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Student Information System User Manual Version 12 2002 Edition

1. 4 13 48 2 Residence Admission Report SNAPPR 2 Ns Se Nha Sl a ee 4 14 48 3 Residence Selection Report SNAPPR 3 A Sa eS EERE 4 16 4 9 BURSARY LOAN REPORT SNAPP 29 Nh nonnnnnn cnn emos 4 18 5 APPLICATIONS PROCEDURES 0 mn memes 51 5 1 ENTER APPLICATIONS 5 1 5 2 ACADEMIC ADMISSIONS 5 3 5 3 RESIDENCE ADMISSIONS 54 Copyright ITS Version 12 2002 iii Applications Subsystem Overview Chapter 1 1 APPLICATIONS SUBSYSTEM SMAIN 2 SNAPP 1 1 OVERVIEW APPLICATIONS 1 1 1 The Applications Cycle x This subsystem can be used to manage the selection of new applicants for entry to the institution as well as the selection of existing students for advanced years of study The subsystem allows the institution to receive applications from prospective students well in advance of the actual registration dates Not only does this allow for the selection of prospective students but it also assists in speeding up the registration process allowing lectures to start with a minimum of disruption and delay Academic Applications for any future year academic block and offering type can
2. Registration Subsystem Manual Please note that if the country code in option GCS 1 is set to IRL then the following fields are not mandatory Birth Date Postal Code Group Code The following Blocks with additional detail are also available under this option Block 5 Matric Subjects Block Block 6 Previous Studies Block Block 7 Previous Subjects Block Block 8 Certificates Indicators Seen Block Block 9 Disabilities Block Block 10 Secondary School Information Copyright ITS Version 12 2002 Applications Subsystem Menus Chapter 2 These are also fully discussed in Registration Subsystem Manual Note that the matric subjects and symbols should be entered under Block 5 of this option if the facilities for calculating WRS scores are to be utilised 2 2 2 1 Specific Rules pertaining to option SNAPP 2 This option is subject to the user restriction SBIO as set up in option SMNT 5 The validation control RV in option SMNT 1b1 determines whether the control is done at Faculty or Departmental level and validation control RM also in option SMNT 1b1 determines the control is done per Campus on a second level after Faculty or Department The restriction is done on the primary qualification of a student if the student is enrolled or alternatively on the first application of the student All records are displayed when a query is done but the user may only update inf
3. Select option SNAPP 1 System Cycles Residence P Create records for each of the academic blocks for which residence applications are currently to be processed C Select option SNAPP 6 Delete Old Application History to remove application records in respect of previous application cycles Option SNAPP 5 Delete Unwanted Records can also be run to clear up the biographical records of previously unsuccessful applicants D If modulus 11 student numbers are to be used the system should be set to validate for this under option SMNT 1b1 validation 11 Lists of modulus 11 student numbers can be generated via option SNAPP 4 The system will request the start and end range of the student numbers to be generated E If the validation Exclude External Students EX is set to Y es under option SMNT 1b1 The test is done on a combination of surname first 10 characters of the ID number and the birth date and a valid institution code whether another institution in option SREGL 3 may have excluded the student If the validation is switched on the system will not allow the user to create the application or if the application has already been entered the user may not update the admission status to admitted but if the validation is set to No only a warning will be given F Select option SCODE 22 Certificate Types lt EXECUTE QUERY gt to display all records Set the values of certificates to be
4. and lt COMMIT gt The system will allow only one ADMIT status for each student Note that the residence information for a student is displayed but cannot be updated here Option SLLL 3 can again be used to write letters to applicants confirming the status of their applications Registration forms for successful applicants can also be printed via option SREGR 1 RESIDENCE ADMISSIONS The admissions of students for academic and residence purposes are closely related but are normally not done by the same personnel It is thus possible to do the residence admissions for a student separately whilst the admission status for academic purposes are displayed simultaneously The following procedure could be used A Select option SNAPPA 4 Residence Admission Press lt ENTER QUERY gt supply the student number and lt EXECUTE QUERY gt The system will display the academic information of a student as well but this is not updateable here B The user may change the period and choice of residence and supply the floor and room number if known and must enter the admission status for the student and lt COMMIT gt C Select option SNAPPR 2 Residence Admission Report This report will list all students per residence code as supplied by the user per admission status D If the validation AH Residence Application on Academic Application is set to Y es in option SMNT 1 The system will validate if a
5. i35ccc pe Campute WRS Scores Fram Student 0 To 999999999 For Year 2000 Block 0 Offering Type ALL For Qualification ALL Run ALL Student Qual Block Choice Additional WRS Nuber Surname Code Description Code Number Credit Score 1234567 DR S Hugo B DOSMESTIC SCIENCE 0 9110033 PROF FET MAFUYO BSC B BSC BIOLOGICAL SCIEN O 9110033 PROF FET MAFUYO EDP ELECTRONIC DATA PROC 0 200000078 MR M hanekan 100A 1 B DOMESTIC SCIENCE 0 200000179 ME S SMITH DSPORT DIPLOMA IN SPORT MAN 0 200000322 MNR D JORRISEN DSPORT DIPLOMA IN SPORT MAN O 200000330 MNR D JORDAAN DSPORT DIPLOMA IN SPORT MAN O 200000923 MRS D BASSON DSPORT DIPLOMA IN SPORT MAN 0 200001167 MNR N Botha KIOSK ND KIOSK 0 200001205 MRS S de Kooker 100A 1 B DOMESTIC SCIENCE 200001345 MR J PANSHGROUW 100A 1 B DOSMESTIC SCIENCE 200100310 DR H DE NIE 100A 1 B DOSMESTIC SCIENCE 200100312 MEV M JANSEN VAN VUUREN 100A 1 B DOSMESTIC SCIENCE 200100312 MEV M JANSEN VAN VUUREN BAGR BACHELOR OF AGRICULT 0 200100313 MR J BARKLEY 100A 1 B DOMESTIC SCIENCE 0 97777177115 MEN MM JANSEN VAN VUUREN 100A 1 B DOMESTIC SCIENCE 0 977777716 MR AO TERRY MEGING MEGANTESE INGENEURSW O 9ITITTTTTG MR AO TERRY 100A 1 B DOMESTIC SCIENCE 0 97777171T MEN EC BREYTENBACH 100A 1 B DOMESTIC SCIENCE 0 9777177118 MEJ E 100A 1 B DOMESTIC SCIENCE 0 9777717779 MR R JANSEN VAN VUUREN 100A 1 B DOMESTIC SCIENCE 0 0 0 0 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 so N a a 0 0 0 0 BPNNHFPWEFENFPPRE Pp POP PP
6. 1 Version 12 2002 Applications Subsystem Overview Chapter 1 When the application forms are received a first step could be to check that the particular application is a bona fide application If the applicant does not for instance have the matric subjects required for his her qualification or will definitely not be able to fulfil some other requirement it serves no purpose to enter his her details into the system In this case the person can merely be informed of the reason why s he cannot enrol for the particular qualification x All bona fide applications are allocated a student number It is useful to keep a control list on which the name of the applicant is entered against his her number This number is retained throughout the student s period of study at the institution Student numbers can be generated by the system if the user should wish to make use of this facility rather than allocating student numbers manually The letter writing facilities under menu SLLL 3 can be used to inform applicants that their applications have been received or to arrange for tests or other requirements in respect of the qualification for which they are applying An option exists for doing a programmatic selection This selection will admit the applicants with the highest WRS scores see option SNAPPA 5 in this manual within the quota for each qualification and period of study as defined in option SACAD 1b6 whilst taking into account
7. FOR THIS STATUS 1 TOTAL FOR ALL STATUSES 1 GRAND TOTAL FOR ALL STATUSES 1 Copyright IT S 4 3 Version 12 2002 Applications Subsystem Reports Chapter 4 Copyright ITS 4 4 Version 12 2002 Applications Subsystem Reports Chapter 4 4 2 3 Detailed Admission Status Report SNAPP2 3 USER SELECTION Calendar Year First Block Code to Include or ALL Up to 10 Block codes can be included If ALL then First Block Code to exclude or lt ENTER gt Up to 10 Block codes can be excluded Start End Faculty Code or ALL Start End Department Code or ALL Start End Qualification Code or ALL Campus code or ALL First Offering Type to Include or ALL Up to 10 Offering Types can be included If ALL then First Offering Type to exclude or lt ENTER gt Up to 10 Offering Types can be excluded Sort A Iphabetically or N umerically PRINT SEQUENCE Per Block Code Faculty Qualification offering type period of study and selected sort order SYSTEM SELECTS Within selected range all applicants Exclude Cancelled applications 07 FEB 2000 Program iafrpt rdf Admission Status Report For Faculties 1 To 1 Department all Qualifications all Campus Code all Include Offering Type all Exclude Offering Type Year 2000 Block all Order Students A lphabetically Or N umerically a Block 0 YEAR Faculty 1 SCIENCE Qualification BSC B BSC BIOLOGICAL SCIENCES 95 Campus 1 LYCEIM Offering Type 01 FULL TIME Period
8. N Exam Authority code Subject data file name uecasul0 asc Matric External Matric Subject Alternate Matric Subject Author Subject Code Level Name Name Code EC 123456789H H Mathematics Wiskunde EC 123456789S S Mathematics Wiskunde No of records read No of records inserted No of records deleted KKKKKKKKKK End Of Report Ke eK KKK Copyright ITS 2 36 Version 12 2002 Applications Subsystem Menus Chapter 2 3 CENTRAL APPLICATION OFFICE MENU SNAPP 8 SCAOM This section is describe in a separate manual Central Application Office Copyright ITS Version 12 2002 Applications Subsystem Reports Chapter 4 4 REPORTS 4 1 ALPHA NUMERIC REPORT SNAPP 21 USER SELECTION Calendar Year Faculty Code or ALL Campus Code or ALL First Block Code to Include or ALL Up to 10 Block codes can be included If ALL then First Block Code to exclude or lt ENTER gt Up to 10 Block codes can be excluded Only admitted students Y es N o or ALL Report per Block Code Y N Order A lphabetical or N umerical PRINT SEQUENCE As per selected order SYSTEM SELECT Within selected range all applicants 05 FEB 2000 INTEGRATED TERTIARY SOFTWARE Program i3trpt rdf Application Students Report ALPHABETICAL Calendar Year 2000 Include Block all Exclude Block Only For Admitted Applicants all For Faculty Code 10 For Campus Code all Report Per Block Code n Report In A lphabetical N u
9. OFFICE MENU SNAPP 8 SCAOM 2 3 1 4 REPORTS mn 4 1 4 1 ALPHA NUMERIC REPORT SNAPP 21 4 1 4 2 ADMISSION STATUS REPORT MENU SNAPP 22 S NAPP2 42 4 2 1 Calculate WRS Scores SNAPP2 1 42 4 2 2 Print Admission Status SNAPP2 2 Y on e ai 4 3 423 Detailed Admission Status Report SNAPP2 3 45 4 3 INDIVIDUAL SELECTION REPORT MENU SNAPP 23 SNAPP3 46 43 1 Calculate WRS Scores SNAPP3 1 46 43 2 Individual Selection Report SNAPP3 2 a a A eee 4 6 4 4 APPLICATIONS PROGRESS REPORT SNAPP 24 48 4 5 APPLICATIONS SUMMARY REPORT SNAPP 25 4 9 4 6 NUMBER OF APPLICANTS PER QUALIFICATION SNAPP 26 4 10 4 7 APPLICATIONS STATISTICS SNAPP 27 No ronca 4 11 4 8 RESIDENCE REPORTS MENU SNAPP 28 SNAPPR 4 13 4 8 1 Residence Admission Validation SNAPPR 1
10. applied E Select option SNAPPA 5 Computer Selection Select the option to first calculate the WRS scores for all students The remaining quota after allowing for any already admitted applicants for each combination on SACAD 1b6 will be determined The computer selection will then admit the best students for any qualification on the basis of their first two qualification choices up to the maximum quota specified for a qualification The status Y es Computer Selected will be used F Select option SNAPP 22 Admission Status Report Menu The reports list all students admitted per qualification and offering type per admission status G Select option SNAPP 23 Individual Selection Report Menu The reports list the individual information for every student H Evaluate the admissions using the above two reports Copyright ITS Version 12 2002 Applications Subsystem Procedures Chapter 5 5 3 Copyright ITS As a sequel to the computer selection or as a substitute therefore admissions can be handled manually In this case the procedure is Select option SNAPPA 3 Academic Application Admission Press lt ENTER QUERY gt enter the student number and lt EXECUTE QUERY gt Activate Calculate WRS in Block 3 with a Ves if the WRS scores must be calculated or re calculated x Enter the appropriate admission status against any one of the choices by pressing lt NEXT FIELD gt
11. at the Seen Indicator 2 8 1 4 Student Information SNAPPM 1b5 This block displays the information as downloaded from the tape and the only field that can be updated is the Copy Student field A Exam Number A15 The matriculation examination number supplied by the examination authority B Identity Number A13 This is die identification number of the matriculant C Birth Date DD MON YYYY The birth date of the matriculant Copyright ITS 2 28 Version 12 2002 Applications Subsystem Menus Chapter 2 D Surname A30 The surname of the matriculant E First Name s A40 The first names of the matriculant F Copy Al This facility can be used to manually match an applicant s information by comparing the information in Blocks 2 and 4 The user can then update the exam number of the applicant if this was incorrect or missing on block 2 and do a manual copy of the matric results to the matric detail of the applicant by entering a Mes in this field 2 8 1 5 External Matric Subject Information SNAPPM 1b6 This block displays the information as downloaded from the tape A Exam Number A15 The matriculation examination number supplied by the examination authority B Subject Code A10 The matric subject code It may be necessary to create a conversion table for the matric subject codes used by the institution option SCODE 5 and the subject codes supplied by the examining authority option GOPS 21 Exte
12. be entered into the system System cycle type A Actual academic admissions can be handled for any academic block and offering type that is active where today s date is between the start and end dates in the System Cycle option SNAPP 1 Residence Applications for any future year and academic block can be entered into the system System cycle type P and actual residence admissions can be handled for any academic block and which are active where today s date is between the start and end dates in the System Cycle option SNAPP 1 The subsystem has facilities to sort applicants in merit sequence on the basis of results in the final school examination or in the case of present students on the basis of the average results in previous examinations at this institution Admission can be granted by manually updating the records of an applicant or in the case of new applicants a computer selection can be done on the basis of matric results There are facilities to simplify the process of copying matric results from tapes provided by education departments Provision is made for the handling of applications through the Central Applications Office Bureau for those clients who subscribe to this Bureau 1 1 2 Processing Of Applications Itis suggested that the application form should have the same basic layout as the input screens since this would greatly simplify the entering of application details Copyright ITS 1
13. copied to all applicants to Y es insert and lt COMMIT gt G The academic structure SACAD 1 has to be in place for the year the student wants to apply for H Should the user wish to generate financial transactions with regard to application fees the following steps must be taken Copyright ITS Version 12 2002 5 1 Applications Subsystem Procedures Chapter 5 select option FSAM 1b2 Transaction Events and lt QUERY gt the year and Event 01 for Residence Application Fees ensure that Academic Application Fees records exist for each academic block offering type for which applications can be processed Event 01 with Generate Mes If the entering of an application is only to be allowed after the payment of the application fee this should also be specified on each record Then set the fields CT Trans Type Amount CB Trans Type and Test CR Trams on lt COMMIT gt The validation check for minimum amount paid AB have to be set to Mes at FSAM 3 x ensure that Residence Application Fees records exist for each academic block for which applications can be processed Event 19 with Generate V es If the entering of an application is only to be allowed after the payment of the application fee this should also be specified on each record Then set the fields CT Trans Type Amount CB Trans Type and Test CR Trams on lt COMMIT gt The validation check for minimum amount paid B H have to b
14. mandatory field Enquiry Number N7 User A8 displayed only Title A5 a lt LIST gt function is provided Surname A30 Alternative Surname A30 this is a non mandatory field Initials A6 First Names A40 Alternative Names A40 this is a non mandatory field PASITO mua gt Copyright ITS 2 2 Version 12 2002 Applications Subsystem Menus Chapter 2 Birth Date DD MON YYYY Gender Male Female Al ID Number A13 Passport Number A 15 Employer Code A5 a lt LIST gt function is provide Student Type A2 a lt LIST gt function is provided Currency Code A5 Preferred Language English Alternate A1 Group Code N2 a lt LIST gt function is provided Additional Credits N4 Alien Indicator A1 Permit Number A15 Expiry Date DD MON YYYY Z Research Grading A4 a lt LIST gt function is provided AA Matric Type A2 BB Exam Number A15 CC Central Application Office N9 this is a non mandatory field DD School Code A6 a lt LIST gt function is provided EE Matric Date YY YYMM FF Interview Date DD MON YYYY this is a non mandatory field GG Interview Time N4 this is a non mandatory field Block 2 Contact Details Block Block 3 Address Details Block Block 4 Communication Details Block Kx eS CHYMPOMOZE These fields are a subset of the total biographical information that exists under option SREGB 1 They are more fully discussed in
15. marked as Major subjects on the Curriculum will be valid here When a new registration is done the system will check if there is a record for this student for the previous year for this qualification and then insert the same record for the new year for this student Applications Subsystem Menus Chapter 2 2 5 GENERATE STUDENT NUMBERS SNAPP 4 The use of modulus 11 student numbers on the system is optional x If the validation 11 of modulus 11 student numbers is de activated in option SMNT 1b1 any unused number can be used for a new student number When this option is selected the system will first ask for Start with U ser Defined Number or L ast Number Generated The user is given a choice to generate only modulus 11 numbers If the system is set to operate on nodulus 11 numbers on average only every eleventh number will be used In order to generate 100 valid numbers the difference between the first and the last number should be about 1100 Please note that the system does not keep record of numbers already generated this control must be exercised outside the system The system does however keep control of the highest student number which has actually been allocated to a student under option SMNT 7 x It is often found useful to reserve the first two digits of the number for the year of first registration of the student This is however not a requirement of the system It may be prudent
16. processed Each record contains A Type Al Only A and P type records for academic and residence applications may be processed from this option With the insert ofa new record an A or P must therefore be entered in this field B Year N4 The calendar year is entered here C Block A2 The academic block for which this cycle will apply Academic blocks are defined under option SCODE2 1 The available values can be viewed with the lt LIST gt function D Offering Type A2 The Offering Type for which the cycle A will apply Offering Types are defined under option GCS 5 The available values can be viewed with the lt LIST gt function All valid Offering Types have to be added for all the Blocks E Exam Type Al Supply the Exam Type for Cycle Type M only F Start Date DD MON YYYY The start date for processing of these applications G End Date DD MON YYYY The last date for processing of these applications Note Applicants can only be admitted for cycles when the current date is between the Start and End dates It is however possible to enter applications for any future cycle Copyright ITS Version 12 2002 2 1 Applications Subsystem Menus Chapter 2 2 2 BRIEF BIOGRAPHICAL DETAIL SNAPP 2 x In the case of an existing student on the system or even an applicant from a previous application cycle that has not yet been deleted under option SNAPP 6 there is no ne
17. the first and second choices of the applicant Alternatively the selection can also be done on a manual basis over a period of time Selection status s can be defined and linked to applicants Appropriate reports are available to assist in this process The facilities in menu SLLL 3 can again be used to inform students of the progress of their applications Residence applications can also be recorded on the system and since residence and academic admissions are both displayed on the relevant screens these two processes can readily be co ordinated 1 1 3 SRS and WRS The evaluation of an applicant may be based on his her matric results or on some other attribute such as an artistic or craft test The system can assist with the evaluation of applicants on the basis of school results but any other evaluation must be done outside the system The SRS system of evaluation also known as the Swedish Rating Scale has been found useful for this purpose Each symbol on a matric certificate is given a value the Copyright ITS 1 2 Version 12 2002 Applications Subsystem Overview Chapter 1 highest value being linked to an A symbol in the highest grade and lower values to all other possible symbols and grades The total of these values for all the subjects of an applicant represents the SRS score The values that are used in the calculations are shown in the Code Subsystem of the Student Information System optio
18. to use the computer produced list as a control list by writing down the names of the applicants against the numbers as they are allocated This would avoid the problems caused by duplicate student numbers NOTE When using the Last Generated Student Number to generate new student numbers the user should please ensure that before running this option they know what the last generated number is for the year that will be used in this option The Last Generated Student Number can be found at SMNT 7 Copyright ITS 2 23 Version 12 2002 Applications Subsystem Menus Chapter 2 List of Generated Student Numbers SNAPP 4 USER SELECTION Start with U ser Defined Number or L ast Number Generated When U ser Defined Number then enter Start student number End student number Generate only modulus 11 numbers Y N When L ast Number Generated then enter Enter Year for which Student Numbers must be generated End student number Generate only modulus 11 numbers Y N PRINT SEQUENCE Per student number SYSTEM SELECT Numbers between the range provided in option Modulus 11 Student Numbers From 600000000 To 600000099 600000005 600000016 600000027 600000038 600000049 600000 060 600000093 Copyright ITS 2 24 Version 12 2002 Applications Subsystem Menus Chapter 2 2 6 DELETE UNWANTED RECORDS SNAPP 5 amp This option is used to delete the personal detail as for instance created under option SNAPP 2 in respect of a
19. 002 5 2 Applications Subsystem Procedures Chapter 5 5 2 ACADEMIC ADMISSIONS The selection of applicants can either be done at one time for all qualifications via the Computer Selection option SNAPPA 5 according to the WRS rating scales plus additional credits or it can be done over a period of time by manual selection possibly on a decentralised basis It is also possible to overwrite any computer selection using the manual selection option A pre requisite for the use of the Computer Selection process is that the matric results of all applicants should be entered under option SNAPP 2b2 Matric results can also be copied from tapes provided by education departments The procedure in this regard is set out in SNAPPA 5 above Once this has been done the procedure in respect of Computer Selection is A Select option SCODE 26 Admission Statuses lt EXECUTE QUERY gt to display all valid statuses Set the Sort Order as required and lt COMMIT gt B Select option SCODE 6 and ensure that the SRS and WRS rating structures have been set up correctly Also select SACAD 1b2 and ensure that the correct WRS tables have been linked to each qualification C Select option SACAD 1b6 and ensure that the correct quotas have been set in respect of each combination of Qualification Offering Type and Period of Study D Select option SMNT 1 and set validation QU to Y es if quota checks must be
20. 1 SCIENCE Per 1st 2nd 3rd 4th Qualification Stud Choice Choice Choice Choice Total BAR BACHELOR OF AGRICULTURE B SOC BACHELOR OF SOCIAL SCIENCE BSC P BSC PHYSICAL SCIENCES 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ooo00o00o0oo OP OO ODP OOD CP OOO 0000 oo ooo000o0o00000000000o0orPoooo Faculty School Total o o o Copyright ITS 4 10 Version 12 2002 Applications Subsystem Reports Chapter 4 4 7 APPLICATIONS STATISTICS SNAPP 27 Y gt USER SELECTION Calendar Year First Block Code to Include or ALL Up to 10 Block codes can be included If ALL then First Block Code to exclude or lt ENTER gt gt Up to 10 Block codes can be excluded Start and End Faculty codes Department Qual code or ALL PRINT SEQUENCE Per Faculty qualification and offering type SYSTEM SELECT All admitted applicants for the year block and qualification excluding cancellations 07 FEB 2000 INTEGRATED TERTIARY SOFIWARE Program iklypt rdf Application Statistics Report Calendar Year 2000 Blocks Included all Blocks Excluded For Faculty School 0010 To 0010 For Department all Total Total Total Total Adit Adit Regist Admit Applicants Applicants Stud Not TP Applicants Registered Not Regis Applied Faculty School Name Qualification Description BUSINESS SCHOOL B DOSMESTIC SCIENCE CLOTHING 01 3 1 2 43 Qualification Subtotal 3 alt 2 43
21. 2002 Applications Subsystem Reports Chapter 4 Copyright ITS Version 12 2002 Applications Subsystem Reports Chapter 4 4 8 3 Residence Selection Report SNAPPR 3 Y USER SELECTION Calendar year of Residence Application First Residence Code to Include or ALL Up to 10 Residence codes can be included If ALL then First Residence Code to exclude or lt ENTER gt gt Up to 10 Residence codes can be excluded First Residence Block Code to Include or ALL Up to 10 Residence Block codes can be included If ALL then First Residence Block Code to exclude or lt ENTER gt gt Up to 10 Residence Block codes can be excluded Use Result of Normal Examinations only Y N PRINT SEQUENCE Per Residence Per Block Code SYSTEM SELECT Residence applicants 07 FEB 2000 INTEGRATED TERTIARY SOFTWARE Program i3lccc pe Program For Residence Application For Calendar Year 2000 Include Residence Codes all Exclude Residence Codes Include Residence Block Codes all Exclude Residence Block Codes Use Result Of Normal Exams n Residence 0 KOSHUIS Residence Block Code 0 Subject Enrollments Year Type 1234567 1994 1995 1996 1997 199901221 1998 1999 1999 200100310 DE NIE H 1997 1999 Z222P 22222 WHWOOooor voooooocoor Number Of Applications For This Block Code 3 Number Of Applications For This Residence Code 3 Number Of Applications For This Year 3 Copyright ITS 4 16 Version 12 2002 Application
22. AD 1b14 9 The offering type will be for the subject as available for the subject qualification combination in the curriculum But only for those subjects linked to the block as exphined in the previous paragraph 10 Only subjects linked to a status leading to a Y will be accommodated in the registration program SREGAR 1 11 As soon as all the subjects has been entered and committed the user can move to the next block and enter Y es to validate whether the student complies to the prerequisite as indicated in the Academic Structure The validation concerning the planned subjects is different from the validation during registration The validations at the registration program see to it that the student has passed the prerequisite subject except if it is an Exposure subject At the planned subjects it is validated that the student must be registered for the prerequisite subject due to the fact that planned subjects concerning appications is entered before examinations are written The validation can be done more than once if for example it is decided to give another status to a subject or to delete a record concerning a subject or to add a new subject at a later stage The valid ation field has to be changed from N o to Y es Errors concerning the validation will appear in the form of a report on the screen It is the responsibility of the user to go to the planned subject screen and to delete the record of the subject because the
23. B DOSMESTIC SCIENCE INTERIOR 4 Qualification Subtotal Qualification Subtotal BACHELOR INTERIOR DECORATING Qualification Subtotal Qualification Subtotal MANAGEMENT AND MAINTENANCE Qualification Subtotal Faculty School Subtotal Institution Total Copyright ITS 4 11 Version 12 2002 Applications Subsystem Reports Chapter 4 Copyright ITS 4 12 Version 12 2002 Applications Subsystem Reports Chapter 4 4 8 RESIDENCE REPORTS MENU SNAPP 28 SNAPPR 4 8 1 Residence Admission Validation SNAPPR 1 USER SELECTION Calendar year First Block Code to Include or ALL Up to 10 Block codes can be included If ALL then First Block Code to exclude or lt ENTER gt gt Up to 10 Block codes can be excluded Order A lphabetically or N Jumerically PRINT SEQUENCE Per residence code Block code and selected choice SYSTEM SELECT Within selected range all applicants who have been admitted to a hostel but who have not been admitted academically 10 FEB 2000 INTEGRATED TERTIARY SOFTWARE Program 13zxpt rdf Residence Admission Validation Report For Year 2000 Block all Order Students A lphabetically Or N umerically a Resi Residence Admittance Residence dence Name Status Period 200100312 M JANSEN VAN VUUREN 199901221 S Terry No Of Students Selected 2 Copyright ITS Version 12 2002 Applications Subsystem Reports Chapter 4 4 8 2 Residence Admission Report SNAPP
24. ON YYYY Cancel Date of this Application I Cancel Reason A1 Cancel Reason for this Application the lt LIST gt function will display valid values as defined at SCODE 25 J Agreement A4 Payment Agreement for this application the lt LIST gt function will display valid values as defined at FSAM 24 Note When creating new records ensure that the student knows that he she has to re confirm his her existing payment agreement with the Finance Department of the Institution K View Academic Admission The detail of the academic admission of applicants can be seen in this Block who will be queried automatically with Block 2 Under this option no updating in this Block is allowed this is done under option SNAPPA 1 3 Copyright ITS Version 12 2002 Applications Subsystem Menus Chapter 2 Block 3 CALCULATE WRS SCORES If a Y es is entered and lt ENTER gt is pressed the system will re calculate the WRS scores of the applicant To see the re calculated scores Query student on the first block press lt NEXT BLOCKS to retrieve the information from the database Block 4 STATUS CHANGES A query on this Block will display all the changes that have been made in Block 2 in inverse chronological sequence last changes first The initial insert of the first records would create INS records each subsequent change would create a pair of OLD and NEW records with the same date and time The following fiel
25. Of Study 1 Quota WRS Addl Student This Preferred Other Qualification Choices Rank Score Credit Number Name GD Qual Language Admission Status ADMISSIONS WITHOUT STATUS 1 9110033 MFU FET School ST JOHN S COLLEGE Address School Subjects Fin i Residence Application A Po Box 37390 MATHEMATHICS AFRIKAANS FIRST LANGUAGE HG PRETORIA 0001 Subtotal For This Status 1 Total For All Statuses 1 Grand Total For All Statuses 1 Copyright ITS 4 5 Version 12 2002 Applications Subsystem Reports Chapter 4 gt 4 3 INDIVIDUAL SELECTION REPORT MENU SNAPP 23 SNAPP3 4 3 1 Calculate WRS Scores SNAPP3 1 This report is fully discussed above it is a duplication of SNAPP2 1 4 3 2 Individual Selection Report SNAPP3 2 gt USER SELECTION Academic Year Enter Student Numbers in M ultiple or R ange for M ultiple Enter first Student Number Enter Next Student Number or lt ENTER gt to continue up to 10 numbers can be entered Sort A lphabetically or N umerically for R ange start and end student number First Block Code to Include or ALL Up to 10 Block codes can be included If ALL then First Block Code to exclude or lt ENTER gt Up to 10 Block codes can be excluded Qualification code Campus code or ALL Offering type Admission status Sort A lphabetically or N umerically PRINT SEQUENCE Per Block Code per period of study as per selection SYSTEM SELECT Within selected range all appli
26. Of Update Copyright ITS 4 2 Version 12 2002 Applications Subsystem Reports Chapter 4 4 2 2 Print Admission Status SNAPP2 2 Y gt USER SELECTION Calendar year First Block Code to Include or ALL Up to 10 Block codes can be included If ALL then First Block Code to exclude or lt ENTER gt Up to 10 Block codes can be excluded Start End Faculty Code or ALL Start End Department Code Qual or ALL Start End Qualification or ALL Campus Code or ALL Start End Offering Type or ALL Enter First Admission Status To Include A1 Or All Order Students A Iphabetically or N umerically PRINT SEQUENCE Per faculty qualification offering type sort order admission status and WRS score SYSTEM SELECT Within selected range all applicants Exclude Cancelled applications OFEB 2000 INTEGRATED TERTIARY SOFTWARE Program i3yrpt rdf Admission Status Report For Faculties 1 TO 1 Department all Qualifications all Campus Code all Offering Types all Year 2000 Block all Admission Status all Order Students A lphabetically or N urerically A Block O YEAR Faculty 1 SCIENCE Qualification BSC B BSC BIOLCGICAL SCIENCES 95 Campus 1 LYCEIM Offering Type 01 FULL TIME Period Of Study 1 WRS ADDL Student Name Ethnic GND This Preferred Other Qualification Choices Rank Score Credit Number Group Qual Language Admission status ADMISSIONS WITHOUT STATUS 1 9110033 MFU FET Selection Coments HP ol SUBTOTAL
27. P oo o0o0ooooooo End Of Update Copyright ITS 2 21 Version 12 2002 Applications Subsystem Menus Chapter 2 2 4 Copyright ITS Version 12 2002 Computer Selection USER SELECTION Calendar Year For The Selection Block Code For The Selection Offering Type For The Selection Validation Report Make Computer Selection End Of Update INDICATE MAJOR SUBJECT FOR STUDENTS SNAPPA 6 amp In the year 2000 the South African Department of Education as a replacement of the SAPSE Reporting System implemented the HEMIS System The HEMIS specification regarding major areas of students in the HEMIS system differs slightly from the interpretation and is currently implemented for the SAPSE programs The students now have to indicate their intended major subjects which can be done with at this option A Student Number N9 Enter the Student Number of the student to link the Major Subjects The student title initials and surname will display B Year N4 The calendar year is entered here This will be the year that the student is registered or applied for C Qualification Code A6 Enter the Qualification Code that the student is registered or applied for The available values can be viewed with the lt LIST gt function D Subject Code A2 Enter the Subject that will be the student s major subject for this qualification The available values can be viewed with the lt LIST gt function All subjects that have been
28. P 2 24 2 2 3 A Nominal Biographical Record can be created under say option SREGB 4 Quick Biographical 2 5 2 3 APPLICATIONS AND ADMISSIONS MENU SNAPP 3 SNAPPA 26 2 3 1 Academic Application Admission SNAPPA 1 gt 26 2 3 1 1 Specific Rules Pertaining To Option SNAPPA 1 3 Planned Subjects 2 11 2 3 1 2 Specific Rules Pertaining To Option SNAPPA 1 3 2 13 2 3 2 Residence Application Admission SNAPPA 2 Y 2 3 2 1 Specific Rules Pertaining to options SNAPPA 2 4 2 18 2 3 3 Academic Application Admission SNAPPA 3 2 19 2 3 4 Residence Application Admission SNAPPA 4 2 19 2 3 5 Computer Selection SNAPPA 5 2 19 2 4 INDICATE MAJOR SUBJECT FOR STUDENTS SNAPPA 6 2 22 2 5 GENERATE STUDENT NUMBERS SNAPP 4 2 23 2 6 DELETE
29. QUENCE Random SYSTEM SELECT All matric students where an exact match is found 03 FEB 2000 INTEGRATED TERTIARY SOFTWARE Program z 136062 se Update Matric Results From External Information Calendar Year 2000 Block Code ALL Matric Date 199911 Certificates To Be Updated Y MA Check On E xam Number I D S umame I Internal Surname Identity Number Number Of Records Not Processed Copyright ITS 2 30 Version 12 2002 Applications Subsystem Menus Chapter 2 Copyright ITS 231 Version 12 2002 Applications Subsystem Menus Chapter 2 2 8 3 Print Matching Exam Numbers SNAPPM 3 Prior to the updating of examination information the user can run this report which will provide a report of all applicants where the examination numbers match Should any of the other detail e g surname birth date or ID number differ this will be highlighted on the report USER SELECTION Calendar year First Block Code to Include or ALL Up to 10 Block codes can be included If ALL then First Block Code to exclude or lt ENTER gt Up to 10 Block codes can be excluded Matric Date Matric Authority Report per block code Y N PRINT SEQUENCE As per selection SYSTEM SELECT All matches on examination number Date 03 FEB 2000 INTEGRATED TERTIARY SOFTWARE Program i3wrpt rdf Matching Examination Numbers For Calendar Year 1997 Block ALL For Matric Date 199311 And Matric Authority GA Block Code 1 Exam Surname Fi
30. R 2 USER SELECTION Calendar year First Block Code to Include or ALL Up to 10 Block codes can be included If ALL then First Block Code to exclude or lt ENTER gt gt Up to 10 Block codes can be excluded Start End residence code Must Academic Application Exist Y N First Residence choice only Y N D etail or S ummary Report Required sequence of Report Select one from 1 Application date 2 Alphabetical 3 Numerical PRINT SEQUENCE Within selected order per residence choice and sort order SYSTEM SELECT Only students who indicated that they require residence accommodation Exclude cancelled applications 07 FEB 2000 INTEGRATED TERTIARY SOFTWARE Program i3vypt rdf Residence Admission Report Detail Residence 0 To 9999 Per Admission Status ALPHABETICAL Must Academic Application Exist Y es No n First Residence Choice Only Ves No y For Year 2000 Blocks Included all Blocks Excluded Block 0 YEAR Residence KOSHUIS Application Sgl Qual Off Sta Gnd Date Dol Type tus WRS Additional Choices Admission Status A PERSONALLY ADMITTED 199901221 Terry S F 13 Sep 1999 1 Subtotal For This Status 1 Male Female 1 Admission Status NO STATUS 200100310 DE NIE H 01 FEB 2000 1 100A 1 01A 162 Subtotal For This Status 1 Male 0 Total For This Residence 2 Male 1 Total For This Block 2 Male 1 Grand Total 2 Male 1 Femle Copyright ITS 4 14 Version 12
31. S TERTIARY SOFTWARE Student Information System User Manual Application Subsystem Version 12 2002 Edition Application Subsystem ITS Student System Table of Contents Copyright ITS 1 APPLICATIONS SUBSYSTEM SMAIN 2 SNAPP 14 1 1 OVERVIEW APPLICATIONS 1 1 1 1 1 The Applications Cycle 1 1 1 1 2 Processing Of Applications 1 1 3 SRS and WRS 1 14 Admission Statuses 1 15 Financial Aspects 13 1 1 6 General Procedure 14 2 APPLICATIONS SUBSYSTEM MENUS 00 nn e 2 1 2 1 SYSTEM CYCLE APPLICATIONS SNAPP 1 Y 2 1 2 2 BRIEF BIOGRAPHICAL DETAIL SNAPP 2 22 2 2 1 The Full Biographical Record of the applicant can be entered under option SREGB 1 2 2 222 A Brief Biographical Record can be entered under option SNAPP 2 2 2 2 2 2 1 Specific Rules pertaining to option SNAP
32. UNWANTED RECORDS SNAPP 5 2 25 2 7 DELETE OLD APPLICATION INFO SNAPP 6 2 26 2 8 MATCH EXAM NUMBERS SNAPP 7 SNAPPM 2 27 2 8 1 Match Exam Numbers SNAPPM 1 gt nnnnn E 2 27 2 8 1 1 Application Information SNAPPM 1b 2 27 2 8 1 2 Biographical Information SNAPPM 1b2 2 8 1 3 Certificate Information SNAPPM 1b3 2 8 1 4 Student Information SNAPPM 1b5 2 8 1 5 External Matric Subject Information SNAPPM 1b6 2 29 2 8 2 Update Matric Results SNAPPM 2 2 30 2 8 3 Print Matching Exam Numbers SNAPPM 3 2 32 Copyright ITS Version 12 2002 Application Subsystem ITS Student System Table of Contents 2 8 4 Maintain Matric Subject Cross Reference SNAPPM 9 A A EE 2 34 2 8 5 External Matric Information SNAPPM 10 2 34 2 8 6 Print Update Subject Cross reference SNAPPM 11 2 36 3 CENTRAL APPLICATION
33. Version 12 2002 2 25 Applications Subsystem Menus Chapter 2 2 7 DELETE OLD APPLICATION INFO SNAPP 6 This option is used after the completion of a cycle of applications when everybody who applied was either registered or did not register When the option is run the entire academic and residence application as well as the service centre records for the specified year and block under options SNAPPA 1 to 4 will be deleted The biographical records of applicants will not be deleted with this option which is done under option SNAPP 5 after this option has been executed The system will only delete records prior to the current SAPSE year as specified in option STMNT 1 USER SELECTION Calendar Year Block Code PRINT SEQUENCE Random SYSTEM SELECT Records in options SNAPPA 1 to 4 02 FEB 2000 INTEGRATED TERTIARY SOFTWARE Program 138xpt rdf Delete Old Application Information For Calendar Year 1998 And Block 0 Number Of Students Deleted From Academic Application 2538 Number Of Students Deleted Fram Hostel Application 549 Number Of Students Deleted From Service Centre Application 1443 Copyright ITS Version 12 2002 Applications Subsystem Menus Chapter 2 2 8 MATCH EXAM NUMBERS SNAPP 7 SNAPPM gt The downloading of matric results can be done by the Institution or by ITS The downloading is not done by any option in the system but by programs running from the command line After the dow
34. ant can only be cancelled via the academic application options SNAPPA1 3 Should the user wish to cancel a residence application a cancellation date and reason can be entered No changes can be made to the records of a student who has been cancelled in block 1 To enter a cancel date and reason the status can t be a status that leads to a Y When a student is queried in Block 1 the record for the student is displayed in Blocks 2 with the highest calendar year first No residence application may be deleted due to the fact that financial transactions may have been generated Financial transactions can be generated when an application is processed by setting transaction event 19 to Generate Y es in option FSAM 1b2 It is the user s choice if a fee has to be generated for all residences or just one per campus or not at all Tf the validation BH Check for Minimum Amount Paid in option FSAM 3 is set to Ves the system will validate for a minimum amount to be paid by the student The minimum amount is entered on the transaction event 19 FSAM 1b2 with the following fields CT Trans Type Amount CB Trans Type and Test CR Trans Ifa status code linked to action HA Stop Residence Application Registration is linked to a student in option SREGL 2 the system will do the validation when the year is entered of a new application as well as on the update of the status to admitt
35. bols has become available J Subject Option A3 Not updateable Field has been discontinued K Random number A3 Not updateable Used by clients with country code IRL The program calculating the WRS scores will update this number It is just a random number that will be added at the back of the WRS score to make it a 6 digit number The result of this is that if two people do have the same WRS score then the person with the biggest random number will then be selected This is an objective way of making a choice between two students that have equal WRS scores Copyright ITS 2 8 Version 12 2002 Applications Subsystem Menus Chapter 2 L Agreement A4 Payment Agreement for this application the lt LIST gt function will display valid values as defined at FSAM 24 Note With creating new records ensure that the student knows that he she has to re confirm his her existing payment agreement with the Finance Department of the Institution M Cancel Date DD MON YYYY Cancel Date of this Application N Cancel Reason A1 Cancel Reason for this Application the lt LIST gt function will display valid values as defined at SCODE 25 Note It is not possible to delete individual records in this option Cancel Date and Reason have to be entered Erroneous records can be amended with respect to the qualification code offering type and period of study No changes to the year and block code are allowed O View Reside
36. cants Exclude Cancelled applications Copyright ITS 4 6 Version 12 2002 Applications Subsystem Reports Chapter 4 Individual Selection Report ctd INTEGRATED TERTIARY SOFTWARE Individual Selection Report Students between 200100310 and 200100310 Qualification 100a 1 Admit Status Y Offering Type 01 Campus Code all Academic Year 2000 Block all Sort Order ALPHABETICAL Student Number 200100310 Name DE NIE H Birth Date 18 APR 1933 Gender M Group 1 Matric Year 198011 Marital Status S School Block Code 0 Qual 1st Choice B DOSMESTIC SCIENCE CLOTHING Offer Type FULL TIME Campus LYCEUM Admit Status A PERSONALLY ADMITTED Y Study Period 1 Matric Subject Symbol Wrs Wrs Matric Count Ch 1 ch 2 Sitting Entry AFRIKAANS FIRST LANGUAGE HG 9 198011 BIOLOGY HG 9 198011 ENGLISH 27 198011 HISTORY 36 198011 MATHEMATHICS 18 198011 SCIENCE 27 198011 Total 126 Additional Credit HORA Total Wrs Credit 126 Selection Comments Fo II Faroe End Of Report Copyright ITS Version 12 2002 Applications Subsystem Reports Chapter 4 4 4 APPLICATIONS PROGRESS REPORT SNAPP 24 USER SELECTION PRINT SEQUENCE SYSTEM SELECT 13 FEB 2000 Program i3hccc pe Faculty 10 BUSINESS SCHOOL Department 10 BUSINESS ETHICS Qual Code Description Block Code 0 100A 1 B DOSMESTIC SCIENCE CLOTHING Calendar year First Block Code to Include or ALL Up to 10 Block codes can be inc
37. ds are displayed A Change Date DD MON YYYY HH MM The date and time of the change B Status INS OLD or NEW will be displayed to indicate the situation before and after the change C User The username of the person who made the change E Data Changes A total of eight codes and values will be displayed The codes are YR Year BL Block BU Building Code FL Floor RM Room CH Choice ST Status SA Seats CD Cancellation Date CR Cancellation Reason When comparing the corresponding values of the NEW and OLD records of the same date and time it is possible to determine exactly what was changed at that time Copyright ITS 2 17 Version 12 2002 Applications Subsystem Menus Chapter 2 2 3 2 1 Specific Rules Pertaining to options SNAPPA 2 4 Applications can be entered for any active residence application cycle P or any future application cycle but not for previous cycles Only one application is possible for a combination of calendar year block and residence code Admission status s can be linked to an application only for a valid application cycle The Residence must exist in the Space System SPCS 4 before any records can be processed The floor and room combination must exist in SPOPS 1 before these values can be entered No update or delete of student information is allowed in the first Block An applic
38. e set to Y es at FSAM 3 x ensure that a status code has been created that leads to action AA at FSAC 1 this status code will be linked to all students when a Biographical record is created and will be removed by the receipt program I On receiving an application a query must first be made on the system to check if the applicant has already been allocated a student number either as a student or during a previous application cycle In the case of new applicants a student number should be allocated and any coding that may be required should also be done J In the case of new applicants a biographical record should be created under option SNAPP 2 This option also makes provision for the optional entering of detail of previous studies certificates seen etc in Blocks 2 to 9 If a more complete biographical record is needed a record can be created under option SREGB 1 K If moneys are received in the form of Application Fees or Registration Deposits receipts can be issued immediately L Select option SNAPPA 1 Academic Application and complete the information in respect of qualifications academic blocks and offering types towards which application is being made M If applicable select option SNAPPA 2 and enter residence application information At this stage the option for letters lists and labels SLLL 3 can be used to write letters of acknowledgement to applicants Copyright ITS Version 12 2
39. eason Al The Date Cancelled is entered if the applicant cancels his her total application When a date is entered here the system will check that the applicant has not yet been admitted either academically or to a residence for any of the current application cycles Copyright ITS 2 6 Version 12 2002 Applications Subsystem Menus Chapter 2 in option SNAPP 1 If so the application status will have to be changed to a N o status before the date can be entered Once a date has been entered here the system will not allow status changes to a Y es status for this student The cancellation date and reason entered here will be updated on the Academic and Residence Applications The cancellation of an application can lead to a credit on a student s account It is however possible to un cancel by removing the cancellation date and lt COMMIT gt ting This will result in any fees being entered on a student s account An entry is then made in the cancellation log file and Report SMNTL 1 Un cancel Applications will display these entries Cancellation Reasons are defined under option SCODE 25 The available values can be viewed with the lt LIST gt function A suitable reason code can be entered here but it is not mandatory Block 2 ACADEMIC ADMISSION This Block is used for x the initial entering of the application details of an applicant in terms of the Qualifications Offering Types and Periods of St
40. ed If the validation EX Exclude External Students is set to Y es in option SMNT 1 The test is done on a combination of surname first 10 characters of the Copyright ITS 2 18 Version 12 2002 Applications Subsystem Menus Chapter 2 ID number the birth date and a valid institution code whether another institution in option SREGL 3 may have excluded the student If the validation is switched on the system will not allow the user to create the application or if the record exists the user may not set the status to admitted but if the validation is set to N o only a warning will be given If the validation AH Residence Application on Academic Application is set to Y es in option SMNT 1 The system will validate if a record exist for Academic Application when a record is entered at SNAPPA 2 OR at the update of the status to admit at SNAPPA 4 that the Academic Application was admitted 2 3 3 Academic Application Admission SNAPPA 3 This process is fully discussed above in option SNAPPA 1 2 3 4 Residence Application Admission SNAPPA 4 This process is fully discussed above in option SNAPPA 2 2 3 5 Computer Selection SNAPPA 5 Computer selection and the admission of applicants on the basis of that selection will be done automatically when this option is executed Computer selection is done on the basis of the WRS scores as well as additional credit and takes into accoun
41. ed for a biographical record to be created In the case of new applicants who will be allocated new student numbers biographical records must be entered The following options are available 2 2 1 The Full Biographical Record of the applicant can be entered under option SREGB 1 Under this option the complete biographical detail of astudent can be entered This would imply that at the time of actual registration no additional biographical information would be required The record of the applicant can contain information in all 11 blocks including matric subjects previous studies certificates seen etc This process is fully discussed in Registration Subsystem Manual 2 2 2 A Brief Biographical Record can be entered under option SNAPP 2 If the institution receives many applications of which only a relatively small percentage will eventually result in registrations it would not be worthwhile to enter the complete biographical information of all applicants This option provides an alternative where only the information that is relevant to the selection process is entered It wil then only be necessary to update the full biographical data in the case of those applicants that eventually register The following information can be entered under this option Block 1 Biographical Information Year N4 Application Year Date Entered DD MON YYYY displayed only Student Number N9 Receipt Number A10 this is a non
42. h leads to Y es When counting admitted statuses all choices are taken into account x When computer selection is done the system will firstly fill the available places for all first choices It will then check through the second choices of students A student who was not admitted to his her first choice but whose WRS score for the second choice is higher than another student who was selected on first choice for the particular qualification will be admitted and the other student not Only one admission status as supplied with the system is used when computer selection is done i e Y Computer Selected Refer to SCODE 26 in the Student Introduction and Code Subsystem Manual No residence selection is done by this option The reports SNAPP2 2 Admission Status Report and SNAPP3 2 Individual Selection Report will display which applicants have been selected x The user can add to or delete from this selection by using the option Academic Admission SNAPP 3 Copyright ITS 2 20 Version 12 2002 Applications Subsystem Menus Chapter 2 Computer Selection SNAPPA 5 Computing of WRS USER SELECTION Start student number End student number Block Code Qualification Code or All Offering Type or All CAO run number or lt ENTER gt for All PRINT SEQUENCE Per student number SYSTEM SELECT Numbers between the range provided in option SNAPPA 1 3 10 FEB 2000 INTEGRATED TERTIARY SOFIWARE PROGRAM
43. ilst deletions will be indicated by DEL C User The username of the person who made the change D Data Changes A total of seven codes and values will be displayed The codes are CD Cancellation Date CR Cancellation Reason When comparing the corresponding values of the NEW and OLD records of the same date and time it is possible to determine exactly what was changed at that time YR Year BL Block QL Qualification x OT Offering Type PS Period Of Study CH Choice ST Status x Note The entry of applications is validated against the corresponding calendar year on the Academic Structure to check whether the qualification applied for is active or not and that the combina tion of qualification block and offering type exists 2 3 1 2 Specific Rules Pertaining To Option SNAPPA 1 3 Applications can be entered for any active application cycle or any future application cycle but not for previous cycles Admission status s can only be linked to an application for a valid application cycle Copyright ITS 2 13 Version 12 2002 Applications Subsystem Menus Chapter 2 The qualification offering type block code combination must exist on the Academic Structure for the year for which the application is entered No update or delete of student information is allowed in Block 1 except for the cancellation date and reason An applicant can on
44. ion 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 2 3 APPLICATIONS AND ADMISSIONS MENU SNAPP 3 SNAPPA 2 3 1 Academic Application Admission SNAPPA 1 Menu SNAPPA options 1 and 3 both lead to similar screens on which the academic application choices of applicants can be processed Option SNAPPA 1 however allows only for the application choices to be entered whilst option SNAPPA 3 allows for both the entering of the choices as well as for the allocation of selection status s to applicants In cases where the whole processing of applications is done within a single office only option 3 need to be used When decisions on applications are decentralised option SNAPPA 1 will be used to enter the applications and when the decisions on selection are made at faculty or school office option SNAPPA 3 can be used to record the decisions The following discussion covers both these options Block 1 BIOGRAPHICAL INFORMATION The applicant or student is queried here either on his her student number or on any other biographical information that is available on the screen The fields are Student Number Title Initials Surname Gender The above fields are not updateable under this option The following two fields should be updated in the case of cancellations Date Cancelled DD MON Y Y Y Y Cancel R
45. l address will automatically be copied to the study address of the student The validation EX Exclude External Students will check against an entry in option SREGL 3 to ensure that another institution did not exclude the student The test is done on a combination of surname first 10 characters of the ID number Copyright ITS 2 4 Version 12 2002 Applications Subsystem Menus Chapter 2 and the birth date and a valid institution code All these combinations must match before the test is active If the validation is set to N o in option SMNT 1 the system will only warn the user If the validation is set to Y es the test will be fatal and the user will not be allowed to create a biographical record for the student The system will use the calendar year of the largest application cycle to generate student numbers unless the user changes the calendar year This value is displayed in the Year field When the enquiry number is entered the system will enter the title surname initials preferred language and postal address as default values When a student is queried in Block 1 and lt NEXT BLOCK gt is pressed the system will automatically query the details of the student in that Block When matric subjects are entered the matric sitting will default to the matric date in Block 1 but the user can change this The system will validate that Previous Subjects Passed SNAPP 2b7 can on
46. late the correct WRS score per qualification USER SELECTION Calendar Year Start student number End student number Block Code Qualification Code or All Offering Type or All CAO run number or lt ENTER gt for All PRINT SEQUENCE Per student number SYSTEM SELECT Numbers between the range provided in option SNAPPA 1 3 10 FEB 2000 INTEGRATED TERTIARY SOFIWARE PROGRAM 13500c pc Compute WRS Scores From Student 0 To 999999999 For Year 2000 Block 0 For Qualification ALL Run ALL Student Qual Block Choice Additional WRS Nuber Surname Code Description Code Number Credit Score 1234567 DR S Hugo B DOSMESTIC SCIENCE 0 200000078 MR M hanekom B DOSMESTIC SCIENCE 0 200000179 ME S SMITH DIPLOMA IN SPORT MAN 0 200000322 MNR D JORRISEN DIPLOMA IN SPORT MAN 0 200000330 MNR D JORDAAN DIPLCMA IN SPORT MAN 0 200000923 MRS D BASSON DIPLOMA IN SPORT MAN 0 200001205 MRS S de Kooker B DOSMESTIC SCIENCE 0 200001345 MR J PANSEGROUN B DOSMESTIC SCIENCE 0 200100310 DR H DE NIE B DOSMESTIC SCIENCE 0 200100312 MEV M JANSEN VAN VUUREN B DOSMESTIC SCIENCE 0 200100312 MEV M JANSEN VAN VUUREN BACHELOR OF AGRICULT 0 200100313 MR J BARKIEY B DOSMESTIC SCIENCE 0 Q9TTTTTTIS MEV MM JANSEN VAN VUREN B DOSMESTIC SCIENCE QTTTTITTT MEN EC BREYTENBACH B DOSMESTIC SCIENCE 9777771778 MEJ E JANSEN VAN VUUREN B DOSMESTIC SCIENCE 9TTTTTT19 MR R JANSEN VAN VUUREN B DOSMESTIC SCIENCE BHENWRPENFEFERP PO OO Ro PRE c0000000goooooooo oo0o0o0oooNoooooooo End
47. lication Note The system will allow applications to be entered for any combination of the Qualification Offering Type and Period of Study fields that are defined under option SACAD 1b6 in the Academic Structure for the year of the application G Choice N1 Up to 9 choices may be entered in the order of preference of the applicant H Status Al This field can only be updated from option SNAPPA 3 During the initial entry of the records this field can be left blank to indicate that the application has not yet been processed Admission Status s are defined under option SCODE 26 When decisions have been made the appropriate status codes can be entered The system will not allow more than one Y es status to be entered in respect of all the choices of an applicant for a particular block There will also be changes in fees when the status is changed between admittance Yes and No statuses When computer selection is done the system will insert a Y es code Computer Selected in this field for the selected applicants I WRS Score N4 If Matric Subjects have been entered for a student and the calculation of the scores have been triggered the WRS scores in respect of each qualification choice will be displayed WRS scores are calculated on the basis of matric symbols and the weights and scores specified under options SCODE 6 The values cannot be updated but can be re calculated if say a new set of sym
48. luded If ALL then First Block Code to exclude or lt ENTER gt gt Up to 10 Block codes can be excluded Faculty School code or ALL Department QUAL code or ALL Qualification Code or ALL Campus Code or ALL Per choice 1 choice 2 choice 3 and choice 4 All applicants Exclude Cancelled applications INTEGRATED TERTIARY SOFTWARE Application Progress Report On FIRST CHOICE For Year 2000 Faculty 10 Department all Qual 100a 1 Campus all Including Blocks all Excluding Blocks Off Per Total Of Type Quota Study Applicants Total 13 EB 2000 Program i3hoc pc Faculty 10 BUSINESS SCHOOL Department 10 BUSINESS ETHICS Qual Code Description Block Code 0 100A 1 B DOSMESTIC SCIENCE CLOTHING INTEGRATED TERTIARY SOFTWARE Application Progress Report On SECOND CHOICE For Year 2000 Faculty 10 Department all Qual 100a 1 Campus all Including Blocks all Excluding Blocks Off Per Total Of Type Quota Study Applicants Number With Non Admit Status Total Copyright ITS Version 12 2002 Applications Subsystem Reports Chapter 4 4 5 APPLICATIONS SUMMARY REPORT SNAPP 25 USER SELECTION Calendar year Campus Code or ALL First Block Code to Include or ALL Up to 10 Block codes can be included If ALL then First Block Code to exclude or lt ENTER gt gt Up to 10 Block codes can be excluded PRINT SEQUENCE Fixed format SYSTEM SELECT All applications excluding cancellations All
49. ly be entered in respect of a calendar year for which a record exists in Block 6 The lt LIST gt function on the postal code will automatically insert the name of the town in the last line of the address if this facility is used when the postal code field is empty When the postal code is entered without the lt LIST gt function the last line of the address will not be updated If the modulus 11 validation 11 in option SMNT 1 is switched on the system will validate that any new student number entered or generated complies with the modulus 11 check A financial status FSAC 1 that leads to action AA will be linked to all the students automatically and if the student pays the admission fees the status will be removed This status will be checked at Application to see if the student did pay his admission fees 2 2 3 A Nominal Biographical Record can be created under say option SREGB 4 Quick Biographical 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 1b1 and where suitable new students arrive on registration day To speed up their admission Copyright ITS 2 5 Version 12 2002 Applications Subsystem Menus Chapter 2 this opt
50. ly be cancelled if no application for a current cycle is admitted Once an applicant has a cancellation date no changes may be made to the individual applications When a student is queried in Block 1 and next block is entered the record for the student is displayed in Blocks 2 with the highest calendar year first Financial transactions can be generated when an application is processed by setting transaction event 01 field Generate to Y es in option FSAM 1b2 It is the user s choice if fees have to be generated for all qualifications or just one per campus or not at all If the validation AB Check for minimum amount paid is set to Y es in option FSAM 3 the system will check for the following fields CT Trans Type Amount CB Trans Type and Test CR Trans on event 1 FSAM 1b2 before an application is processed If the validation EX Exclude External Students is set to Y es in option SMNT 1 The test is done on a combination of surname first 10 characters of the ID number the birth date and a valid institution code whether another institution in option SREGL 3 may have excluded the student If the validation is switched on the system will not allow the user to create the application or if the application has already been entered the user may not update the admission status to admitted but if the validation is set to N o only a warning will be given If a student has a s
51. matically if lt LIST gt function was used on Subject G Admit A1 The lt LIST gt function will be available to indicate the admit status of the applicant Copyright ITS Version 12 2002 2 10 Applications Subsystem Menus Chapter 2 H Date DD MON YYYY The system date will default when this record is created Block 2 Validate Pre Co Requisites A Validate Pre Co Requisites Yes No When the Yes button is clicked and entered then the system will give the report on all the errors on Pre requisites Exposure Co Requisites and Substitute Subjects as defined at SACAD 1b13 Note lt EXIT gt will bring you back to the previous screen 2 3 1 1 Specific Rules Pertaining To Option SNAPPA 1 3 Planned Subjects 1 The system will still apply the rules according to the validations GA GB or GC that is set to Y in SMNT 1 GA Generate all Subjects Modules for Study period of the Qualification GB Generate Subjects Modules for Same Block as the Qualification GC Generate Compulsory Subjects Modules for the Qualification 2 The student will apply for a qualification at SNAPPA 1 3 If the applicant has an admit status leading to Y es see SCODE 25 the qualification information will appear automatically when the student number is entered at SREGAR 1 Planned subjects can be linked to a student even if the qualification doesn t have a status and s he can be registered for those subjects The diffe
52. meric Order a 10 BUSINESS SCHOOL Qualification Admitted To 977777777 BREYTENBACH EC MEV 28 AUG 1963 Student Not Admitted To A Qualification 200100310 DE NIE H DR 18 APR 1933 100A 1 B DOSMESTIC SCIENCE CLOTHING 1234567 Hugo S DR 18 APR 1977 100A 1 B DOMESTIC SCIENCE CLOTHING 977777715 JANSEN VAN VUUREN MM MEV 10 AUG 1965 Student Not Admitted To A Qualification 977777719 JANSEN VAN VUUREN R MR 06 JUN 1971 Student Not Admitted To A Qualification 977777718 JANSEN VAN VUUREN E MEJ 03 SEP 1973 Student Not Admitted To A Qualification 9110033 MAFUVO FET PROF 25 JAN 1998 Student Not Admitted To A Qualification 977777716 TERRY AO MR 08 APR 1971 100A 1 B DOSMESTIC SCIENCE CLOTHING Number Of Students Selected For Faculty 8 Number Of Students Cancelled For Faculty 0 RRA End Of Report bre Copyright ITS 4 1 Version 12 2002 Applications Subsystem Reports Chapter 4 4 2 ADMISSION STATUS REPORT MENU SNAPP 22 SNAPP2 4 2 1 Calculate WRS Scores SNAPP2 1 This option can be used to calculate the student s WRS score before the print program in the following option is run to ensure that the latest correct scores are reflected on the report The user will be required to supply the student numbers in a range the block code and qualification code or ALL for which WRS scores must be calculated The system takes the SRS score of a student and applies the weights as defined in SCODE 6b2 in order to calcu
53. n SCODE 6b1 The user may amend these values if needed Whilst the SRS score is useful for generally predicting academic achievement on the basis of matric results some institutions prefer to weight certain subjects relative to others for particular qualifications For example in the case of engineering students the values for Mathematics and Physical Science may be weighted relative to other subjects The system allows for this The user defines as many weighting scales as are required for the different types of qualifications offered by the institution In respect of each such scale called a WRS or Weighted Rating Scale the subjects to be weighted and the factor by which each subject is to be weighted are specified in the Code Subsystem option SCODE 6b2 In respect of each qualification the user must provide the applicable WRS code for the qualification at SACAD 1b2 see Academic Structure Subsystem Manual The evaluation of applicants for that qualification will then be done with the specified weighting of subjects 1 1 4 Admission Statuses Admission statuses are defined under option SCODE 26 and fully discussed in Student Introduction and Code Subsystem Manual For this subsystem it is important to note that all admission statuses are either Y es status s implying that the applicant may register even if some conditions still have to be met or N o status s implying that the applicant may n
54. nce Admission No updating of information in this Block can be done under these options but only under options SNAPP 2 4 When a student has been queried in Block 1 and lt NEXT BLOCK gt is pressed the information in this Block will be displayed whilst the cursor will move to Block 3 Block 3 SERVICE CENTER WRS SCORES AND PLANNED SUBJECTS lt NEXT BLOCK is pressed three fields can be entered on Link Service Centres Calculate WRS Generate Planned Subjects Y es N o or Enter M anualy A Link Service Centres If Mes is entered and lt ENTER gt is pressed the system will display a different screen The following information is required A Year N4 The calendar year for which the applicant applies B Block A2 The block for which the applicant applies The lt LIST gt function will display all blocks that the applicant has applied for in block 3 C Act Code A4 The activity code for which the applicant applies The lt LIST gt function will display all codes created at SDSERC 3 The description will be displayed when the code is entered Copyright ITS 2 9 Version 12 2002 Applications Subsystem Menus Chapter 2 B D Centre Code A6 The service centre code for which the applicant applies The lt LIST gt function will display all codes created at SDSERC 4 The description will be displayed when the code is entered Note lt EXIT gt will brin g you back to the previous screen Calculate WRS If a Me
55. nce Code of the preferred residence of the applicant The name will be displayed The lt LIST gt function will display all valid building codes Please note that all buildings are displayed and not only residences D Floor and Room Number N2 A7 The floor and room number that were allocated to the applicant can eventually be entered in these fields The fields are not mandatory and can be left blank The lt LIST gt function will display the valid floors for the building code entered and the valid rooms for the building floor combination There is no validation at registration that a student must be registered for the floor and room number which has been allocated here E Choice Number N1 An applicant may enter a number of application choices in respect of the same Year and Residence Period They should be numbered in sequence of preference F Single Double Room N1 This field can be used to indicate whether the student would prefer a single or double room There is however no validation at registration that a student has been registered in a 1 single or 2 double room G Status Al The admission status of the applicant in respect of this residence choice Admission statuses are defined under option SCODE 26 The system will validate that the same applicant is not admitted to more than one residence at the same time The lt LIST gt function will display all admission statuses which can be used H Cancel Date DD M
56. nloading is done the system assists the users in matching the students with applicants and provides the facility to copy the matric results from the tape to the biographical record of a student These aspects are handled via options SNAPPM 1 3 2 8 1 Match Exam Numbers SNAPPM 1 This option consists of 5 Blocks of information which will assist the user to match applicants to the students on the tapes and updating the data on the student s Biographical record Before this option is used the tapes should be downloaded into the database The sequence of events should be as follows Download the biographical information supplied on tape into the table in Block 3 External Matric Information Download the matric subject information into the table in Block 4 These applicants can be selected by entering the following information in the control Block 1 The information of the applicants is displayed in Block 2 The sequence of this option is as follows 2 8 1 1 Application Information SNAPPM 1b1 This is a control block from where the applicants can be selected A Year YYYY The year in respect of which applications are being evaluated B Block A2 The block for which applicants are being evaluated C Matric Date YYYYMM The year and month of the matric examination on the applicants Biographical record D Authority A2 The matriculation authority with whose records you wish to deal 2 8 1 2 Biographical Informa
57. or whom a biographical record exists Entering of residence applications are controlled via the system cycle P for residence applications see 1 3 above Block 1 BIOGRAPHICAL INFORMATION The applicant or student is queried here either on the student number or on any other biographical information that is available on the screen The fields are Student Number N9 Title AS Initials A6 Surname A30 Gender A1 Date Cancelled DD MON YYYY Cancel Reason A1 If a Date Cancelled exists it implies that this application has been cancelled under options SNAPPA 1 3 Such an applicant cannot be admitted to a residence A message will be displayed This student s application has been cancelled and no record will be displayed A lt NEXT BLOCK will query Block 2 and leave the cursor in Block 2 Only records in respect of the current and future application cycles as per option SNAPP 1 will be displayed Block 2 RESIDENCE ADMISSION A Calendar Year N4 The calendar year for which the applicant applies B Residence Block A2 The combinations of blocks and calendar years that are currently valid are defined under option SNAPP 1 The lt LIST gt function displays all valid blocks for the institution Please note that all the blocks displayed are not necessarily applicable to residence registration Copyright ITS 2 15 Version 12 2002 Applications Subsystem Menus Chapter 2 C Residence N4 The Reside
58. ormation in respect of those records that belongs to the faculty or department the user are linked to The Disabilities Block block 9 is subject to the user access SDIS as set up in option SMNT 5 The validation control RV in option SMNT 1b1 determines whether the control is done at faculty or departmental level and validation control RM also in option SMNT 1b1 determines the control is done per Campus on a second level after Faculty or Department The restriction is done on the primary qualification of a student if the student is enrolled or alternatively on the first application of the student The User can only see and update records that belong to the faculty or department the user are linked to No records may be deleted from this option SNAPP 2b1 by using the lt DELETE A RECORD gt key Any changes to the surname ID Number Preferred Language and Student Type are written to a logfile and can be printed by option SMNTL 1 Biographical Detail Changes to matric subject detail Block 5 are also written away to a log file and can be printed by option SMNTL 1 Matric Subjects All certificates which are created with an indicator Insert Y in option SCODE 22 will be automatically linked to every new student record which is created by using this option Student is linked to the certificate with a seen indicator of N o When a record is created in this option the posta
59. ot register for the particular qualification In addition the order in which the applicants for each status must be printed on some reports is also defined under option SCODE 26 1 1 5 Financial Aspects It is possible to automatically raise a debit in respect of an applicant when an application is entered in the system The transaction events under option FSAM 1 have to be set up correctly to handle this aspect see Student Debtors Subsystem manual In addition it is also possible to preclude the entering of an application in respect of any person who has not yet paid a user defined application fee Copyright ITS 1 3 Version 12 2002 Applications Subsystem Overview Chapter 1 1 1 6 General Procedure The procedure for processing an application under this option is 1 Create a Biographical Record If the application is in respect of an existing student this is not required This can be done under Option SREGB 1 for a complete biographical record OR Option SNAPP 2 for a brief biographical record OR EVEN Option SREGB 4 for Quick biographical If either SNAPP 2 or SREGB 4 is used care should be taken to enter all the other information at SREGB 1 as soon as possible This information is important for reports and the working of the totally Student System 2 Enter the Application Choices of the Applicant For academic admission under option SNAPPA 1 For residence admis
60. pplicants that did not register Before this option can be run successfully the application records of these students must first be deleted under option SNAPP 6 Biographical records will not be deleted in respect of any person who has any remaining academic application records under option SNAPPA 1 has any remaining service centre records under option SNAPPA 1 has any remaining residence application records under option SNAPPA 2 has existing non accumulated account transactions has a registration record under option SREGAR 1 has a residence registration record under option SREG 4 has any bursary application criteria under option FBLO 4 has a record in the meal subsystem CMEO USER SELECTION None PRINT SEQUENCE Random SYSTEM SELECT All students with biographical records but no transactions in the tables as listed above 2 FEB 2000 INTEGRATED TERTIARY SOFIWARE Program i3mrpt rdf Student Applications Delete Unwanted Records Student Comment Nuarber 990001480 Deleted 990001482 i Deleted 200100303 Deleted 200100305 Deleted 200100306 Deleted 200100308 Deleted 200100301 Deleted 200100302 Deleted 200001100 Deleted 200001104 Deleted 199012345 i Deleted 199901255 Deleted 200001090 Deleted 200001091 Deleted 200001092 Deleted 200001096 Deleted 200001097 Deleted 200001099 Deleted 200001115 200001117 Deleted 200100335 200001124 200001132 Copyright ITS
61. record exist for Academic Application when a record is entered at SNAPPA 2 OR at the update of the status to admit at SNAPPA 4 that the Academic Application was admitted To ensure that no students have been admitted to residence but not academically use report SNAPPR 1 Residence Admission Validation to identify such cases 5 4 Version 12 2002 Applications Subsystem Procedures Chapter 5 Copyright ITS Version 12 2002 5 5 Applications Subsystem Keys and Functions Following is a list of the standard shortcut keys that can be used FUNCTION KEY FUNCTION Block Menu Ctrl B List of Values Clear Block F7 List Tab Pages Clear Field F5 Next Field own Clear Form F8 Next Primary Ke Shift F7 Clear Record F Next Record D F6 3 gt NextRecord Down Ctrl S Next Set of Records Shift F8 F12 Previous Field Shift Tab Delete Record Ctrl Up Previous Record Up Display Error Shift Ctrl E Print Ctrl P Return Enter Quer Copyright ITS 5 1 Version 12 2002
62. registered applicants according to Primary Qualifications excluding cancellations 06 feb 2000 INTEGRATED TERTIARY SOFTWARE Program i3urpt rdf Application Summary Report For Year 2000 Campus all Block 0 Number Of Applications First Choice Number Of Applications Second Choice Number Of Applications Third Choice Number Of Applications Subsequent Choices Number Rejected On First Choice Number Rejected On Second Choice Number Rejected On Third Choice Number Rejected On Subsequent Choices Number Accepted Number Accepted And Registered Number Acospted But Did Not Register Copyright ITS Version 12 2002 Applications Subsystem Reports Chapter 4 4 6 NUMBER OF APPLICANTS PER QUALIFICATION SNAPP 26 Y USER SELECTION Calendar year First Block Code to Include or ALL Up to 10 Block codes can be included If ALL then First Block Code to exclude or lt ENTER gt gt Up to 10 Block codes can be excluded Faculty code or ALL Department Qual code or ALL Qualification Code or ALL Campus Code or ALL PRINT SEQUENCE Per faculty qualification offering type period of study SYSTEM SELECT All applicants linked to A ctive qualifications Exclude Cancelled applications 06 FEB 2000 INTEGRATED TERTIARY SOFTWARE Program i38ccc pc Number Of Applicants Per Qualification For 2000 Including Blocks all Excluding Blocks For Faculty 1 Department all And Qualification all And Campus all Faculty School
63. rence being that the qualification information will not appear automatically because qualification is not admitted 3 Planned subjects is a separate program appearing between block 3 WRS scores and block 4 logfile at SNAPPA 1 3 4 The student number will appear automatically when the user enters the planned subject block 5 The qualification in this block has to exist in block 2 of the same option A lt LIST gt function will reveal the Qualification Block Offering Type Study Period and Choice applic able to the qualifications as entered in block 2 Therefore the planned subjects can be linked to any of these qualifications 6 The field QUALBC will indicate the block of the qualification punched in at block 2 and will be entered automatically if the lt LIST gt function is used at the Qualification 7 The subject block can differ from the block applicable to the qualification Copyright ITS Version 12 2002 Applications Subsystem Menus Chapter 2 8 Only active and Exam Only subjects as composed in the curriculum may be linked to the qualification If the user should make the subject inactive on the curriculum the registration program will validate the subject and through the subject out Therefore the LOV of the subjects will list only the following subjects all subjects linked to the block and year in SACAD 1b12 all subjects which are active or exam only concerning the qualification in SAC
64. rnal Conversion Codes which could be used for the conversion of matriculation subject codes C Symbol A2 The symbol obtained for the particular subject D Mark N3 The mark obtained for the subject Copyright ITS 2 29 Version 12 2002 Applications Subsystem Menus Chapter 2 2 8 2 Update Matric Results SNAPPM 2 Y gt This option is used to copy the matric results on the tape to the matric detail Block SNAPP 2b5 of the applicants The user may also link the matric certificate to the applicant s record in SNAPP 2b8 It is possible to run the match for applicants on the matric exam number only the ID number only or on a combination of these two fields Once the program is executed the system will copy the matric subjects and their results to the matric detail of the applicant if an exact match is found A report will also be produced where the exam number or ID number matches but the surnames differ The user can then verify these records and if necessary do a manual match of the records in option SNAPPM 1 USER SELECTION Calendar Year First Block Code to Include or ALL Up to 10 Block codes can be included If ALL then First Block Code to exclude or lt ENTER gt Up to 10 Block codes can be excluded Exam Date Check on Exam number D number urname Names Birth date Must certificates be updated Y N If Y then Supply the Matric Certificate Code Supply Certificate Seen Indicator to be used PRINT SE
65. rom the tape The second block will display automatically Block 1 BIOGRAPHICAL INFORMATION A Matric Number N15 The external Matric number B Exam Type A2 The Examination Type C ID Number A15 ID number D Surname A30 Surname E Names A40 Names F Birth Date DD MON YYYY Birth date G Authority A2 Matric Authority H Matric Date YY YYMM Matric Year and value of the month Copyright ITS Version 12 2002 Applications Subsystem Menus Chapter 2 Block 2 SUBJECT INFORMATION This information will display automatically and cannot be changed External Subject Description Internal Subject Symbol Mark Grade Copyright ITS 2 35 Version 12 2002 Applications Subsystem Menus Chapter 2 2 8 6 Print Update Subject Cross reference SNAPPM 11 gt This program populates the Cross reference table USER SELECTION Print Information Y N Y Enter subject data file name or lt ENTER gt to end Insert Information Y N Y Enter subject data file name or lt ENTER gt to end Delete Information Y N Enter Exam Authority Code or ALL PRINT SEQUENCE As per selection SYSTEM SELECT Records from input file and Print or Insert it All Records for the Exam Authority will be deleted Date 03 FEB 2000 INTEGRATED TERTIARY SOFTWARE Page 1 REOG rami WZietcielajore Print and Update Subject Cross Reference Print Information Y N N Insert Information Y N Y Delete Information Y
66. rst Names Number 1081801 Ext 0000000000000 LETSHOLO Date 03 FEB 2002 INTEGRATED TERTIARY SOFTWARE Program i3wrpt rdf Matching Examination Numbers For Calendar Year Block 1997 ALL For Matric Date 9311 And Matric Authority GA Block Code 1 Date Of Surname First Names Birth Int 9999999999999 20 NOV 1990 LETSHOLO 1081842 Ext 0000000000000 ll MOKAYANE Copyright ITS 2 32 Version 12 2002 Applications Subsystem Menus Chapter 2 KEKKKKKKKK End Of Report Copyright ITS Version 12 2002 Applications Subsystem Menus Chapter 2 2 8 4 Maintain Matric Subject Cross Reference SNAPPM 9 This option consists of 1 Block of information which will assist the user to match internal Matric Subjects with the external Matric Subjects Only the Internal Subject can be updated the other information comes from the tapes A External Subject A10 External Matric Subject The Description and Alternate Description will be displayed B Authority A2 The Examination Authority The Description will be displayed C High N3 Total percentage for subject D Level A2 Subject level E Indicator A1 Subject Indicator F Internal Subject A5 Internal Matric Subject as defined at SCODE 5 2 8 5 External Matric Information SNAPPM 10 This option consists of 2 Blocks of information which will assist the user to see the External Matric information that has been loaded f
67. s Subsystem Reports Chapter 4 Copyright ITS 4 17 Version 12 2002 Applications Subsystem Reports Chapter 4 4 9 BURSARY LOAN REPORT SNAPP 29 USER SELECTION Calendar year First Block Code to Include or ALL Up to 10 Block codes can be included If ALL then First Block Code to exclude or lt ENTER gt gt Up to 10 Block codes can be excluded Campus Code or ALL Order A lphabetically or N umerically PRINT SEQUENCE Per Block Code Per Sponsor code as per selection SYSTEM SELECT Admitted applicants with bursary or loan required es Exclude Cancelled applicants 07 FEB 2000 INTEGRATED TERTIARY SOFTWARE Program i3gcoc pc Bursary Loan Report For Year 2000 Campus Code all Ordering a Including Blocks all Excluding Blocks Sponsor Student Mar Qual Off Residence Code Number Name Init Gender Stat Age Code Type Coce Block Code 0 100 1234567 Hugo 100A 1 01 15 1234567 Hugo 100A 1 01 200100310 DE NIE 100A 1 01 200000330 JORDAAN DSPORT 01 200000322 JORRISEN DSPORT 01 Copyright ITS Version 12 2002 Applications Subsystem Procedures Chapter 5 5 APPLICATIONS PROCEDURES 5 1 ENTER APPLICATIONS The following procedures should be followed when applications for a new cycle are to be entered A Select option SNAPP 1 System Cycles Applications A Create records for each of the academic blocks and offering types for which academic applications are currently to be processed B
68. s is entered and lt ENTER gt is pressed the system will re calculate the WRS scores of the applicant To see the re calculated scores Query student on the first block press lt NEXT BLOCK gt to retrieve the information from the database Generate Planned Subjects Y es N o or Enter M anualy The planned subjects of the applicant may be entered Y es in this field will generate subjects with the rules according to the validations GA GB or GC that is set to Y in SMNT 1 Manualy will allow the user to enter the subjects one by one Block 1 Planned Subjects The following information is required A Student N9 Enter the student number The name and initials will be displayed B Year N4 The calendar year for which the applicant applies C Qualification A6 The qualification code which were entered in the third block lt LIST gt function will display the valid values D Qualbe A2 The Qualification block for which were entered in the third block will be entered automatically if lt LIST gt function were used on Qualification E Subject A7 The code of the planned subject for which the student applies The name will be displayed lt LIST gt function will display valid codes E Subj Block A2 The Subject block for which the student applies will be entered automatically if lt LIST gt function was used on Subject F Offering Type A2 The Offering Type for which the student applies will be entered auto
69. sion under option SNAPPA 2 3 Decide on the academic admission of the applicants with the aid of Reports such as Admission Status Report Menu SNAPP 22 and Individual Selection Report Menu SNAPP 23 For residence admission of applicants the Residence Admission Report Menu SNAPP 28 can be used 4 Enter the appropriate status codes for academic admission under option SNAPPA 3 and for residence admission under option SNAPPA 4 5 Letters confirming the acceptance or non acceptance of applicants can be produced under menu SLLL2 Application Documents Note that applications from both prospective and existing students can be entered for any year of study Copyright ITS 1 4 Version 12 2002 Applications Subsystem Menus Chapter 2 2 1 APPLICATIONS SUBSYSTEM MENUS SYSTEM CYCLE APPLICATIONS SNAPP 1 Y The system cycles in respect of applications cycle A and residence application cycle P are controlled under this option This facility allows for the control of the date interval during which applications for a particular year block and offering type can be processed There is an alternative option for controlling all system cycles in the student system under SMNT 2 Only Block 1 on this screen is relevant to this subsystem More than one record can be created in Block 1 indicating the various academic blocks and offering types for which applications can currently be
70. student does not comply with the requirements concerning that subject 12 The user has to specify during registration a Planned Subjects in the field GENERATE SUBJECTS in order for all the admit subjects to be identified Remember that if the student has not passed one of the prerequisite subjects during the last examination the current registration will reject that planned subject 13 A financial status FSAC 1 that leads to action AA will be linked to all the students automatically and if the student pays the admission fees the status will be removed This status will be checked at Application to see if the student did pay his admission fees If the status is still on the student s record then the student won t be allowed to apply Copyright ITS 2 12 Version 12 2002 Applications Subsystem Menus Chapter 2 Block 5 STATUS CHANGES A query on this Block will display all the changes that have been made in Block 3 in inverse chronological sequence last changes first The initial insert of the first records would create NEW records each subsequent change would create a pair of OLD and NEW records with the same date and time The following fields are displayed A Change Date and Time DD MON YYYY HH MM The date and time of the change B Status OLD or NEW will be displayed to indicate the situation before and after the change Inserts new records will have an INS entry wh
71. t only the first two qualification choices of a student x The user is requested to specify the year academic block and offering type for which the computer selection is to be made This combination must currently be active in the system cycle option SNAPP 1 for application cycle A Computer selection will not reset any admission status which already appears on a student s record but will only select students who have no status at all in any of their choices Places will be allocated until the quota has been filled for a particular qualification offering type period of study combination as per option SACAD 1b6 When Computer Selection is executed the user must supply the range of student numbers for whom the WRS calculations must be done before the selection is made In this way applicants for whom the calculations have already been done can be omitted If in any doubt it would be better to re calculate all the scores WRS scores can be calculated for a range of students for a specific block code for a specific qualification code or all and offering type but computer selection can only be done per year block code and offering type The system will then calculate the number of available places by subtracting the admitted students from the quotas as set under option SACAD 1b6 All admitted Copyright ITS 2 19 Version 12 2002 Applications Subsystem Menus Chapter 2 statuses are then counted i e any status whic
72. tatus that leads to action AR Stop Academic Application Registration linked in option SREGL 2 the system will do the validation when the year is entered for new applications as well as on the update of the status to admit If the validation QU Check Quota per Qualification Offering Type is set to Y es in option SMNT 1 the system will validate on the update of the status to admit that the quota as specified in option SACAD 1b6 is not exceeded 2 3 2 Residence Application Admission SNAPPA 2 Y Options 2 and 4 of menu SNAPPA both lead to similar screens on which the residence application choices of applicants can be processed Option SNAPPA 2 however Copyright ITS 2 14 Version 12 2002 Applications Subsystem Menus Chapter 2 allows only for the application choices to be entered whilst option SNAPPA 4 allows for both the entering of the choices and for the allocation of selection status s to applicants In cases where the entire processing of applications is done within a single office only option 4 needs to be used Both options 2 and 4 can be used in the case where applications are received in a central office option SNAPPA 2 but where the decisions on selection are made on a decentralised basis at faculty or school offices option SNAPPA 4 The following discussion covers both these options Residence Admission records can be entered in respect of any student or applicant f
73. tion SNAPPM 1b2 The following biographical information of the applicant is displayed Students with the same Matric Date and Matric Authority as entered on the first block on their biographical record will be displayed Copyright ITS 2 27 Version 12 2002 Applications Subsystem Menus Chapter 2 A Exam Number A15 The matric examination number of the applicant B Identity Number A13 The identity number of the applicant C Student Number N9 The student number of the applicant D Birth Date DD MON YYYY The birth date of the applicant E Surname A30 The surname of the applicant F First Name s A40 The first names of the applicant 2 8 1 3 Certificate Information SNAPPM 1b3 This is asking for information that will be used to match the student from the tape data to the biographical data manually A Check on Al The choice should be make here to match the data from the tape to the biographical record per Exam number or ID number or Surname Names and Birth date B Update Certificates Yes No A1 Should the Certificate Seen block of the Student s Biographical record be updated Yes or No If No is entered then the next two fields won t be updateable C Certificate Code A2 Enter the Matric Certificate Code that should be inserted into the Certificate Seen block on the student s Biographical record D Certificate Seen Indicator Yes No A1 Should the record or the Matric Certificate be inserted with a Yes or No
74. udy being applied for Under option SNAPPA 3 only for x the subsequent recording of application status s when decisions on the application are made x possible changes in status say due to the cancellation of an application When the cursor is moved to this Block the system will display any existing application records for this student for application cycles that are currently active under the Applications System Cycles SNAPP 1 as well as applications in respect of future cycles Option SNAPP 6 allows the deletion of old records If no records exist the user may enter records with the following fields A Year N4 The calendar year for which the applicant applies B Blk A2 The Academic block for which the applicant is applying is entered here Applications for future academic blocks may be entered C Qualification A6 The code of the Qualification for which the student applies The name will be displayed below The system will validate that the qualification is active on the Academic Structure for the year of application Copyright ITS 2 7 Version 12 2002 Applications Subsystem Menus Chapter 2 D Campus N2 The Campus code for which the student applies If this field is left blank and the Offering Type is entered then the Campus will be displayed automatically E Offering Type A2 The Offering Type of the qualification for which the student applies F Per of Study A1 The Period of study of the App

Student Information System User Manual Version 12 2002 Edition

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