Brief Biographical Detail {SNAPP-2}

This option is used to capture limited information relating to new applicants, who will be allocated new student numbers.

The Full Biographical Record of the applicant can be entered using option {SREGB-1}. In the case of an existing student on the system, or even an applicant from a previous application cycle, who has not yet been deleted under option {SNAPP-6}, there is no need for a biographical record to be created.

If the institution receives many applications, of which only a relatively small percentage will eventually result in registrations, it would not be worthwhile to enter the complete biographical information of all applicants. This option provides an alternative where only the information that is relevant to the selection process is entered. It will then only be necessary to update the full biographical data in the case of those applicants that eventually register.

These fields are a sub-set of the total biographical information that exists under option {SREGB-1}.

Panel Box 1: Search

Search for a student on either 'Student Number', 'Surname', 'ID Number', 'Passport Number' or 'First Names'. Use the 'Advanced' button for more search functionalities.

Panel Box 2: Biographical Student:

Student Number	N9	The size of the Student Number is determined by the value entered in option {GCS-1}. The system can operate on either a Modulus 11 student number or, alternatively, on any number. The choice between the two modes of operation is set via the “Validation Control” option {SMNT-1b1}, validation “11”. If Modulus 11 numbers are to be used, the numbers may be generated by the system by using option {SNAPP-4}. It may be useful if the year of first registration of the student is used for the first four digits of the number, but the system does not depend on this. Should the institution make use of the facility to generate Student Numbers automatically, the Student Number is not entered and the system will allocate a Student Number on 'Save'. A new field was added to the background of {GCS-1} to limit the range of student numbers. If this field is empty, any number can be typed in the Student Number field, if the field has a value then the program won't allow the Student Number field to be updated.
Year	YYYY	The Calendar Year of the latest registration cycle under {SREG-1} / {SDREG-1} for type (R) is used as the default value. This value is used when the system must generate a student number. The system will check in option {SMNT-7} for the next student number for this year to be generated. The user may change the year. Note that the year, that is used in option {SNAPP-2} will be the Calendar Year of the latest Applications Cycle (A) and not the Registration Cycle (R). Note: The field "Search on Surname" can only be reached by pressing <PREVIOUS FIELD>, as this field is not normally used when a new record is entered or queried.
Panel Box 3: Personal Details
Title	A5	The Title of the student should be entered in the preferred language of the student. The values as defined in {GCS-9} may be viewed with the <LIST> function.
Initials	A6	Enter the Initials of the student. To ensure neat reports, a convention in respect of Initials should be established before take-on of information starts.
Surname	A30	The system will accept upper and lowercase characters as input here. To ensure neat class lists and other reports, a convention in respect of upper and lower case characters should be established before take-on of information starts.
Alternative Surname	A30	The system will accept upper and lowercase characters as input here. An alternate surname can be entered here for students who may be known under more than one surname, e.g. an English and Irish version of the surname, or an English and Xhosa version of the surname. This is a non-mandatory field.
First Names	A40	The system will accept upper and lowercase characters as input here. First Names of students are entered here. In the exceptional case where 40 characters may be insufficient, this fact may be indicated in the “Administrative Comments” field.
Alternative Names	A40	The system will accept upper and lowercase characters as input here. Alternative First Names can be entered here for students whose first names may differ in another language, e.g. an English and Irish version of the first name, or an English and Xhosa version of the first names. This is a non-mandatory field
Citizenship	N3	The codes as created in option {GCS2-6} can be used here and these codes are linked to the codes which are defined in STATS Table 2.8. An Active indicator field has been added to mark the Citizenship Code as active Y(es) or N(o). The code 100 has been added in respect of South African citizens to make this field applicable to all students. The values may be viewed with the <LIST> function and will only display Active Citizenship Codes. A System Operational Definition (SOD) 'CR' for sub system 'BI' were added in {SMNT-12}. Please Note: 1. If the country code in {GCS-1} is set to 'IRL' (i.e. Ireland); the prompt for this field will appear as 'Citz / Nationality' with a different underlying data base column and the value entered will be an 'Alpha Numeric' value. The values used for this validation on {SMNT-12} for 'SOD' = 'CR' / 'BI' must be 'Alpha Numeric' values as well. The 'LOV' will only display Active Citizenship Codes. 2. If the country code in {GCS-1} is set to 'RSA' (i.e. South Africa); the prompt for this field will appear as 'Citizenship' with a different underlying data base column and the value entered will be a 'Numeric' value. The values used for this validation on {SMNT-12} for 'SOD' = 'CR / BI' must be a 'Numeric' value as well. The 'LOV' will only display Active Citizenship Codes.
Birth Date	DD-MON-YYYY	Enter the Date of Birth of the student.
Gender	A1	Gender of the Student - allowed values (M)ale and (F)emale.
ID Number	A13	Enter the National ID number of a student. In the case of South African students, a validation is done on the ID number. It checks that the: Number is 13 characters long Last digit in the ID number conform to the rules of the check digit. Student's gender is correct according to the ID number Student's date of birth is the same as in the ID number. The program also checks that the number does not already exist in respect of an existing or past student. In the case where the number already exists, an error message will be displayed informing the user that the ID number already exists in the biographical table. Next to the 'ID Number' field 'Override Duplicate Student ID's' will displayed and when the user click on it, an popup function will displayed the duplicate records consisting of the Student Number, Title, Initials, Surname, Birth Date and Gender of any student with the same ID Number. The user will be asked to enter an overriding user id, password and the reason for overriding the ID. The overriding user must be linked to the user access restriction type SDID on {SMNT-5}. If the user press No or Cancel on the LOV or on the overriding Message Box, the ID field will be cleared. If user press OK button on the LOV, a message will be displayed prompting the user to indicate if the ID check should be overridden. The program will also check if the number does not exist in the table for “Students Excluded Elsewhere”. The check on the ID Number is done on the first 10 digits. {SREGL-3} with validation “EX” on {SMNT-1}. If the Country Code is 'IRL' the Personal Public Service (PPS) Number will be displayed instead of the ID Number. If the student's citizenship is equal to the Alpha valued entered for the SOD, then the ID Number field is mandatory If the student's citizenship is not equal to the Alpha valued entered for the SOD, then the Passport Number field is mandatory If no value is entered in this field, neither of the two fields will be mandatory. For further information about the PPS number follow the link below: http://www.citizensinformation.ie/en/social_welfare/irish_social_welfare_system/personal_public_service_number.html
The following fields need to be entered when a user wants to override a duplicacte ID. The overriding user must be linked to the user access restriction type SDID on {SMNT-5}.
Overriding User	A8	For further details on this field, see Full Biographical {SREGB-1}.
Password	A16	For further details on this field, see Full Biographical {SREGB-1}.
Reason	N2	For further details on this field, see Full Biographical {SREGB-1}.
Passport Number	A15	Passport Number for students from other countries.
Panel Box 4: Additional Personal Detail
Employer Code	A5	As defined in the Code Sub-System {GCS-22}. Student's who are employed whilst studying, can in this way be linked to major employers or employer groups. The values may be viewed with the <LIST> function.
Student Type	A2	This field indicates the manner in which a student’s account should be debited. It is possible to raise different fees for foreign students or private students, etc. These values are user-defined in option {SCODE3-5}. The default value of the field is (N)ormal Student, but the user may change this. The values may be viewed with the <LIST> function.
Currency Code	A5	The Currency in which the student will pay his / her account.
Preferred Language	A1	Allowed values are (A)lternate or (E)nglish. Correspondence with a student can be handled by the system in this Preferred Language.
Group	N2	This code is defined in the General System {GSC-7} and is linked to the Groups defined in SAPSE 005. The values may be viewed with the <LIST> function.
Additional Credits	N4	The computer selection process operates on the symbols attained in the matric examination. If a student has been successful in other post matric studies, an additional number of credit points may be entered in this field. This number will be added to his / her WRS score as calculated from matric results. It would be appropriate to use the selection comments above to note the reason for allocating such additional credit.
Non Resident Indicator	A1	Non Residents and Foreigners for the purposes of STATS Table 2.8 are defined in SAPSE 005, Section 2. Any student identified with a (Y)es or (P)ermanent Resident in this field will be counted for STATS Table 2.8. Also used for HE
Study / Work Permit Number	A15	The Number of the Temporary Residence Permit.
Study / Work Permit Expiry Date	DD-MON-YYYY	This section displays the Registration Detail for the Registration Year equal to the year of Sysdate. If no registration is found and an application exists, the latter will be displayed.
Study Permit Category	A2	A code as defined in {SCODE3-6}. This field is optional. The values may be viewed with the <LIST> function.
Research Grading	A4	Used by the Research Sub-System Code as defined at {SRASC-1}. The values may be viewed with the <LIST> function.
Panel Box 5: School Leaving Detail
Matric Type	A2	This indicator is defined in STATS Table 2.5 and may be viewed with the <LIST> function. (See also SAPSE 005). Matric type is only mandatory for RSA clients not defined as a College and for clients from Ghana (UGN). Captured matric types must be valid on {SCODE3-1} (Tab - Matric Types) and the related national level is obtained from National levels tab on same option if available. Capture of matric date must correspond with a valid matric type entry
Field of Learning	N4	This field is used to indicate the Matric Type Field of Learning. When the Eligibility Program is run on {SNAPPAA-5} and {SNAPPAC-5}, a record is found that matches the Year / Qualification on {SNAPPA-3}, and a Field of learning that matches the student on this option, the student will be eligible or not, depending on the WRS score of the student and the minimum defined on {SNAPPAC-5}.
Exam Number	A15	The student’s Matric Examination Number may be entered here. The possibility exists of obtaining the matric exam results on magnetic tape from the appropriate Education Departments and updating the students’ records programmatically using options {SNAPPM-1} / {SNAPPM-2} / {SNAPPM-3}.
Marvin System	A1	Country Specific UK.
Central Application Office	N9	This field is only used by subscribers to the Central Applications Office and is not mandatory. The field is used to carry the student number as allocated by the CAO to a student and is particularly important if the institution’s student number differs from the CAO number.
School	A6	This code is defined in the Code Sub-System {SCODE-1}, TAB - Secondary School Information and identifies the last School that the student attended before applying to this institution. The values may be viewed with the <LIST> function.
Last Year at School	(YYYYMM)	The year and month in which the student completed (or is about to complete) his / her matric is indicated. This information is helpful in checking on outstanding matric results. This field is used as a default value for the matric sitting in {SREGB-9}.
Panel Box 6: Additional Personal Detail
Interview Date	DD-MON-YYYY	This is the date on which the interview will be held.
Interview Time	N4	This is the time on which the interview will be held.
Panel Box 7: Postal Address and Communication Detail
		Refer to the Operational Manual for Addresses
Panel Box 8: Capture Detail
Date Captured	DD-MON-YYYY
User	A8
Last Changed	DD-MON-YYYY

Example:

Processing Rules
	Refer to {SREGB-1} for the processing rules and the SOD set up on {SMNT-12}.

History of Changes

Date	System Version	By Whom	Job	Description
13-Dec-2007	v01.0.0.0	Amanda Nell	t133628	New manual format.
30-Jan-2008	v01.0.0.0	Melanie Zeelie	t133628	Proofread.
18-Feb-2008	v01.0.0.0	Melanie Zeelie	t147808	New image block 1p2.
13-May-2008	v01.0.0.0	Magda van der Westhuizen	t149068	Remove duplication of links.
22-May-2008	v01.0.0.0	Melanie Zeelie	f150308	Description for interview date and time corrected.
25-May-2008	v01.0.0.0	Amanda Nell	f150308	Fix links.
13-Jun-2008	v01.0.0.0	Melanie Zeelie	f149061	SOD info and other corrections.
02-Oct-2008	v01.0.0.0	Magda van der Westhuizen	t152258	Update manual: Language Editing: Juliet Gillies.
12-Sep-2012	v02.0.0.0	Amanda van Emmenis	t185753	Update manual: The LOV on Citizenship Code will only display Active Citizenship Codes.
24-Jul-2014	v03.0.0.0	Alucia Sabela	t190482	ID field Duplicate ID Access restriction type.
07-Jan-2016	v04.0.0.0	Magda van der Westhuizen	t201696	Convert manual to INT4.0
26-Jan-2017	v04.0.0.1	Magda van der Westhuizen	t219157	Re-do the manual according to the conversion changes from INT3.0 to INT4.0.
30-Jul-2019	v04.1.0.0	Beulah Vries	t238117	Update manual and insert new image for INT4.1, add employer code field and updating of SOD EC/SR on {SMNT-12} for the employer code