Quick Biographical Create  {SREGB-4}


This option allows the user to create a short Biographical Record for a student that consists of the minimum number of fields in order to speed up the registration process for students who did not previously apply.


It is necessary to update the Full Biographical Information {SREGB-1} for a student as soon as possible after registration. This option is not recommended in the normal operation of the Applications Subsystem, as it does not provide for sufficient information on the applicant to handle the application process.  It may, however, be useful in the case where the “Academic Admission” validation ‘AA’ or ‘AF’ is set to (Y)es in option {SMNT-1},  - Validation Control, and where suitable new students arrive on registration day.  To speed up their admission, this option can be used followed by the entry of the appropriate record under option {SNAPPA-3}.  The complete record must then be entered on the system at the first opportunity.

Fields in this option:

Panel Box 1:  Search

A user search can be done on the available search fields:  'Student Number', 'Surname', 'ID Number', 'Passport Number', 'First Names'.  The user can add additional search fields from the 'Advanced / Add Fields' buttons.

Panel Box 2:  Student

FieldType
&
Length		Description
Student Number  N9The 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.
Year N4The 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, that 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 field "Search on Surname" can only be reached by pressing <PREVIOUS FIELD>, as this
          field is not normally used when a new record is entered or queried.
Upload Alumni / Archive Information
When a user create a new record and entered a student number and the student number exists on either 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 click on the 'Upload Alumni / Archive Information' button the date will be populated into relevant fields, or the user can 'Cancel' the request.


Panel Box 3:  Personal Details

Field Type
&
Length		 Description
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.
Initials  A6Enter 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 A30The 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 start
Alternate Surname  
A30The 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.
First NamesA40The 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.
Alternate Names A40The 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.
CitizenshipN3For further details on this field, see Full Biographical {SREGB-1}. The 'LOV' will only display active Citizenship Codes. Make sure the System Operational Definition 'CR' is correctly set.

This System Operational Definition (SOD) has the following effect:

  • If the student's citizenship is equal to the Alpha valued entered for the SOD, then the ID Number field is mandatory

  • If the student's citizenship is not equal to the Alpha valued entered for the SOD, then the Passport Number field is mandatory

  • If no value is entered in this field, neither of the two fields will be mandatory.

Please Note: If the country code in {GCS-1} is set to 'IRL' (i.e. Ireland), the prompt for this field will appear as 'Citizen / Nationality' with a different underlying data base column.
Birth DateDD-MON-YYYY Enter the Date of Birth of the student.
GenderA1Gender of the Student - allowed values (M)ale and (F)emale.
ID Number A13Enter 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 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 Puplic Service (PPS) Number will be displayed instead of the ID Number.

  • If the student's citizenship is equal to the Alpha valued entered for the SOD, then the ID Number field is mandatory

  • If the student's citizenship is not equal to the Alpha valued entered for the SOD, then the Passport Number field is mandatory

  • If no value is entered in this field, neither of the two fields will be mandatory.



 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}.
The following three 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 UserA8
Enter a valid user ID to override duplicate ID.
PasswordA16
Enter the password for the User ID.
ReasonN2
Enter Reason for overriding the duplicate ID. This reason code is defined in {SCODE-33} for Indicator 'D'.
Passport NumberA15Passport Number for students from other countries.
Preferred LanguageA1Allowed values are (A)lternate or (E)nglish.  Correspondence with a student can be handled by the system in this Preferred Language.
Student TypeA2This 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 A5The Currency in which the student will pay his / her account.       
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 mandatory/forced


Panel Box 4:  Address / Communication Detail

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


Panel Box 5:  Capture Detail

FieldType
&
Length		Description
Date CapturedDD-MON-YYYYThe system date when the student record was created / caputred for the first time.
UserN4The user who create / update the students record.
Date ChangedDD-MON-YYYYThe system date when the students record was last changed.


Example:

Quick Bio b1i1



Processing
Rules		  
  Refer to {SREGB-1} for the processing rules and the SOD set up on {SMNT-12}.


History of Changes

Date System Version By Whom Job Description
12-Jun-2008 v01.0.0.0 Melanie Zeelie t149061 New SOD rules.
11-Aug-2008 v01.0.0.1 Phlip Pretorius F152261 Add reference to SOD 'CR'
30-Oct-2008 v01.0.0.1 Magda van der Westhuizen t151714 Update manual:  Language Editing:  Juliet Gillies.
12-Sept-2012 v02.0.0.0 Amanda van Emmenis t185753 Update manual: The LOV on Citizenship Code will only display Active Citizenship Codes.
24-Jul-2014
 v03.0.0.0
 Alucia Sabela
 t190482
 ID field Duplicate ID Access restrinction type.
12-Dec-2014 v03.0.0.1 Charlene van der Schyff t199529 Just to book back no changes
07-Dec-2016v04.0.0.0Magda van der Westhuizent201696Convert manual to INT4.0
25-Jan-2017v04.0.0.1Magda van der Westhuizent213793Program has been converted to ADF for INT4.0.  Update the manual with the new screen layout etc.
29-Jul-2019
 v04.1.0.0
 Beulah Vries
 t238117
 Update manual and insert new image for INT4.1, add employer code field and updating of SOD EC/SR on {SMNT-12} for the employer code