Student Persons {SREGB-14}

This option may be used to indicate the link between students and persons (Personnel Members, Students or Other Users) that are appointed by the institution to play a role in their academic development.

Please note: this program has a different layout when the country code is set to 'NZ' for New Zealand (see {GCS-1}). Please click here to view the NZ specific layout.

Note the difference in purpose between this program and the program "Associations {SREGB-13}". This option (Student Persons) is used to record the individuals appointed by the institution to play a direct role in the academic development of a student, where Associations may be used to indicate other individuals associated with a Student, for example, family members, guardians, et cetera.

The data in this screen may be used to generate payments to persons linked to students. For more information, refer to Generate Payments per Activity {SREGB-15}.

Students to be used must be registered for the Academic Year, Block Code and Qualification or Subject indicated

Fields in this option:

Panel box: Maintain Student Persons

Fields marked with a * are mandatory fields..

Field	Type & Length	Description
Student Number	N9	Valid registered student.
Academic Year	YYYY	Academic Year of the Student
Event	A1	(Q)ualification or (S)ubject This field indicates whether the next field is a Qualification Code or a Subject Code
Code	A7	The Qualification- or Subject Code. Only Qualifications or Subject for which the Student is registered in the Academic Year and Block may be entered. Refer to Qualifications {SACADO-4} and Subjects {SACADO-12} for the definitions
Block	A2	Refer to Valid Blocks {SCODE2-1}
Activity Code	A4	Refer to Activity Codes {SDSERC-3}. When the Event selection is a Subject the LOV's will only display 'Activity' codes that are linked as a 'S - Subject' on {SDSERC-3} When the Event selection is a Qualification the LOV's will only display 'Activity' codes that are linked as a 'Q - Qualification on {SDSERC-3}. If the activity corresponds to System Operational Definition 'PA - Default Activity Code for Supervisor' for Sub-system 'BI'. The program will apply the following rules: Supervisor 'Payment Type' is a required field. 'Factor' is a required field. Year must be the same as the Supervisor Payment Cycle as defined on (SCODE-38). Require Qualification Codes to be used (Subject Codes will not be allowed). Copy the Student Person's Address to the Student's Addresses. warn the user when a different Student Person exists for another Student, linked to the current Student in Associations {SREGB-13} where the Relationship Code {GCS-28} is indicated as (S)ibling. If the person that is linked as a supervisor is defined as an 'Other' user in {GOPS-3}, the program will ensure that the other user is linked to subsystem 'FIN' in block 2 (Link Users to Sub-systems). Only users that are linked to the access restriction code 'SARU', in {SMNT-5}, will be allowed to change data for any record where the activity code is equal to the activity entered for the SOD 'PI' and subsystem 'BI'.
Person Type	A1	This is the Person Type of the person linked to the Student. It may be (S)tudent, (P)ersonnel Member or (O)ther User
Person Number	N9	Refer to Student Biographical Information {SREGB-1}, Personnel Biographical Information {PBOP-1} and Maintain Other Users {GOPS-3} The following validations apply to the 'Persons' linked to the student (during insert of a new record) A valid student cannot have deceased date A valid personnel member cannot have a resignation date before today's date or only have a service period starting after today's date A valid 'Other' person cannot have an expiry date before today's date.
Start Date	DD-MON-YYYY	Date from which the link between the Student and the Person is effective Only one record with Supervisor Activity allowed for a given period (Indicated by Start and End Date)
End Date	DD-MON-YYYY	This field is optional. Date to which the link between the Student and the Person is effective
Payment Type	N2	This field is used by the program Generate Payments per Activity {SREGB-15}. Only Payment Types indicated as Active in the Supervisor Payment Code Structure {SCODE-38} may be used. The field is optional for records where the activity does not correspond to System Operational Definition {SMNT-12} "PA - Default Activity Code for Supervisor" for Subsystem "BI"
Factor	N1.1	This field is used by the program Generate Payments per Activity {SREGB-15}. The field is optional for records where the activity does not correspond to System Operational Definition {SMNT-12} "PA - Default Activity Code for Supervisor" for Subsystem "BI" If the Student has a Certificate Seen {SREGB-8} where the Certificate Code corresponds to one of the System Operational Definitions {SMNT-12} "OH - ORRS - High Level Resources" or "OV - ORRS - Very High Level Resources" for Subsystem "DM", the program will display a warning if the Factor is equal to 1.

Example:

Processing
Rules

The program will not allow overlapping Start- and End Dates for different records with the same Student / Year / Block / Activity and Subject- or Qualification combination

Special activity codes must be set up in {SMNT-12} for the following SOD's:

SOD Code	Sub System	Description
LA	CA	Default Activity Code For Learner Advisor
LT	CA	Default Activity Code for Liaison Teacher -Missing in SMNT-12 manual
PA	BI	Default Supervisor Activity
ST	CA	Default Activity Code for Subject Teacher

These activity codes has special meaning in several programs in the system such as the programmatic allocation of staff to students and the Lecturers Class List in {SSTUDY-36}

The Supervisor can be a person defined on the Student System, Personnel System or he / she can be defined as an Other user. The following SOD's from {GCS2-11} define the contact type and address types that will be used to create student addresses:

SOD Code	Sub System	Description
AC	GP	Address Type for Address Copy
PC	GP	Provider Contact Type for Address Copy
SC	GP	Supervisor Contact Type for Address Copy

When the address of a student, staff member or 'Other' person is changed:

a system check will be done to determine if the person is linked to one or more students as a supervisor. If yes, then the address will be maintained on the student side as well: the address will be ended and new address will be created for SOD AC.

On the same day as it was created, the supervisor's address on the student side will not be ended or a new one created but the existing address will be updated.

History of Changes

Date	System Version	By Whom	Job	Description
12-Aug-2010	v02.0.0.0	Frans Pelser	t160935	New manual
23-Mar-2011	V02.0.0.1	Phlip Pretorius	F172643	Add info about linking Other person to a system when a supervisor.
17-Jun-2011	v02.0.0.2	Magda van der Schyff	F174465	Add info regarding 'Person'.
02-Feb-2012	v02.0.0.3	Phlip Pretorius	T175968	Make corrections
02-Aug-2012	v02.0.0.4	Magda van der Westhuizen	t178085	Add Restriction 'SARU'.
24-Mar-2015	v04.0.0.0	Magda van der Westhuizen	t205922	Convert to INT4.0.
25-Jul-2016	v04.0.0.0	Magda van der Westhuizen	t213796	Correct links in the manual and insert latest image.
09-Mar-2020	v04.1.0.0	Hellen Kgosi	T242100	Inserted a new image.

The End