Biographical Information {SREGB-1}

The full Biographical Information for a student is carried in three Blocks spanning four screens.

The facility exists to view the student's National Student Information.

Fields in the option:

Block 1: Student Biographical

This section discusses the Personal Detail and Qualification Information.

Field	Type & Length	Description
Personal Detail
Surname Search	A30	This field can be used to do a search on specific surnames of students. The user must <ENTER QUERY>, <PREVIOUS FIELD> type in the surname and press the 'Search Button' function. The system will display the records of students with the same surname who have been entered on Biographical Information. The surname, initials, calendar year of registration, qualification registered for and the study period of the qualification is displayed for the students. Select the relevant Student and click 'OK', and then execute the query.
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 <COMMIT>.
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, which 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 fields, Search on Surname and Year, can only be reached by pressing <PREVIOUS FIELD> since these fields are not normally used when a new record is entered or queried.
NSN Number	N10	This is the National Student Number. On right click of the NSN number field the option for the NSI interface displays and on selection it will open. The user will then be taken to NSI interaction screens. If the user aren't login to the NSI site the NSI Login tab can be selected to login. MoE Enrol Interface will display only when the Alpha / Date Field is not null, for SOD Code: MI and subsystem: BI as setup in {SMNT-12} . If any data has been changed and saved in the NSI interface, the students record will be re queried automatically when moving back to {SREGB-1}. When creating a new students record, the biographical record as well as the address must be captured and saved before the user will be able to open the NSI interface.
NSN Student Status	A1	This is the National Student Number Student Status. Values allowed are (A)ctive, (I)nactvie or (P)artial.
Red Indicator	A0	Indication that there is Historic Credits outside ITS System. Certificate Code should be entered on SOD (SR,AD) on {SMNT-12} and student should have this Certificate Code with Seen Indicator = Y and Today's date less or equal to the Expiry Date or Expiry Date is NULL/blank on {SREGB-8}
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.
Preferred Name	A80	The system will accept upper- and lowercase characters as input here. The preferred name of student is entered here.
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 may be insufficient, this fact may be indicated in the “Administrative Comments” field.
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.
Birth Date	DD-MON-YYYY	Enter the Date of Birth of the student.
Gender	A1	Gender of the Student, allowed values are (M)ale and (F)emale.
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.
Alt. 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 names, 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.
Date Deceased	DD-MON-YYYY	Students with a deceased date won’t get any correspondence send through the Correspondence subsystem.
Check Duplicate Students	Button	For the duplicate students three different tests will be done on the following combinations: Test 1: First check for all fields: Surname, First Names, Preferred Name, Birth Date and NSN Number. Test 2: Then check for the first four fields: Surname, First Names, Preferred Name and Birth Date. Test 3: Then check for the first three fields: Surname, First Name and Preferred Name. A Module form will be displayed with all duplicate student numbers. Two buttons on the module form: (See example of the module form below) Button Name: Query: If clicked: cleared the current information and execute a query on the student the cursor are standing on. Button Name: Cancel: If clicked: data that is already captured will be retained - user can continue entering data.

Qualification Information		This section displays the Registration detail Provider / Provider Type for the Registration Year equal to the year of Sysdate. If no registration is found and an Application exists, the latter will be displayed.

Example: Block 1: Personal Detail

Example: Module: Duplicate Student Numbers

Block 1: Page 2

Field	Type & Length	Description
Citizenship/Ethnicity
Non Resident	A1	Non Residents and Foreigners for the purposes of statistical reporting to Education Departments. Any student identified with a (Y)es or (P)ermanent Resident in this field will be counted.
Country of Residence	N4	Used by the Higher Education Management Information System 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.
Country of Origin	N4	For clients who have a country code on {GCS-1}, this field accommodates the data necessary for the Higher Education Authority (HEA) reporting.
Citizenship 1	N3	The codes as entered in option {GCS2-6} can be used here. The values may be viewed with the <LIST> function.
Citizenship 2	N3	The codes as entered in option {GCS2-6} can be used here. The values may be viewed with the <LIST> function.
Citizenship 3	N3	The codes as entered in option {GCS2-6} can be used here. The values may be viewed with the <LIST> function.
Ethnic Group 1	N2	This code is defined in the General System {GSC-7}. The values may be viewed with the <LIST> function.
Ethnic Group 2	N2	This code is defined in the General System {GSC-7}. The values may be viewed with the <LIST> function.
Ethnic Group 3	N2	This code is defined in the General System {GSC-7}. The values may be viewed with the <LIST> function.
Other Ethnic Group	N2	This code is defined in the General System {GSC-7}. The values may be viewed with the <LIST> function.
IWI Code 1	N2	This code is related to the Ethnic Group Field. It is a 'sub-group' within the Ethnic Group and is system defined.
IWI Code 2	N2	This code is related to the Ethnic Group Field. It is a 'sub-group' within the Ethnic Group and is system defined.
IWI Code 3	N2	This code is related to the Ethnic Group Field. It is a 'sub-group' within the Ethnic Group and is system defined.
Study/Work Permit Number	A15	The the Non-residence permit number.
Study/Work Permit Expiry Date	DD-MON-YYYY	Expiry Date of the Permit Number.
Study Permit Category	A2	A code as defined in (SCODE3-6}. 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. The values may be viewed with the <LIST> function.

Example: Page 2: Citizenship / Ethnicity

Block 1: Page 3 Secondary School and Additional Information

Field	Type & Length	Description
Secondary School Info
School	A6	This code is defined in the Code Subsystem {SCODE-1b2}, and identifies the last school that the student attended before applying to this institution. The values may be viewed with the <LIST> function.
Matric Date	YYYYMM	The year and month in which the student completed (or is about to complete) his/her secondary schooling is indicated. This information is helpful in checking on, outstanding results. This field is used as a default value for the matric sitting in {SREGB-9}.
Matric Type	A2	This indicator is defined in {SCODE3-1b3}, and may be viewed with the <LIST> function.
Exam Authority	A2	The code and description of the relevant Education Department as linked to the school under option {SCODE-1b2} is displayed, but may be changed by the user. The values may be viewed with the <LIST> function.
Highest Grade	A1	The highest grade that the student has passed or for which s / he is presently enrolled.
Exam Number	A15	The student’s secondary school 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}.
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.
Aggregate per Certificate:
Symbol	A2	Matriculation Aggregate Symbol per Matric Authority
Value	N4	The numeric value of the Matric aggregate as appearing on the matric certificate.
Matric Lapses	DD-MON-YYYY	If the student has a conditional matric exemption, the date on which it lapses can be entered here.
Additional Credit	N2	Indicate if additional credits must be added to the WRS score.
Additional Info
Highest Tertiary Qualification	N1	Enter the National Level the student will start his studies at this institution.
Activity last Year	A2	An indication of the student’s activity during the year before entering the institution. This information is required for Statistical reporting in respect of all first time entering students. The values as defined are built into the system and may be viewed with the <LIST> function.
Home Language	A2	The possible values are entered in the General System {GCS-6}, and are user-defined.
Preferred Language	A2	The possible values are entered in the General System {GCS-6}, and are user-defined.
Preferred Method of Communication	A2	The student's preferred method of communication.
Preferred Methods of Communication to other students	A2	The student's preferred methods of communication to other students. Four values are allowed.
Where Heard	A20	Information may be entered regarding the source where the student heard of the particular qualification.
Study Elsewhere	A1	A (Y)es or (N)o is entered in this field indicating whether the student is concurrently enrolled elsewhere.

Example: Page 3: Secondary School Info

Biographical Info Secondary School & Add Info

Block 1: Page 4 Financial & Employment and Miscellaneous

Field	Type & Length	Description
Financial and Employment
IRD Number	A15	The
Bursary Required	A1	A (Y)es or (N)o indicates whether the student requires an institutional bursary or not.
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.
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 witch the student will pay his / her account.
Industry Sector	A5	General type code for use in Contact Management System and is defined in {COOPC-1}. The values may be viewed with the <LIST> function.
Occupation	A5	The occupation codes as defined in the Student Code Subsystem on {SCODE 21}.
Employer Code	A5	As defined in the Code Subsystem {GCS-22}. Students 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.
Personnel Number	N9	To indicate if the student is also personnel as defined on {PBOP-1}. Values may be viewed with the <LIST> function.
Miscellaneous
Exemption Subjects	A1	To indicate if the student wants to apply for subject / s exemption. (Y / N)
Research Grading	A4	To be used by the Research Subsystem. This code is defined in {SRASC-1}. The values may be viewed with the <LIST> function.
External Unit	A4	Any external unit to which the student belongs, as defined in the Student Code Subsystem {SCODE-3}. The values may be viewed with the <LIST> function.
External Examination Number	N7	If the student is involved in external examinations for which numbers are allocated, then that number can be entered here.
External Number	A10	The student’s identification number in the external examination unit.
Receipt Number	A10	The student’s receipt number of Biographical Fees paid to the institution.
Administrative Comments	A150	Insert any Administrative Comments regarding the student.

Example: Page 4: Misellaneous

Block 2: Address / Communication Detail

Field	Type & Length	Description
		Refer to the Operational Manual for Addresses

Block 3: Address / Communication List

Field	Type & Length	Description
		Refer to the Operational Manual for Addresses

History of Changes

Date	System Version	By Whom	Job	Description
18-Oct-2007	v01.0.0.0	Melanie Zeelie	t140766	New manual format.
30-Mar-2010	v02.0.0.2	Magda van der Westhuizen	t160705	Update manual. Add MoE Enrol Interface, Socio Economic Category, Citizenship 2, Citizenship 3 and validation on duplicate Student Numbers button.
06-Aug-2010	v02.0.0.1	Frans Pelser	t167650	Study Permit Category
26-Jan-2011	v02.0.0.2	Frans Pelser	t171319	Add 'Search Button' on page 1, Administrative Comments on page 2 and insert new image's.
01-Feb-2011	v02.0.0.2	Frans Pelser	f169708	Check Duplicate Students - changed three, four to three
05-May-2011	v02.0.0.3	Bea Swart	t160942	Add link to the MoE Enrol Interface on NSN Number
27-Jan-2012	v02.0.0.4	Bea Swart	t179425	Add New indicator (Historic credits outside ITS) for student next to NSN Status
31-Jul-2012	v02.0.0.5	Magda van der Westhuizen	t178573	Add Provider / Provider Type and auto query of student from the NSN Interface.