| Field |
Type
&
Length |
Description |
Search
Panel
Search for a student. Use the "Advanced" button for additional search
fields and search functionality.
|
|
Biographical |
| 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.
|
| Enquiry
Number |
N7 |
This optional field can be used to
link an enquiry to
a student. If a
number is entered, the fields which are common to both, the enquiry
system and the biographical system, will be used as defaults when a new
record is created. |
| Upload Alumni / Archive
Information |
button
|
When a new record is created with a student
number that exists on either the Alumni {SALUM-4}
or Archive {SMNT4-2}
systems (In that sequence) the user will be prompted as to whether or
not the data should be copied to the biographical record. (See
Indication with the red arrow) below. When the user clicks on the
'Upload Alumni / Archive Information' button, the date will be
populated
into relevant fields, or the user can 'Cancel' the request. |
|
Personal Detail |
| Title |
A5 |
Enter the Title of the student as
defined in {GCS-9} in the
preferred language of
the student. |
Alternative
Title
|
A5
|
Enter the
Informal/Alternative/Gender neutral Title of a student as defined in
{GCS-9}. This Title must be linked to a Formal title using {GOPS-21}
for External Body ALT-Alternate Titles and External Code type
ATC-Alternate Title Codes. This field will display only when the
SOD value for GN/BI Allow use of Alternate Titles on {SMNT-12} is set
to Y.
|
| 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. |
| 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 is insufficient, this fact may be indicated in
the “Administrative Comments” field. |
| Home Language |
A2 |
The possible values are entered in
the
General
System {GCS-6} and are
user-defined. The values may be viewed with the
<LIST> function. |
| Year |
YYYY |
The
year indicates the academic year when a student was created, or
alternatively it indicates the year of the last Registration or
Application received.
When a new student is created, the latest registration year from {SNAPP-2} Registration
Cycle (R) is displayed, and this value may be modified.
For existing students this year is displayed only and and cannot be
updated.
|
| 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.
Institutions
that require additional gender values, i.e. (O) Other, must request
AdaptIT to add these values to the background table as this affects
statutory reporting. |
| 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 citizenship value for SOD "CR/BI" SOD on {SMNT-12}
is mandatory as it
ensures that the appropriate value is entered either in the ID Number
or Passport number field.
- If the student's citizenship is equal to the Alpha
value
entered for the SOD, the ID Number field is mandatory.
- If the student's citizenship is not equal to the Alpha
valued entered for this SOD, then the Passport Number field is
mandatory.
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. 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
duplicate ID. The overriding user must be linked to the user access
restriction type
SDID on {SMNT-5}.
|
Overriding User
|
A8
|
Enter
a
valid user ID to override duplicate ID. |
Password
|
A16
|
Enter
the password for the User ID.
|
Reason
|
N2
|
Enter
Reason for overriding the duplicate ID. This reason code is defined in {SCODE-33}
for Indicator 'D'.
|
| Passport Number |
A15 |
Passport Number for students from
other countries.
The combination of Passport number and Citizenship must be unique.
|
| 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. |
|
Citizenship / Ethnical Detail |
| Non Resident |
A1 |
A code indicating a student's
residence status. This field is also used for South African HEMIS
purposes and will
extract as follows with {HEMIS-1}:
- If set to (Y)es, then labelled as ZZ - Student is not SA
citizen but unconfirmed whether permanent resident or foreign national
- If set to (N)o, then labelled as 'SA' - South African
citizen
- If set to (P)ermanent Resident, then labelled as 'PR' - A
student who is not a SA citizen but he/she is allowed to reside
indefinitely within the RSA
- If set to (F)oreign National, then labelled as FN - A
student who is not a SA citizen nor a permanent resident.
|
Country of
Residence/
Country of Birth |
N4
A6 |
Used by the Higher Education
Management Information
System
(HEMIS) and a questionnaire from Education Policy Unit (EPU). The
values may be viewed with the <LIST> function. This field
will
also be populated by the Central Application Office (CAO) upload of
data.
If the Country Code is IRL, the field name is changed to Country of
Birth. |
Country of Origin/
Domicile |
N4
A6 |
Display field
only for clients in RSA. For clients who have a country code on {GCS-1} set
to “IRL”, this field accommodates the data
necessary for the Higher
Education Authority (HEA) reporting. The Country Code field is used
for the Central Application Office (CAO) information.
This is the field name displayed when the Country Code is IRL. |
| 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. |
Citizenship
Citz / Nationality
|
N3
A6 |
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.
Please Note: If the
country
code in {GCS-1}is set to 'IRL'(Ireland),
the prompt for this
field will appear as 'Citz / Nationality' with a different underlying
data base column. |
|
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
|
| 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}. |
| Activity Last Year |
A2 |
An indication of the student’s
activity
during the year before entering
the institution.
This information is required for South African clients only as defined
in STATS Table
2.4 in
respect of all first time entering students.
|
| Highest Grade |
A1 |
The Highest Grade that the student
has
passed or for
which she / he is presently enrolled.
This field is maintained on fields 'Internal Code' and 'Description' on
option {GOPS-21} for External Body 'DOE' and
External Code Type 'HGP'. If no value is
entered in the description field on {GOPS-21} for the specific Internal
Code, the words 'Standard/Grade' that are hardcoded will show on the
LOV for this field as the description followed by the code. |
| Matric Upgrade |
A1 |
Indicate whether the student upgrades his matric results.
(Y
/ N or NULL) |
|
Postal Address and Communication Detail |
|
Refer to
the Operational
Manual for Addresses |
Financial Detail and Statuses |
| 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.
|
| Bursary Required |
A1 |
A (Y)es or (N)o indicates whether
the
student requires
an institutional bursary or not. |
| Currency
Code |
A5 |
The Currency in which the student
will
pay his / her
account. |
| Source
of Funding |
A1 |
Source of Funding for Student
(N)ormal, (F)unding by
other government or (P)rivate. Field will default to (N)ormal. Students
with a code other than (N) will be excluded for STATS purposes.
|
| Loan
Required |
A1 |
A (Y)es or (N)o indicates whether
the
student requires
an institutional loan or not.
Note: Report {SNAPP-29},
“Bursary / Loan Report” can be obtained in respect of
all students with a (Y)es in either of the fields Bursary
Required or Loan Required. |
| 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.
When the SOD EC/SR on {SMNT-12} is
set to "Yes" the capturing of
employer code is mandatory/forced and
when it is set to "No" employer code is not forced/mandatory.
|
| Residence Required |
A1 |
Indicate whether the student requires residence (Y/N). |
| Account to
Employer
Status |
A1 |
This field is updated in the Finance
System via option {FSAO-4}.
Only
if a student gets a status that leads to action (E). Action codes are
set up via option {FSAC-1}.
The address of the employer is defined in option {GCS-22} and
accounts
sent to employers will be sent to that particular address.
Refer to manual “Student Debtor Sub-System” for more
information.
|
| Stop Statement
Print
Status |
A1 |
To indicate if there are any Stop
Statement Print statuses linked to student Y / N. |
| Financial
Stop Registration Status |
A1 |
The indicator will prevent a student
from
re-registering in any future year and academic block if set to (Y)es.
The Financial Section under option {FSAO-4} can only set
this indicator. |
| Residence Required |
A1 |
Indicate whether the student requires residence (Y / N or
NULL) |
|
Additional Personal Detail |
| Alt. 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. |
| Alternate
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. |
| Maiden Name |
A20 |
The system will accept upper and
lowercase characters
as input here. A previous or Maiden Name may be entered here.
|
| Marital Status |
A1 |
Allowed values are (S)ingle,
(M)arried, (D)ivorced, (T) - Married Traditionally, (C) - Married
Consensually and
(W)idow(er). |
| Occupation |
A4 |
As defined in the Code Sub-System {SCODE-21}.
The
values may be viewed with the <LIST> function. |
| Church / Religion |
A2 |
A code as defined in {GCS-8}.
This field is
optional. The values may be viewed with the <LIST>
function. |
| Socio-Economic
Category |
N3 |
The Socio-Economic Category of the
student’s
family. Code as defined for the Ireland Statistics Reporting. The
values may be viewed with the <LIST> function. |
| Vehicle
Registration |
|
This field is used to generate a
parking fee for a
student and is updated under option {FSAO-3}.
Refer to manual “Student Debtor Sub-System” for more
information. |
| 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. |
| Foundation
Student |
A1 |
This field is used to identify
whether
a student was
previously or is currently registered for a foundation subject as
indicated on {SACAD-14p2}, i.e. "Foundation Course" =
'Yes'.
This value is calculated by using either
{SREGS-9} or {HEMIS-1}.
To update this value manually, the user needs to be linked to the
Access Type = 'SFOU' on menu option {SMNT-5}. |
| Date
Deceased |
DD-MON-YYYY |
Students with a Deceased Date will
not
receive any
correspondence through the Correspondence Subsystem. |
Mode
of Transport
|
A6
|
As defined in Transport Modes {SCODE3-28}.
|
|
Additional School Leaving Detail |
| School |
A6 |
School codes are defined on {SSCHL-1} and identifies the last School
that the student attended
before applying to this institution. The values may be viewed
with the
<LIST> function.
When
SOD SH/BI School Mandatory on Application and Enquiry is set to Y, it
will be mandatory to specify the last school attended. A School
code for OTHER can be entered on {SSCHL-1} to cater for schools that do
not appear in the list. |
| Exam Number |
A15/20 |
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}.
For University of Rwanda maximum length is 19 digits.
|
| Exam Authority |
A2 |
The code and description of the
relevant
Education Department as linked to the school under option {SCODE-1},
TAB - Secondary School Information
is displayed, but may be changed by the user. The values may be viewed
with the <LIST> function.
|
| National Level |
N1 |
The National Level that the student
will start his / her
studies at the Institution. |
| Marvin System |
A1 |
Country Specific UK. |
| Alternate
Matric Date |
YYYYMM |
This is used to enter a date linked
to
qualifications obtained before the Matric exam, e.g. O-level |
| Aggregate per:
Certificate |
A2 |
Matriculation Aggregate Symbol per
Matric Authority. |
| Values |
N4 |
The numeric value of the Matric
Aggregate as shown on the matric certificate. |
| Formal Stats |
A2 |
The aggregate symbol for STATS
purposes as calculated under option {SREGS-1} is displayed here.
|
| PAC Numbers |
N9 |
Country Specific UK. |
| School Quintile |
N2 |
Allow
users to map ITS School Codes with School Quintiles to be able to
assist them with funding. The 'School Quintile' will be
populated from {SCODE-1} if it is linked to a School. |
| School
Leaving Examination Centre |
A10 |
|
| 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}. |
| Central
Applications
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. |
| Alternate Exam
Number |
A15 |
This is used to enter an Alternate
Exam Number linked to qualifications obtained before the Matric, e.g.
O-level. |
| Matric Lapses |
DD-MON-YYYY |
If the student has a conditional
matric
exemption, the date on which it lapses can be entered here. |
|
| Post School Detail |
| Exemption Subjects |
A1 |
A (Y)es or (N)o is entered here to
indicate whether the
student will be
applying for exemption from subjects at this institution on the basis
of subjects passed at other institutions. During or after
registration, checks may be run on this field to ensure that all the
relevant cases have been dealt with.
|
| Last PSE |
N4 |
The Last Post-Secondary Educational
Institution Code is
defined in
SAPSE 005, Appendix B, and is maintained in the General System {GCS-2}.
If a student was registered at another PSE-institution before entering
this institution, it is recorded here and used for the compilation of
STATS Table 2.3. The values may be viewed with the <LIST>
function. |
|
Miscellaneous Detail |
| External Unit |
A4 |
Any External Unit to which the
student
belongs, as
defined in the Code
Sub-System {SCODE-3}. The values may be viewed with the
<LIST>
function.
|
| Study Elsewhere |
A1 |
A (Y)es
or (N)o is entered in this
field indicating
whether the student is concurrently enrolled elsewhere.
|
| Research
Grading |
A4 |
Used by the Research Sub-System Code
as defined at {SRASC-1}. The values may be
viewed with the <LIST> function.
|
| Administrative
Comments |
A1500 |
Administrative
Comments
may be entered in
respect of the particular student. This space can be used to
record any details on the student that are not recorded elsewhere. |
| Where Heard |
A20 |
Information may be entered regarding
the source from which the student heard of the particular
qualification. |
| External
Unit Number |
A10 |
The student’s identification number
in
the
external unit. |
| External Exam
Number |
N7 |
If the student is involved in
External Examinations
for which numbers are allocated, then that number can be entered here.
|
| Administration
Stop
Registration Status |
A1 |
The indicator will prevent a
student from
re-registering in any future year and academic block if set to (Y)es.
This indicator is displayed if a student has a
status linked to him / her in option {SREGL-2}
that leads to the action
“RA” - Stop Academic Registration. |
|
Academic Application Detail |
| Selection Comments |
2xA80 |
Two lines of notes may be entered in
respect of the Selection Process.
These notes could appear on reports for an eventual selection committee. |
| Additional Credit |
N3 |
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. |
| Cancel
Reason |
A1 |
If a Cancellation Reason was
recorded
under option {SNAPPA-1}, it will also be
displayed here. (Note for myself - Biographical part of SNAPPA-1
first block). |
| Receipt
Number |
A10 |
If a manual receipt is issued to a
student, the Receipt Number may be entered here for reference purposes. |
| Application Cancel
Date |
DD-MON-YYYY |
If the student informs the
institution
that she / he wishes
to cancel
her / his application, the date is entered under option {SNAPPA-1}
and
displayed here. |
|
Qualification Registration Detail |
| This
section displays the Registration / Application detail
for the Registration / Application Year equal to the year of
Sysdate. If
no registration is found and an application exists, the latter will be
displayed. |
|
Capture Detail |
| Date Captured |
DD-MON-YYYY |
The Date on which the biographical
detail was captured. |
| User |
A8 |
The last User who changed
information.
|
| Last Changed |
DD-MON-YYYY |
The date on which the Last Change
was
made. |
|
Next of Kin Address |
|
Refer to the Operational
Manual for Addresses. See System Operational Definition 'NC /
AP'. |
