Residence Application / Admission {SNAPPA-2}

Options 2 and 4 of menu {SNAPPA} both lead to similar screens on which the residence application choice of an applicant can be processed. Option {SNAPPA-2}, however, allows only for the application choice to be entered, whilst option {SNAPPA-4} allows for both the entering of the choice and for the allocation of a selection status to an applicant.

In cases where the entire processing of applications is done within a single office, only option 4 needs to be used. Both options 2 and 4 can be used, in the case where applications are received in a central office (option {SNAPPA-2}), but where the decisions on selection are made on a decentralised basis at faculty or school offices use {SNAPPA-4}.

Check quotas per residence, setup in {SRESIDE-3}

Check number of years of the student in residence and compare it with the "Minimum Formal Time" on {SACAD-13} Tab "Approved Qualifications" and add the field "Extra Years Allowed in Residence" value on Tab "Offering Types".

The following discussion covers both these options. Residence Admission records can be entered in respect of any student or applicant for whom a biographical record exists. Entering of residence applications is controlled via the system cycle “P” for residence applications.

The role of the system cycle "P" is as follows {SMNT-2} or {SRESIDE-1}:

The program will allow the create of a new application record where

a cycle exists for the year and block
the application year is greater than the system cycle year

The program will only allow the update of the status if the system cycle is open i.e. today's date is between the start and end date of the cycle.

This option can also be run from {SRESIDE-10}

Fields in the option:

Block 1: Residence Application / Admission: Biographical Information

The applicant or student is queried here, either using the student number or on any other biographical information that is available on the screen.

Field	Type & Length	Description
Surname Search	A30	Refer to {SREGB-1}.
Student Number	N9	Enter the student number.
Title	A5	This field will be displayed.
Initials	A6	This field will be displayed if the student number has been entered or can be entered, together with the surname used to query a student number.
Surname	A30	This field will be displayed if the student number has been entered or can be entered, together with the initials used to query a student number.
Gender	A1	This field will be displayed.
Date Cancelled	DD-MON-YYYY	If a “Date Cancelled” exists, it implies that this application has been cancelled via options {SNAPPA-1 / SNAPPA-3}. Such an applicant cannot be admitted to a residence. A message will be displayed “This student’s application has been cancelled” and no record will be displayed.
Cancel Reason	A1	The reason for the cancellation is entered here. These codes are user-defined, in option {SCODE-25}, and may be viewed via the <LIST> function.
Entry National Level		This field will be displayed.
		A <NEXT BLOCK> will query Block 2 and leave the cursor in Block 2. Only records in respect of the current and future application cycles, as per option {SNAPP-1} or {SMNT-2} TAB - System Control Cycle blocks will be displayed.

Example:

Block 2: Residence Application / Admission: Residence Admission / Application.

Field	Type & Length	Description
Student Number	N9	Enter the student number.
Calendar Year	YYYY	The calendar year for which the applicant applies.
Residence Block	A2	The combinations of blocks and calendar years currently valid are defined under option {SNAPP-1}. The <LIST> function displays all valid blocks for the institution. Please note that all the blocks displayed are not necessarily applicable to residence registration.
Residence	N4	The Residence Code of the preferred residence of the applicant. The name will be displayed. The <LIST> function will display building codes that has a aggregate program code of 9 on {SPCS-4}.
Floor and Room Number	N2, N7	The floor and room number that were allocated to the applicant can be entered in these fields. The fields are not mandatory and can be left blank. The <LIST> function will display the valid floors for the building code entered and the valid rooms for the building / floor combination where the category is between 1910 and 1970 and the Inactive Date is less than System Date in {SPOPS-1}. However, if the Inactive Date is greater than End Date for the Residence Block, the room may be used. There is no validation at registration that a student must be registered for the floor and room number that has been allocated here.
Choice Number	N1	An applicant may enter a number of application choices in respect of the same Year and Residence Period. They should be numbered in the sequence of preference.
Single/Double Room	N1	This field can be used to indicate whether the student would prefer a single or double room. There is, however, no validation at registration that a student has been registered in a “1” single or “2” double room.
Status	A2	The admission status of the applicant in respect of this residence choice. Admission status codes are defined under option {SCODE-26}. The system will validate that the same applicant is not admitted to more than one residence at the same time or to an inactive admission code. The <LIST> function will display all admission status codes, which can be used.
Cancel Date	DD-MON-YYYY	Cancellation Date of this Application.
Cancel Reason	A1	Cancellation Reason for this Application: the <LIST> function will display valid values, as defined at {SCODE-25}.
Student Residence Type	A1	Field is only updateable when it doesn't have a value F - First Year Student (First time Academic and Residence Registration/Application) S - Senior Student (Do have previous Academic and Residence Registration/Application) O - Other Student (Do have previous Academic Registration/Application but first time Residence Registration/Application)
Agreement	A4	Payment Agreement for this application: the <LIST> function will display valid values as defined at {FSAM-24}. Note: When creating new records, ensure that the student knows that he / she has to re-confirm his / her existing payment agreement with the Finance Department of the Institution.
Comments	A250	Enter comments to assist when managing an application form.

Example:

Block 3: Residence Application / Admission: WRS Scores

Field	Type & Length	Description
Calculate WRS Scores for the Student Button	Button	If the button is pressed, the system will re-calculate the WRS scores of the applicant. To view the re-calculated scores, Query student on the first block press <NEXT BLOCK> to the Tab: Academic Admission to retrieve the information from the database.

Example:

Block 4: Student Status Changes

A query on this Block will display all changes made in Block 2 in inverse chronological sequence (last changes first). The initial insert of the first records would create “INS” records; each subsequent change would create a pair of “OLD” and “NEW” records with the same date and time. The following fields are displayed:

Field

Type
&
Length

Description

Change Date

DD-MON-YYYY, HH:MM

The date and time of the change.

Status

“INS”, “OLD” or “NEW” will be displayed to indicate the situation before and after the change.

User

The username of the person who made the change.

Data Changes A total of eight codes and values will be displayed. The codes are:

YR	Year
BL	Block
BU	Building Code
FL	Floor
RM	Room
CH	Choice
ST	Status
SA	Seats
CD	Cancellation Date
CR	Cancellation Reason

When comparing the corresponding values of the “NEW” and “OLD” records of the same date and time, it is possible to determine exactly what was changed at that time.

Example:

Block 5: Academic Application / Admission

Field	Type & Length	Description
		The detail relating to the academic admission of applicants can be seen in this Block in terms of applicants who will be queried automatically with Block 2. With this option, no updating in this Block is allowed, as this is done under option {SNAPPA-1/SNAPPA-3}.

Example:

Processing Rules
	Applications can be entered for any active residence application cycle (P) or any future application cycle, but not for previous cycles. Only one application is possible for a combination of calendar year, block and residence code. An admission status can be linked to an application only for a valid application cycle. The Residence must exist in the Space System {SPCS-4} before any records can be processed. The floor and room combination must exist in {SPOPS-1} before these values can be entered. No update or delete of student information is allowed in the first Block. An applicant can only be cancelled via the academic application options {SNAPPA-1/SNAPPA-3}. Should the user wish to cancel a residence application, a cancellation date and reason can be entered. No changes can be made to the records of a student who has been cancelled in block 1. In order to enter a cancellation date and a reason, the status cannot be a status that leads to a ‘Y’. When a student is queried in Block 1, the record for the student is displayed in Blocks 2, with the highest calendar year listed first. No residence application may be deleted, due to the fact that financial transactions may have been generated. Financial transactions can be generated when an application is processed by setting transaction event “19” to Generate (Y)es in option {FSAM-1}, Fee Values. It is the user’s choice as to whether a fee has to be generated for all residences, or just one per campus, or not at all. If the validation “BH” (“Check for Minimum Amount Paid”), in option {FSAM-3}, is set to (Y)es, the system will validate for a minimum amount to be paid by the student. The minimum amount is entered on the transaction event “19” {FSAM-1}, Fee Values, with the following fields: CT Trans. Type, Amount, CB Trans. Type and Test CR Trans. If a status code linked to action “HA” (“Stop Residence Application / Registration”) is linked to a student in option {SREGL-2}, the system will do the validation when the year of a new application is entered, as well as on updating of the status to admitted. If the validation “EX” (“Exclude External Students”) is set to (Y)es in option {SMNT-1}: the test is done on a combination of surname, first 10 characters of the ID number, the birth date and a valid institution code, and on whether another institution in option {SREGL-3} may have excluded the student. If the validation is switched on, the system will not allow the user to create the application: or if the record exists, the user may not set the status to admitted: but if the validation is set to (N)o, only a warning will be given. If the validation “AH” (“Residence Application on Academic Application”) is set to (Y)es, in option {SMNT-1}: the system will validate whether a record exists for Academic Application when a record is entered at {SNAPPA-2}: OR, at updating of the status to admit, at {SNAPPA-4}, that the Academic Application was admitted. If SOD SR/RR on SMNT-12 is set to "Y" an automatic email will be kicked off with routing type VRRA notifying the student on their residence application, if SOD is set to "N" no automatic email will be send out to the student on their residence application. The SOD is both for residence application via back office and student iEnabler.

Processing
Rules

Applications can be entered for any active residence application cycle (P) or any future application cycle, but not for previous cycles. Only one application is possible for a combination of calendar year, block and residence code.

An admission status can be linked to an application only for a valid application cycle.

The Residence must exist in the Space System {SPCS-4} before any records can be processed. The floor and room combination must exist in {SPOPS-1} before these values can be entered.

No update or delete of student information is allowed in the first Block. An applicant can only be cancelled via the academic application options {SNAPPA-1/SNAPPA-3}. Should the user wish to cancel a residence application, a cancellation date and reason can be entered. No changes can be made to the records of a student who has been cancelled in block 1.

In order to enter a cancellation date and a reason, the status cannot be a status that leads to a ‘Y’.

When a student is queried in Block 1, the record for the student is displayed in Blocks 2, with the highest calendar year listed first.

No residence application may be deleted, due to the fact that financial transactions may have been generated.

Financial transactions can be generated when an application is processed by setting transaction event “19” to Generate (Y)es in option {FSAM-1}, Fee Values. It is the user’s choice as to whether a fee has to be generated for all residences, or just one per campus, or not at all.

If the validation “BH” (“Check for Minimum Amount Paid”), in option {FSAM-3}, is set to (Y)es, the system will validate for a minimum amount to be paid by the student. The minimum amount is entered on the transaction event “19” {FSAM-1}, Fee Values, with the following fields: CT Trans. Type, Amount, CB Trans. Type and Test CR Trans.

If a status code linked to action “HA” (“Stop Residence Application / Registration”) is linked to a student in option {SREGL-2}, the system will do the validation when the year of a new application is entered, as well as on updating of the status to admitted.

If the validation “EX” (“Exclude External Students”) is set to (Y)es in option {SMNT-1}: the test is done on a combination of surname, first 10 characters of the ID number, the birth date and a valid institution code, and on whether another institution in option {SREGL-3} may have excluded the student. If the validation is switched on, the system will not allow the user to create the application: or if the record exists, the user may not set the status to admitted: but if the validation is set to (N)o, only a warning will be given.

If the validation “AH” (“Residence Application on Academic Application”) is set to (Y)es, in option {SMNT-1}: the system will validate whether a record exists for Academic Application when a record is entered at {SNAPPA-2}: OR, at updating of the status to admit, at {SNAPPA-4}, that the Academic Application was admitted.
If SOD SR/RR on SMNT-12 is set to "Y" an automatic email will be kicked off with routing type VRRA notifying the student on their residence application, if SOD is set to "N" no automatic email will be send out to the student on their residence application. The SOD is both for residence application via back office and student iEnabler.

Date	System Version	By Whom	Job	Description
10-Mar-2007	v01.0.0.0	Amanda Nell	t130144	New manual format.
31-Jul-2007	v01.0.0.0	Melanie Zeelie	t130144	Corrections.
13- May-2008	v01.0.0.0	Magda van der Westhuizen	t149068	Insert links and spaces.
03-Oct-2008	v01.0.0.0	Magda van der Westhuizen	t152511	Update manual: Language Editing: Juliet Gillies.
14-Dec-2008	v01.0.0.1	Phlip Pretorius	F163539	Add more info re the Cycle 'P'
01-Feb-2012	v02.0.0.0	Bea Swart	T180158	Change LOV on Building, Room and Floor
05-Jun-2013	v02.0.0.1	Melanie Zeelie	T191287	Add detail regarding the inactive indicator on admission statusses
11-Jun-2018	v03.0.0.0	Bea Swart	T227737	Add detail regarding Student Residence Type
15-Feb-2019	v04.1.0.0	Bea Swart	T232156	Copy manual from INT3
04-Jul-2019	v04.1.0.1	Precious Diale	T236752	Add the comments field and change the residence application/admission image.
13-May-2020	v04.1.0.2	Beulah Vries	T240622	Add comments on new SOD SR/RR for residence application.