Maintain Examiner Detail {SEXAM-8}

This option may be used to create records in respect of persons from outside the institution who will be involved in the examination process.

The employees may be linked to the examination papers in which they will be involved in Activities for Exam Papers {SEXAM7-2}.
Only Appointment Types {PACS-1} where the field "May Others Create?" is equal to (Y)es and the field "Paid by Claim" is equal to (C)laim, may be used in this screen.

The option consists of two blocks, the first containing the biographical information for an examiner and the second containing (optional) qualification information on the examiner.

Fields in this option:

Box 1 : Examiner Details

Field	Type & Length	Description
Personnel Number	N9	The Personnel Number of the person. Refer to the documentation on Personnel Biographical {PBOP-1} detail for more detail.
Surname	A30	In this mandatory field (and also First Names below) the system will accept both upper and lower case characters. An internal convention in this regard should be established by the institution to ensure consistent and neat reports.
First Names	A40	This is a mandatory field.
Initials	A6	Up to six Initials, preferably without embedded spaces, must be entered.
Title	A4	This is a mandatory field. The Title should preferably be in the person's preferred language for correspondence purposes. Titles may be maintained in Title Types {GCS-9}.
Gender	A1	This field is mandatory. (Male / Female).
Birth Date	DD-MON-YYYY	For South African Institutions, the system will validate that the first 6 numbers of the ID number correlate to the birth date.
Preferred Language	A1	The Language Preference of the employee. - (E)nglish or (A)lternate. This may be used when correspondence is sent to the person through the Correspondence Menu {PAM-4} or when payslips are produced.
Marital Status	A1	This field is mandatory. Allowed values are Divorced, Married, Single and Widow. The <LIST OF VALUES> function shows allowed values.
Group	A2	The Group Code for this person, as defined in Group Codes {GCS-7}. The field is optional.
ID Number	A13	The system does not check on the control digit in the identification number. A <LIST > facility is provided to show all persons with identical ID numbers in order to minimize the duplication of personnel records. When the cursor is moved across this field and a duplicate number is entered, the message “ID Number already exists” appears at the bottom of the screen; when the user acknowledges the message, the personnel numbers, surnames, initials, gender and dates of birth of the individuals will display in a "pop up" screen. The check on the ID number is done on the first 10 digits. For South African Institutions, the ID number is mandatory if The Nature of Person is A,C or M, but optional if the Nature of Person is B.
Passport Number	A15	The employee's Passport Number may be recorded here. For South African Institutions, the Passport Number is mandatory if the Nature of Person is A, C or M and the ID number is not recorded. A <LIST> facility is, provided which will show all persons with identical Passport Numbers in order to minimize the duplication of personnel records. When the cursor is moved across this field and a duplicate number is entered, the warning message “Passport Number already exists” appears at the bottom of the screen. When the user acknowledges the message, the personnel numbers, surnames, initials, gender and dates of birth of the individuals will display.
Country of Issue	N4	The Country that issued the passport as defined in Citizenship Codes {GCS2-6} may be recorded in this field.
Issue Date	DD-MON-YYYY	The Issue Date of the passport may be recorded in this field.
Expiry date	DD-MON-YYYY	The Expiry Date of the passport may be recorded in this field.

Box 2: Appointment Details

Field	Type & Length	Description
Appointment Date	DD-MON-YYYY	The date of the person's most recent appointment at the institution (i.e. if the person's service has been interrupted, the date of re-appointment will be displayed here via the service record). A future date may be entered i.e. a personnel record can be created before a person actually joins the institution. This field cannot be updated. See Service Records {PBOP-2} for detail on promotion or re-appointment of personnel.
Post	A4	The code of the Post {PACS-4} that the employee will fill for the duration of the Service Record.
Rank	N5	The Rank {PACS-2} of the employee for the duration of the Service Record. This field is mandatory. The default value is the Rank that is linked to the Post {PACS-4}.
Appointment Type	N2	The Appointment Type {PACS-1} of the employee for the duration of the Service Record. Only Appointment Types with no Inactive Date, or where the Inactive Date is after the Appointment Date may be used.
Resignation Date	DD-MON-YYYY	The date on which a person resigned, or intends to resign. The field may be entered when a new record is created, but may not be updated for existing records. Resignation dates for existing records may be maintained in Service Records {PBOP-2}. Persons who have resigned should be retained in the system for a number of years and may then be removed with Delete a Person {PAMT-2}.
Stats Category	N2	The Stats Category of the person for the duration of the Service Record. Refer to the documentation Service Records {PBOP-2} for more detail.
Campus Code	N2	The (main) campus on which the person is active as defined in Campus Codes {SPCS-1}. This field is mandatory for all staff. The user restriction Personnel access per Campus (PCAM) may be used to restrict user access to records of employees to selected campuses. Refer to Maintain User Restrictions {PAMT-1}, for more detail.
Employer	A40	The name of the full time Employer of the examiner may be entered here.

Box 3: Tax and Service Record Detail
Only paid by Claim personnel may be appointed on this menu option. For more information regarding the salary or paid by claim indicator see menu option {PACS-1}. Mandatory fields are displayed in B.

Quick Biographical Create for Paid by Claim Personnel Continue.

This page contains the tax and UIF service record data. The same data fields appear on menu option {PBOP-2} Block 3 Page 3. When appointing a person for the first time the information entered here will be validated against the same validation and processing rules that apply when a service record is entered for promotion or insert of new conditions. For more detail see Service Records {PBOP-2}.

Field	Type & Length	Description
Nature of Person	A1	Refer to the Service Records {PBOP-2} for more information.
Foreign Tax Employee		Refer to the Service Records {PBOP-2} for more information.
UIF Employment Status	A2	Refer to the Service Records {PBOP-2} for more information.
UIF Reason for Non Contribution	A2	Refer to the Service Records {PBOP-2} for more information.
Fixed Tax Rate	A1	Refer to the Service Records {PBOP-2} for more information.
Income Tax Number	A20	The employee's reference number with the above Receiver of Revenue. No validation is done on this field.
Service Record Indicator	A2	Refer to the Service Records {PBOP-2} for more information.
CC, Company, Trust number or Asylum Seeker Permit No.	A16	Refer to the Service Records {PBOP-2} for more information.

Box 4: Contact Detail

See Contact detail for more information.

Example:

Box 5, 6 and 7: SARS Home Address, SARS Postal Address and SARS Business Address

These Boxes are only available for South African Institutions and allows for the entry of Residential- and Business Addresses in the format required by the South African Revenue Services when new Personnel Members are appointed.
The fields may only be entered for when new Personnel Members are appointed and maintenance is done through Personnel Business and Residential Addr {PBOP-12}.
It is not possible to capture the primary physical (H) address (home/residential) in the standard address format in the ITS Systems, providing that the a Primary Address is defined on {GCS-24} for System Type 'P'.

If no business address exists for an employee, the Employer's physical address as entered in "Institution Physical Address" {GCS-12 will be used instead by "Generate IRP5s and IT3A's {FPRT-1}

Field	Type & Length	Description
Unit Number	A5	Indicates unit number of the address of the employer.
Complex	A25	Indicates the complex address of the employer.
Street Number	A5	Indicates the street number of the address of the employer.
Street/Name of Farm	A25	This is a mandatory field. Indicates the street/name of farm of the address of the employer.
Suburb/District	A34	Indicates the suburb/district of the address of the employer.
City/Town	A23	Indicates the city/town of the address of the employer.
Postal Code	N4	This is a mandatory field. The Postal Code can be entered here. Postal Codes, as defined under {GCS2-2}. The <LIST> function will display all valid codes. When using the <LIST> function, the description of the code, will be displayed on the last line of the address. If the <LIST> function was not used, no description will be entered on the last line of the address, it may not be updated in this option.

Example:

Qualification Button: Qualification Information {SEXAM-8 Qualification button}.

This block is identical to {PBOP-8} and is fully discussed in the Resources Manual.

Example:

Processing Rules
1	If a new Service Record is created, an entry for the employee will be created in the Salary Notch Records in the Fixed Salary Detail {FPRI-1} with Effective Date equal to the Start Date of the Service Record and the Notch equal to 0.
2	The creation of a new service record for a personnel member will be blocked if a Personnel Indicator {PBOP-22} for the person exists where The Indicator is linked to External Conversion Code "DPN - Indicator for Invalid Numbers", External Body "IPN - Invalid Personnel Numbers" (Refer to External Conversion Codes {GOPS-21}) The End Date in the Personnel Indicator - record for the person is not entered or is before the Start Date of the new Service Record The field "Applicable" on the Personnel Indicator is set to (Y)es. This validation is done by database trigger paq01trg.

Processing
Rules

If a new Service Record is created, an entry for the employee will be created in the Salary Notch Records in the Fixed Salary Detail {FPRI-1} with Effective Date equal to the Start Date of the Service Record and the Notch equal to 0.

The creation of a new service record for a personnel member will be blocked if a Personnel Indicator {PBOP-22} for the person exists where

The Indicator is linked to External Conversion Code "DPN - Indicator for Invalid Numbers", External Body "IPN - Invalid Personnel Numbers" (Refer to External Conversion Codes {GOPS-21})
The End Date in the Personnel Indicator - record for the person is not entered or is before the Start Date of the new Service Record
The field "Applicable" on the Personnel Indicator is set to (Y)es.

This validation is done by database trigger paq01trg.

Date	System Version	By Whom	Job	Description
10-Jan-2007	v01.0.0.0	Allie de Nysschen	t126911	New manual format and date effective notches.
23-Apr-2007	v01.0.0.0	Charlene van der Schyff	t133967	Insert correct pictures. Remove long links. Update manual.
07-Jun-2007	v01.0.0.0	Frans Pelser	T137726	Inactive Date on Appointment Type.
30-Aug-2007	v01.0.0.0	Allie de Nysschen	t138771	New Hemis changes (see t142756).
26-Sep-2008	v01.0.0.1	Frans Pelser	T151619	Functionality to block the creation of a new service record for certain personnel indicators.
01-Dec-2008	v01.0.0.1	Magda van der Westhuizen	t151124	Update manual: Language Editing: Juliet Gillies.
01-Mar-2012	v03.0.0.0	Frans Pelser	T180941	Add Service Record Indicator
28-Feb-2024	v04.1.0.0	Sarah Seeletse	F262361	Manual update after ADF conversion