

Enter the exam year, exam period and student number ;

Click on “Display” A similar webpage will be displayed:

421 > LIST STUDENTS PER EXAM

Description: On this webpage you will be able to view all the students registered to write examinations at your

examination venue Enter the examination year, exam period and study unit; Select criteria:

Registration Status, refer to codes on page 3. Admission Status, three options Supplementary, three options

Start student number (optional) Click on “List” A similar webpage will be displayed:

Refer to Admission and Supplementary codes on page 5

463 > DISPLAY/PRINT COLLEGE ACCOUNT

Description: On this webpage your Licensee account and a student’s account can be viewed.

Two options:Account Per Student

Enter the academic year and student number. Click on “Display Student”

Account per Licensee Enter the Academic Year, Account Type and

Branch Code; Click on “Display Account”

Account Per Student

Account per Licensee

566 > EXTRACT COLLEGE EXAM RESULTS

Description: On this webpage your Licensee’s students’ examination result can be extracted Your account number and branch code, with a

description will automatically be populated. Enter the Exam Year an select Exam Period; Previous reports are displayed below the line,

you can select the desired report Click on “Extract File”

Click on “Extract File”

A similar webpage will be displayed:

APPLICATION FOR A STUDENT NUMBER

This must be used for new students only. Please visit:

http://applications.unisa.ac.za/ The Your Choice@Unisa must be

consulted when completing this online form.

WEB APPLICATIONS

On this webpage you will be able to:

Apply for a registration of a student via the Internet

Apply for study unit additions Apply for study unit cancellations

Login here again with your four-digit user code and password.E.g.: 4512Password unisa-bse

POSSIBLE ERROR MESSAGES:

• Failure to complete all the field will result in the following error code when clicking on the “NEXT” –button:

If the information you have entered does not correspond with the data on the database, the following message

will be displayed:

If a student is already registered you will receive the following message:

When you see this message, you should go to “Study unit additions” Refer to the next topic.

Description More informationContact number Very important for courier purposesExam centre Drop-down arrow for selection availableHome language Drop-down arrow for selection availableNationality Drop-down arrow for selection availablePopulation group Drop-down arrow for selection availableOccupation Drop-down arrow for selection availableEconomic sector Drop-down arrow for selection availableIn which format would you like to receive your registration material (Calendars etc.) in future?

This is the format for future Calendars and Brochures to be sent to the student

May your name, e-mail address and contact details be given to fellow students for academic purposes?

Students can choose this option for the purpose of formulating study groups etc.

Do you have any current or previous registrations or qualifications at tertiary institutions?

Concurrent registration at two approved South African Universities is not allowed without permission from both Universities. If you have already registered, or intend to register concurrently at another approved South African University for 2008, supply the following information. Compulsory for exemption purposes

Here you can change the language in which you wish to study a particular subject. Only English

and Afrikaans are available choices.This screen will indicate your selection of semester

or cycle you indicated. An option to select subjects for non-degree

purposes can be selected in the appropriate field. This option should only be used after consulting with an Advisor at the Licensee section or as per

instruction from Unisa.If everything is in order, click “NEXT”

CONFIRMATION OF APPLICATION

• Only after the application was successfully submitted, a confirmation screen similar to the one below will be displayed. VERY IMPORTANT: THIS IS NOT A

CONFIRMATION OF REGISTRATION. THE STUDENT’S

SUCCESSFUL REGISTRATION WILL ONLY BE CONFIRMED BY UNISA

VERY IMPORTANT:

FOR ALL REGISTRATIONS DONE ONLINE, THE STUDENT MUST

SUBMIT A FULLY COMPLETED REGISTRATION FORM, TOGETHER

WITH THE DECLARATION FORM (where applicable). THESE

DOCUMENTS MUST BE FILED AT THE LICENSEE FOR RECORD AND

AUDIT PURPOSES

Study Unit Additions

• If a student has already registered for any semester in an academic year, this function should be used if a student wishes to register for more modules

POSSIBLE ERROR MESSAGES:

• Student not registered– The student is not

registered for this academic year.

– You should apply on “Web registration”

POSSIBLE ERROR MESSAGES:

• Additions not allowed– The registration cycle might

be closed for any additions,– The Cycle/Semester period

is invalid for the subject– The student is not registered

with your Licensee

POSSIBLE ERROR MESSAGES:

• Not all the fields were completed– All the fields are

compulsory to complete.– Failure to complete all the

field will result in the following error code when clicking on the “NEXT” –button:

FIELDS TO COMPLETEDescription More information

Student number, initials and surname This information will be displayed on the top of the page

Current registration The qualification the student is currently registered will be displayed

E-mail address The student’s e-mail address must be entered

Closing dates

Provisional examination timetables

Full year and semester modules/subjects You will only be able to select the modules/subjects that are still available for registration

Whatever you select from the appropriate drop-down menus will be automatically populated in the fields below

Example of a drop down menu:

IMPORTANT:

Ensure that the student is aware of the provisional examination dates. You should advise the student to compare his/her

current examination dates, prior to applying for any additions

• To complete the transaction, click on “Submit Additional Study Units”

• After successful submission of the application, you will receive a confirmation screen similar to the one below:

STUDY UNIT CANCELLATIONS ON LSA

• Login to Licensee Online (LSA)• Click on the “web applications” –field (see

callout nr 1)• Then click on the “Study unit cancellations”

–field (see callout nr 2)

POSSIBLE ERROR MESSAGES:

• Student not registered (Refer to example earlier)

• Cancellations not allowed– The registration cycle might

be closed for any cancellations,

– The Cycle/Semester period is invalid for the subject

– The student is not registered with your Licensee

POSSIBLE ERROR MESSAGES:

• Not all the fields were completed (Refer to example earlier)

Confirmation page:

Ensure that only the subjects the student wish cancel is displayed on this page

After successful submission of application, you will see a similar

page:

IMPORTANT INFORMATION• This is only an application for cancellation on the student’s behalf.• The actual cancellation will be performed by a Unisa Licensee

Advisor.• Confirmation will be send if the application for cancellation was

successful.• The Licensee would be informed regarding the outcome of the

cancellation. • The Licensee must communicate the result to the student as agreed

with Unisa in the Licensee contract and the Memorandum of Understanding (MOU) as well as the Memorandum of Agreement (MOA)

• Do not instruct the student to contact Unisa, or the Licensee section for the result.

• Results can also be viewed on the LSA Website

General misunderstandings 1) Licensee online registrations are live

Advisors only receive the online registrations that had problems and/or error messages

Please try to resolve the error messages on your side

Rather complete a registration even if it means you can only register the student for one module

Send an email to licensee@unisa.ac.za to help you resolve the matter OR do online addition for the unsuccessful modules

General misunderstandings cont

2) Can semester changes be done on the licensee online?

NO The reason:

Semester changes are done free of charge before the relevant closing date for registration

Therefore an advisor must first do an admin cancellation(cancellation with full refund) then ADD the module for the new period

General misunderstandings cont

• Please DO NOT do a normal online cancellation and then a online addition. This creates complications for the student = fees are forfeited in which event an addition cannot be done

• Procedures:– Send and email to licensee@unisa.ac.za requesting for

the exchange of semesters please provide module codes– Complete the required form with your licensee stamp,

scan and email it to the above email address