Details of Alumni {SALUM-4}

This option is used to capture detail on Alumni.

The following information groupings are captured on the different tabs:

Biographical information
Address and Communication detail
Address / Communication list
Alumnus indicators
Contacts
Relatives
Qualification Results
Alumnus Work History
Merit Award detail

Block 1: Alumni Biographical

Alumni biographical detail can be entered into the system in different ways:

Student details can be copied from Student biographical information. It can be updated and amended here if required.
{SMNT4-1} can be used to copy Student biographical information for students that are no longer active.
New Alumni can be added manually using this option if the number does not exist anywhere in the system.

Field	Type & Length	Description
Alumnus Number	N9	Alumnus idendifying number. Most often contains the original student number
Title	A5	The title of the person selected from {GCS-9}
Initials	A6	The initials of the person.
Surname	A30	The surname of the person.
First Names	A40	The first names of the person.
Nickname	A15	An informal first name of the person (optional).
Maiden Name	A20	The maiden name of a married woman.
Mailing Title	A15	In the case of a married couple, who are both alumni, it might be appropriate to address correspondence to “Mr and Mrs”. Such information can be entered in this field and will be used in preference to the normal title in correspondence generated by the system.
Post Returned	Yes / No	The field is used to indicate whether post has been returned to the institution. Letters and labels will not be printed for people with a (Y) in this field.
Marital Status	A1	The allowed values are (M)arried, (S)ingle, (D)ivorced or (W)idow(er).
Gender	A1	The allowed values are (M)ale or (F)emale.
Preferred Language	A1	The valid values are (E)nglish or (A)lternate.
Date of Birth	DD-MON-YYYY	The birth date of the alumnus.
Date Retired	DD-MON-YYYY	The retirement date, if applicable.
Date Deceased	DD-MON-YYYY	Alumni can only be removed from this system when a date has been entered in this field.
Citizenship	N4	The country of which the Alumnus has Citizenship is selected from {GCS-26}. The citizenship description is displayed.
Industry Code	A4	The industry in which the alumnus is now working can be selected from {COOPC-2}. The industry is displayed.
Undertaking	A160	If there is an undertaking or commitment from the Alumnus to contribute to institutional funds, the details can be recorded here. Although only some 60 characters are visible on the screen at one time, up to 160 can be entered, as the display will scroll when more than 60 characters are entered.
Country of Origin	A4	Citizenship from {GCS2-6}. The name is displayed.
Province	A2	Province code from {SCODE-43}. The province name is displayed. The Province is mandatory for Alumnus residing in South Africa.
City	A5	City code from {SCODE-44}. The city name is displayed. City is mandatory for Alumnus residing in South Africa.
State / Region	A6	State or Region from {SCODE-45} The state/reqion name is displayed. The State/Region is compulsory for Alumni from outside of South Africa.
Page 2
Alumnus	A60	Display only field for Alumnus number, Initials and Surname.
Occupation	A4	The current occupation of the Alumnus from {SCODE-21}
Employer Name	A5	The current Employer Code from {GCS-2 2}. If the user does not want to use the existing code structure, the description field (A60) can be completed.
Payment Method	A1	The payment method used by the alumnus. Valid values are (A)CB transfer or Che(Q)ue.
Bank Code	N2	The bank code for the bank of the alumnus.
Bank IT	N6	The IT number of the debtor's bank.
Bank Account Number Suffix.	N4	Enter Bank Account Number Suffix.
Account Number	N24	The account number of the debtor.
Account Type	A1	The Type of Account, i.e. (C)urrent, (S)avings or (T)ransmission.

Example: Block 1 Page 1:

Example: Block 1 Page 2:

Block 2: Address / Communication Detail

Field	Type & Length	Description
		Refer to the Operational Manual for Addresses.

Block 3: Address/Communication List

Field	Type & Length	Description
		Refer to the Operational Manual for Addresses.

Block 4: Alumnus Indicators

This Block is used to link alumnus to Indicators that contain additional information or Interests. Apart from ad hoc queries, this facility is also used for producing letters, lists and labels, as set out below. The applicable fields are:

Field

Type
&
Length

Description

Alumnus Number

The number of an existing alumnus.

Indicator

This is the code of the indicator from {SALUM-6}. The English and Alternate descriptions are displayed automatically.

Answer

Either a (Y)es or a (N)o can be entered here to indicate if the particular indicator is applicable to this person or not.

Remarks

A256

Any Remark that may be relevant may be entered here. Typical Records could be, for example:

IND	NAME OF INDICATOR	ANS	REMARKS
MA	Receives Alumni Magazine	N	Husband Receives one
GL	Golf Player	Y	Park Club 12 handicap

Example:

Block 5: Contacts

Maintaining contact with alumni is an important part of the task of an Alumni Office; the purpose of this section is to keep note of all contacts. The available fields are:

Field	Type & Length	Description
Alumnus Number	N9	The number of an existing alumnus. The surname and initials will be displayed.
Contact Date	DD-MON-YYYY	The date of the particular contact.
Description of Contact Made	A256	Possible entries could be: Change of address Attended meeting in Cape Town, etc.

Example:

Block 6: Relatives

In many cases, an institution has contacts with a family that may span generations; and in other cases both a husband and wife may be alumni. This Block allows for the recording of such information. The fields that can be entered under this option are:

Field	Type & Length	Description
Alumnus Number	N9	The number of an existing alumnus. The surname and initials will be displayed.
Relationship	A1	The type of relationship in respect of this alumnus. The allowed values are: (F)ather, (M)other, (H)usband, (W)ife, (S)on, (D)aughter, (O)ther.
Relation Alumnus Number	N9	If the relative is also an alumnus or an active student, the number can be entered here.
Date of Birth of Relation	DD-MON-YYYY	The birthday of the relative.
Relation Name	A30	The name of the person, title, initials and surname are entered in this field.
Remarks	A27	Any relevant remark about this person. Note that in cases where the relation is also an alumnus, it would be appropriate to create two records; one for each person.

Example:

Block 7: Qualifications Results

This is a query-only Block that displays the qualifications that have been awarded in respect of current students; the same screen as {SSTUD7-2}, TAB - Qualification Results.

Example:

Block 8: Alumnus Work History

In this block, the work history of the Alumnus is maintained. The fields that can be entered under this option are:

Field	Type & Length	Description
Alumnus Number	N9	The number of an existing alumnus. The surname and initials will be displayed.
Start Date	DD-MON-YYYY	The Start date of service at this Employer.
End Date	DD-MON-YYYY	The End date of service at this Employer. This field can be left empty if the Alumnus is still working for this Employer.
Employer Code	A5	The Employer Code. The Code structure has been added at {GCS-22}. The <LIST> function will display all valid codes. The employer Name will be displayed.
Position Held	A30	Type in the Position held by the Alumnus at this Employer.
Remarks	A250	Any relevant remark on this Work History record. To move to the next remarks field, press the Tab key.

Example:

Block 9: Merit Award Details

This is a query-only Block, displaying the merit awards that have been awarded to current students, the same screen as {SSTUDY-24}.

Example:

Block 10: Previous Qualification

This is a query-only Block that displays the Previous Qualifications from other Institutions, which the Alumnus have done in respect of current students; the same screen as {SREGB-7}, TAB - Previous Qualifications.

Example:

Processing Rules
	No special processing rules.

Date	System Version	By Whom	Job	Description
15-Dec-2006	v01.0.0.0	Amanda Nell	t133988	New manual format.
10-Jul-2007	v01.0.0.0	Hermien Hartman	T133988	Edited Manual.
18-Nov-2008	v01.0.0.0	Magda van der Westhuizen	t152259	Update manual: Language Editing: Juliet Gillies.
13-Apr-2015	v03.0.0.0	Charlene van der Schyff	t206469	Added Item and Details for Bank Account Number Suffix.
17-Aug-2021	v04.1.0.0	Esther Nel	t248849	Capture additional information on Alumnus Work history
16-Aug-2021	v04.1.0.1	Precious Matshaya	T249837	Images replaced INT 4.1