Residence Registration and Movements {SREG-4}

This option is used to Register students in Residences, record the movement of students in and out of Residences and automatically generate the required fees.
Academic Registration {SREGAR-1} and Residence Registration, which can also be run from {SRESIDE-50} are two separate actions that need not occur on the same day.

System Cycle H in {SMNT-2} or {SRESIDE-1} should be open to be able to register students in a residence.

If a student already has a biographical record, which would be true for all students who had been registered before/returning students, as well as for all persons who were dealt with in the Applications Sub-System, the residence registration can occur directly via the Residence Movements tab.

If a student, who has not previously been registered at the institution and who has not applied for admission, is allowed to move into a residence, a "Quick Biographical Create" option is available to speed up the process. To reach this block the <NEXT BLOCK> key is pressed when the user is in the "Residence Movement" block.

The user can Maintain Residence Asset Inventory and Maintain Residence Store Items for the student by moving to the <NEXT BLOCK>.

When a Residence Registration requires an Academic Registration, the "AR" validation control in {SMNT-1} is set to (Y)es.

When this validation is set to Yes the Residence registration start date is managed further by the (RS/RR) "Residence not allowed with Academic Subject for the period" SOD on {SMNT-12}.

When the alpha value on this SOD is N, it will allow all students to register, irrespective of subjects registered or not.

When the value on this SOD is Y, Residence registration will not be allowed before the start date of the earliest block start date for which subjects are registered.

a student with no registered subjects will not be allowed to register in residence.
Start date of Academic Registration must be less or equal to the Residence Registration start dates

Data example.

Student	Earliest Start date on subjects	Residence Start Date	Allow Res registration
A	10-JAN-2019	smaller than 10-JAN-2019	N
B	30-JUN-2019	smaller than 30-JUN-2019	N
C	10-JAN-2019	greater or equal to 10-JAN-2019	Y
D	30-JUN-2019	greater or equal to 30-JUN-2019	Y

When a student requires and Admitted Residence Application before Residence registration is allowed, the "HA" validation control in {SMNT-1} is set to (Y)es.

Quotas per residence, as setup in {SRESIDE-3} is checked.
The number of years that the student spent in residence is compared with the "Minimum Formal Time" on {SACADO-7} Approved Qualifications plus "Extra Years Allowed in Residence"value on {SACADO-2} Offering Types.
The student may only be registered in the residence for a period that falls within the start and end date of the academic registration period as defined on {GOPS-1}.

When validation control "RR" for Student Debtors in {FSAM-3} is set to (Y)es, Financial transactions are automatically generated for all registrations, cancellations and movements.

Residences fees are set up on {FSAM-1} Event 13. The billing method is set per residence and block as either Block billing or Daily Billing (not both).

Block Billing: The program will pre-fill the field 'Reason' with a 'R', to indicate a residence registration according to block billing. The date in will default the start date of the block as defined in {GOPS-1}. The date out cannot be entered (inserted) with a new record, and the end date cannot be updated once entered. The fee amount is calculated by multiplying the base value and weight as defined on the fee structure. The calculated cost for the residence registration will be displayed in the field 'Fee Value'.

Daily Billing: If the residence fee is set up as daily billing, the program will pre-fill the field ‘Reason’ with a ‘D’, to indicate a residence registration according to daily billing. The user can enter both the date in and date out, or only the date in. If both dates are entered, on commit, the amount of days (date out minus date in) that the student will be in the residence is calculated. The student will only be charged with the amount of days calculated. If the user leaves the date out null the student will be billed for the amount of days from date in up to end of block date as defined in {GOPS-1}. A daily fee is calculated by multiplying the base value and weight as defined on the fee structure. The calculated daily fee is then multiplied by the amount of days in the residence to get the total cost for the residence registration. The calculated cost for the residence registration will be displayed in the field 'Fee Value'.

Fields in this option:

Block 1: Block Description

Field	Type & Length	Description
Search on Surname	A30	For further details on these fields, see Full Biographical {SREGB-1}.
Student Number	N9	If a student has just been allocated a Student Number in Block 2, that number will be transferred to this Block; otherwise the number has to be entered. The student's name and gender will be displayed. If the student was previously admitted to a residence under option {SNAPPA-4} or {SRESIDE-11}, the Year, Block, Residence Code, Floor and Room will also be copied to this option.
Year	YYYY	The Calendar Year of the residence registration is entered here.
Block	A2	The Block (or period) for which the student will be staying in residence is entered here. Blocks are defined under option {SCODE2-1} and are linked to start and end dates under option {GOPS-1} TAB - Residence Periods. When this field is entered, the "Date In" field below will be updated automatically with the start date of the applicable block.
Gender	A1	Is a display field only.
Residence	N4	The Building Code of the Residence in which the student will be staying is entered here. Validation regarding the Space Category {SPOPS-1}, will validate for Residences, where the Building code is linked to Aggregate Program = 9 on {SPCS-4}, for Space Category Codes between 1910 and 1918; 1920 and 1934; 1950 and 1954 and 1970. Values may be viewed with the <LIST> function.
Floor	N2	The Floor in the residence is entered here.
Room Number	A7	New SOD (S4/RR) on {SMNT-12} - increase number of stations to allow movement between rooms The Number of the Room is entered here. The Floor and Room must be fully defined in the Space Inventory System option {SPOPS-1} before a record can be created here. The room description will be displayed, as well as the number of stations (places) and the room fee. If the Building, Floor and Room Number have a date deleted in {SPOPS-1}, the room is no longer active. The LOV will not display this Room Number and the program will not allow an update (the input of fee information is handled in the Finance System in option {FSAM-1}, TAB - Fee Values and TAB - Individual Residence Room Fee Weights, and it is not possible to change the fee on this screen). Residence Fee records can be set up per Residence and Block combination to be either Block or Daily Billing. If Daily Billing, the program will allow the user to enter the date in and / or date out when registering the student for the residence. If Block Billing applies, only the date in can be entered when registering the student for the residence. If Daily Billing and both dates were entered, the number of days that the student will be in the hostel will be calculated. The student will only be billed for the number of days calculated (date out minus date in). The user must still be able to leave the date out null even though the Residence Block combination might be set up as Daily Billing. In this case the student must be billed for the number of days from date in up to end of block date. (End of Block - {GOPS-1}). The cancellation reason of 'D' 'Daily Billing' will be inserted with Daily Billing transactions.
Stations	N5	This field will display the amount of people that can stay in this room, as set up in the Space Inventory System {SPOPS-1}. The system will also check if more students can be placed in an available room.
Date In	DD-MON-YYYY	The Date on which the student moved into the residence is entered here. Dates of the normal full period of operation of the residences are kept in the "Residence Period Census Dates" option {GOPS-1}, TAB - Residence Periods, in the General Support System. The Start Date for the applicable block will be obtained from there and written in this field. The user may overwrite this date. When a student is transferred to another room, the "Date In" for the new room can only be the day after the "Date Out" for the old room. It is important to ensure that the date in is correct especially where students are charged according to daily billing to ensure the calculated fee value is correct.
For block billing, the following two fields need be completed only if a student who is in a residence moves to another room in the same residence or another residence, or cancels his / her residence registration altogether. For daily billing, the date out can be entered if known at this stage. If the date out is entered, and the residence fee must be charged according to daily billing, the system will calculate the residence fee for the period form date in up to date out. If the date out is not completed, the system will calculate the residence fee for the period from the date in up to the end of block date.
Date Out	DD-MON-YYYY	For both block billing and daily billing where the date out was left blank, if the student moves out of the residence during the term, the date is entered here. For daily billing where the date out was entered, the date can be updated when a student moves out of the residence. This date is automatically updated when a student cancels his / her primary enrollment as set out in option {SREGC-3}. It is also not necessary to update this field at the end of a particular block as the system will assume that this is the end date as specified under "Residence Period Census Dates", option {GOPS-1}, TAB - Residence Periods. Even though it is not a requirement, it is possible to enter a "date out" at the end of the block in which students are registered. This end of block can be indicated by the reason E - End of Block for block billing and X - End of Block for daily billing as indicated in the Reason below. When a student is transferred to another residence / room, the "Date In" for the new residence / room can only be the day after the "Date Out" for the old residence / room.
Days	N6	The number of days the student will be billed for if daily billing
Process Date	DD-MON-YYYY	This is the date on which the registration was processed on the system and will defialut system date.
Billing Method		Display field only. Displays the billing method of the registration - BLOCK BILLING or DAILY BILLING
Reason	A1	The reason for leaving the particular residence room is supplied here. Allowed values are: Block Billing: R - Block Billing When a residence / block combination is set up on the fee structure to charge per block, the program will insert a (R) as reason code. T - Transfer (T) must be used when a student moves to another residence or room. If a record is updated with a T value and a date out, a new record will automaticallt be created for the same student and a "Date In" one day after the "Date Out" of the previous record. The user only need to supply the new residence, floor and room details. Financial transactions are generated according to cancellation credits linked to the fee record and the validation "RR" for Student Debtors as set in {FSAM-3} C - Cancellation A Cancellation is if a student leaves the residence altogether. The program will generate cancellation transactions according to the cancellation credits linked to the fee record and the validation "RR" for Student Debtors as set in {FSAM-3}. E - End of Block End of the period. A - Transfer Admin Error and H - Cancel Admin Error Any movement of a student or the cancellation of his / her record, will result in financial transactions being passed to the student's account. If the reason is indicated as (A) or (H), the cancellation credits and validation 'RR' will be ignored and the student account will be credited with 100% of the amount billed. Daily Billing D - Daily Billing When a residence / block combination is set up on the fee structure to charge per day, the program will insert a D reason code. S - Transfer Works like the block billing transfer functionality. Can be used by the user to transfer a student to a new room / floor / residence. If the reason code (D) record (the original registration record) was entered with a date out, the user may change the date out with reason code (S), provided the new date out is before the existing date out. The system will adjust the fees accordingly (raise a credit entry for the number of days between the old date out and the new date out). Cancellation credits are not applicable when daily billing. After commit of the record with reason code (S), the user will be routed to a new record, partially pre-filled, to complete the transfer. X - End of Block This works like the block billing end of block functionality. The date out on the original registration record must be null. The user can enter the date out with the reason code (X). The system will test that this date out is the same as the block end date. No financial transactions will be raised. V - Cancel If the date out on the original registration (reason code D record) is not null, the date out must be updated. The program will calculate the difference between the previous date out and the new date out and credit the student account appropriately. If the date out was null, the user must enter the date out. The system will calculate the difference between the block end date (assumed date out) and the new date out and credit the student account accordingly. The new date out must be before the existing date out (or block end date). Cancellation credits are not applicable when daily billing. The exact number of days that students remained in institutional housing during the year is required for STATS Table 2.18. This option allows the system to take account of all student movements when calculating the residence FTE's. The Start and End Dates for each Year and Academic Block are entered into the system in the "Residence Period Census Dates" option {GOPS-1}, TAB - Residence Periods and are used in this calculation.
Cash or Terms	A1	This registration can be a Cash Payment or it can be on Terms.
Payment Agreement	A4	Payment Agreement for this qualification. The <LIST> function will display valid values as defined at {FSAM-24}.
Fee Value		This field is a display field that displays the Fee Value as linked to the Residence Building / Floor / Room combination on {FSAM-1}
See Also	A1	"Assets this student is responsible for" - This radio button will allow the entry of assets the student is responsible for in the next block. "Display All Assets Linked to the Room" This radio button will allow a display of all assets linked to the room in the next block.
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)
Rule Code	A4	The rule code that the student passed that allowed him/her to register in this residence via the Student iEnabler.
Rules Sequence	N4	The sequence in the rule that the student passed. The rule and rule sequences are set up in {SMNT-19}
Remarks	A250	Remarks regarding the student's residence cancellation can be entered here.

Example:

Block 2: Maintain Residence Asset Inventory

This block allows for linking assets the student is responsible for together with the Date Issued, Return Date, the Date of Inspection by the Maintenance Department and the Inspection Date by student. The field Replacement Value will display the value of the asset as maintained on {AOPS-1}, TAB - Page 3.

Field	Type & Length	Description
Asset	N7	This field refers to the Asset Number as maintained on {AOPS-1}.
Issued	DD-MON-YYYY	The date on which the asset is issued to the student is entered here.
Return	DD-MON-YYYY	This field refers to the date on which the asset was returned by the student.
Maintenance Date	DD-MON-YYYY	The date on which the asset was inspected by the Maintenance Department.
Student Date	DD-MON-YYYY	The date on which the asset was inspected by the student.
Replacement Value		This is a display field that will display the Replacement Value of the asset as maintained on {AOPS-1}.
User	A8	This field defaults to the User who changed or created the record.
Reference	A80	Finance Reference field refers to details of financial transactions raised on assets not returned

Example:

Block 3: Maintain Residence Store Items

This block is used to indicate the items linked to the room in the Package Table as maintained on {SREG-8}. The user can also indicate the date on which the item was issued, whether the item should be returned, the date on which item was returned, the quantity issued and the quantity returned. The Value field will display the replacement value as linked to the item on {SREG-8}.

Field	Type & Length	Description
Item	N9	This is the number of the Item linked to the room in the Package Table as maintained on {SREG-8}.
Issue Date	DD-MON-YYYY	Date on which the item was Issued.
Returned	DD-MON-YYYY	Date on which the item was Returned.
Return	A1	Indicate whether the item should be Returned (Y)es or (N)o.
Reference		Financial Reference.
Remarks	A150	User can enter any Remarks regarding the issue of the item.
User	A8	The login name of the User who changed the record.
		Note: When the students are moved from one room to anoher the items will not be moved as they are linked to the room and not the student number. The items that are marked with Return Indicator (Y)es should be booked back.

Example:

Processing Rules
	No special processing rules.

Date	System Version	By Whom	Job	Description
19-May-2007	v01.0.0.0	Amanda Nell	T130120	New manual format.
16-Aug-2007	v01.0.0.0	Melanie Zeelie	T130903	Corrections.
04-Nov-2008	v01.0.0.0	Magda van der Westhuizen	T151714	Update manual: Language Editing: Juliet Gillies.
15-Dec-2010	v02.0.0.0	Christel van Staden	T171362	Add daily billing
23-Aug-2011	v02.0.0.1	Magda van der Westhuizen	T165786	Add validation rules regarding the Space Category; Residence Field.
23-Oct-2012	v02.0.0.2	Phlip Pretorius	T185807	Add iEnabler Residence Registration rules info.
06-Feb-2013	v02.0.0.3	Amanda van Emmenis	T187748	Add "Remarks" field and new images.
10-dec-2014	v03.0.0.0	Charlene van der Schyff	T199529	Changed the image as they are NOT supposed to have information in them.
28-Nov-2017	v03.0.0.1	Bea Swart	T223860	Add Student Residence Type and image. Change {GCS-1} to {GOPS-1} for reference to blocks
15-Feb-2019	v04.1.0.0	Bea Swart	T232156	Copy manual from INT3
21-Nov-2019	v04.1.0.1	Bea Swart	T240891	Add new SOD(RS,RR)